8+ Latest Salary Confirmation Templates, Free Download 2026

What is a salary confirmation form?

A salary confirmation form, also known as an income verification letter, is a document used to prove financial capacity and confirm the actual monthly income an individual receives from the business, agency, or organization where they are employed.

Typically, an employee will draft a request for salary confirmation and submit it to their employer to verify their actual monthly salary. This type of document is often used in cases requiring financial proof, such as applying for bank loans, visas, home purchases, or completing personal records.

See more: FREE DOWNLOAD 13+ Employee Payslip Templates (Latest 2026)

What information should a salary confirmation form include?

The basic content of a salary confirmation form typically includes:

• Title of the salary confirmation letter
• Information of the person requesting confirmation, such as full name
• Temporary or current residential address
• Employee’s ID/Citizen ID card number
• Information of the current employer, including company name, address, and contact phone number
• Position or department within the company
• Type of current employment contract
• Start date of employment and contract term
• Actual income received in the last 1, 3, or 6 months as required for confirmation, including base salary, bonuses, allowances, commissions, and other income
• Confirmation from the business or paying entity, usually signed by an authorized person such as the director, HR manager, or chief accountant
• Signature and full name of the person requesting the salary confirmation.

Note: The content should be listed in order from top to bottom

8+ Free Salary Confirmation Form Templates (New 2026)

Monthly Salary Confirmation Form

[1OFFICE] Monthly Salary Confirmation Form

6-Month Salary Confirmation Form

[1OFFICE] 6-Month Salary Confirmation Form

3-Month Salary Confirmation Form

[1OFFICE] 3-Month Salary Confirmation Form

Request for Base Salary Confirmation Form 1

[1OFFICE] Request for Base Salary Confirmation Form 1

Request for Base Salary Confirmation Form 2

[1OFFICE] Request for Base Salary Confirmation Form 2

Request for Base Salary Confirmation Form 3

[1OFFICE] Request for Base Salary Confirmation Form 3

Request for Base Salary Confirmation Form 4

[1OFFICE] Request for Base Salary Confirmation Form 4

Salary Confirmation Form for Tax Finalization

[1OFFICE] Salary Confirmation Form for Tax Finalization

Who has the authority to sign the salary confirmation form?

Regarding the authority to sign the salary confirmation letter, the signatory may vary depending on the type of organization.

• For businesses, the authorized person is usually the company director or an authorized representative.
• At state agencies or public service units, the signatory is typically the head of the agency or the leader of the current unit.

How to correctly write and request a salary confirmation letter?

For the salary confirmation form to be legally valid and accepted, employees need to pay attention to both the content and the request process at their company. Here are the detailed steps:

Step 1: Prepare all necessary personal information

Before filling out the salary confirmation form, you should have the following necessary information ready:

• Full name
• ID/Citizen ID card number
• Employee ID (if any)
• Position and current department
• Actual monthly salary
• Length of employment at the company

Preparing all necessary information will help the confirmation process proceed quickly and minimize errors.

Step 2: Complete the content in the salary confirmation form

Once you have the form, the employee needs to accurately fill in the information according to their current personnel file. Some important details typically include:

• Personal information of the person requesting confirmation
• Income level for the most recent months, usually 3 to 6 months
• Purpose of using the confirmation letter (e.g., for a loan, visa application, or financial proof)
• Date and place of issuance of the confirmation letter
• Signature of the requester and the authorized person
• Company or organization’s official seal

Step 3: Submit the confirmation request to the company

After completing the form, you need to submit a printed copy to the HR, administrative, or relevant department for review and confirmation. Some companies may require an additional salary confirmation request form following their internal template.

Step 4: Receive the signed and approved confirmation letter

Typically, the processing time for a salary confirmation letter ranges from 1 to 3 business days, depending on the company’s procedures. Upon receiving the document, you should carefully check the signature, seal, and income information to ensure its accuracy before use.

Why should businesses use 1HRM payroll software?

In HR management, manual payroll calculation using Excel is prone to errors, time-consuming for reconciliation, and makes it difficult to synchronize data between departments. This is why many businesses are now switching to payroll software like 1HRM to automate processes and improve management efficiency.

Key features of the 1HRM payroll software include:

• Automatically calculates salary, personal income tax, and insurance based on pre-set formulas
• Synchronizes timekeeping, leave, and overtime data directly into the payroll
• Reduces errors from manual data entry or calculations in Excel
• Centralized payroll management, easy to look up, with secure access permissions
• Automatically generates and sends payslips to employees quickly
• Easily customizes salary policies for each department or position
• Supports exporting salary, tax, and HR cost reports with just a few clicks

See more: Check out the TOP 15+ Best Payroll Software Today (New 2026)

Frequently Asked Questions about Requesting a Salary Confirmation Letter

Where do I submit a salary confirmation request?

For employees currently working at a company, the salary confirmation request is usually submitted to the HR department, payroll accountant, or the person in charge, following internal procedures, to be presented to the director or an authorized person for signature. Meanwhile, if working at a state agency or public administrative unit, employees can submit the request directly to the head of the agency or unit leader for review and confirmation.

Is there a fee for requesting a salary confirmation letter?

Typically, employees do not have to pay a fee when requesting a salary confirmation letter from their current company or organization. This is considered an internal administrative procedure to help staff verify their income for personal needs such as bank loans, credit card applications, visa applications, or financial proof.

How long does it take to get the letter?

The processing and issuance time for a salary confirmation letter usually takes 1 to 3 business days, depending on the internal procedures of each company and the level of detail required in the confirmation. In some cases, if the application is complete and the HR department provides prompt support, the employee may receive the confirmation letter on the same day.

Can I request a salary confirmation if I have already resigned?

An employee can still request a salary confirmation letter after leaving their job if they were previously officially employed by the company and their personnel records are still stored. However, whether the company will provide the confirmation depends on its internal policies and the decision of the HR department, as current law does not require companies to issue salary confirmation letters to former employees.

Is a red seal mandatory on the salary confirmation letter?

Yes, a red seal (the company’s legal seal) is mandatory to ensure the legal validity and reliability of the information. Additionally, the confirmation letter must be signed by an authorized person, such as the director, chief accountant, or an authorized representative, to verify the employee’s actual income.

How long is a salary confirmation letter valid?

A salary confirmation letter is typically valid for 1 to 3 months from the date of signing, depending on the requirements of the receiving party, such as a bank, embassy, or financial institution. In some cases, the receiving party may require the letter to be issued within the last 30 days to ensure the information is up-to-date.

Conclusion