sample letter of employment pdf

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Letter of Employment

• Employment letter format
• Letter of employment Sample
• Employment verification letter
• Sample letter of employment
• Employer Letters Template
• Acceptance Letter

Letter of employment

What is a letter of employment, scope of the letter of employment, why is such a letter so important, how to write a letter of employment.

• StepThe letter that is being written should be addressed clearly and specifically mentioning name of that concerned person to whom it is addressed. This is to be followed for writing an employment letter. In case of writing any employment verification letter, it can be addressed to that department to which that demands that letter on behalf of the employee. In such a case, it is to be addressed as ‘’To Whom It May Concern’’.
• StepWhen writing such a letter from a position of authority, it is important to note exactly what your position is. Hence, it is imperative that in initial paragraph, your identity is well established to ensure that you have that position to speak of a particular employee.
• StepIn case you are writing a proof of employment letter, you can then start off with details associated with that concerned employee. This includes details of that employee’s position, nature of his job, date of appointment and finally his current position. Also, in certain cases, financial information is to be provided, and it is to be provided here itself.
• StepA final summarization of that employee’s duties is to be made. This would validate that initial information that has been provided by the authority that is writing this letter. However, no sensitive information is to be shared.
• StepFinally, it is important that you provide your contact information, so that in case of any discrepancy, you may be available in person to solve the issue. Finally, a signature is to be made with best wishes and ‘Sincerely’ stating your regards.

Areas where such letters are required?

For the initial call for employment, acts as a proof in case of any dispute/financial transactions, requirements of a good template.

• It is important to check out external presentation of a template. Since, it is a professional document; hence, presentation has to be very important.
• Various formats should be checked before deciding on any singular one.
• Quality of the template that is used should be of a standard type.
• In case of choosing a quality employment letter template, one should most definitely check out the website from where it is being downloaded. It should be a reliable one, and should not ask for confidential financial details.
• Another very important aspect is that, it should be taken into consideration that the template that is printed should exactly match standards of that which is shown online.

Why are templates so important?

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Legal Templates

Home Business Employment Contract

Employment Contract Templates

Use our Employment Contract to hire an employee for your business, and define details like wages and working hours.

Updated June 25, 2023 | Legally reviewed by Brooke Davis

An employment contract (or employment agreement) defines the terms of a legally binding agreement between an employee and employer, such as compensation, duration, benefits, and other conditions of the employment relationship.

• Employment Contracts By State
• Connecticut
• District of Columbia
• Massachusetts
• Mississippi
• New Hampshire
• North Carolina
• North Dakota
• Pennsylvania
• Rhode Island
• South Carolina
• South Dakota
• West Virginia

Types of Employment Contracts (10)

What is a contract of employment, important terms to include in employment contracts, restrictive covenants in employment contracts, how to write an employment contract, employment contract sample, how to hire an employee.

There are various types of employment contracts to accommodate the different employment statuses of individuals:

An employment contract recognizes a legal business relationship between an employer and an employee . The employment contract outlines the rights and responsibilities of both parties for the duration of employment.

For example, the functions an employee will perform and the wages the employer agrees to pay in return.

As a reference, people also refer to an employment contract as:

• Employment Agreement
• Work Contract
• Job Contract
• Contract of Employment
• Contract of Service

Before issuing an Employment Agreement, you should request that the candidate provide an Employment Verification Letter to verify their income and employment history.

IRS Requirements

If you’re a US company hiring citizens and residents, there are IRS requirements you need to follow:

• IRS Form W-4 – To be completed by employees at the start of employment.
• IRS Form W-9 – To be completed by independent contractors at the start of employment (if more than $600 is to be paid for services or labor).

An employment contract will identify the following essential elements:

• Employee : Name of person being hired to work.
• Employer : Name of the company hiring the employee.
• Position : Title and description of employee’s role/s and responsibilities.
• Compensation : Amount paid per hour, week, or month, including overtime, bonus(es), commission, and the compensation schedule.
• Start Date : When the employee will start working for the employer.
• Term : Indefinite or fixed amount of time the employee is expected to work. For example, you may have all new employees sign a 1-year employment contract with an option for extension upon review.
• Benefits : Details about disability protection, health insurance, vacation, sick days, paid time off (PTO), maternity leave, and other benefits.
• Probationary Period : The employee is essentially “on trial” and may be terminated if deemed unsuitable.
• Termination : The reasons why the employment relationship may be ended.
• Work for Hire Clause : Anything created by the employee at work belongs to the company.
• Agency Provision : Clarifies that the employee does not have the authority to enter into a contract on behalf of the employer unless there is written consent.

A contract of employment form may also include a reimbursement provision stating that the company will pay the employee back for job-related expenses like a cell phone, business travel, or relocation.

Additionally, an employment contract can require employees to give a certain amount of notice before quitting, so they can help hire or train their replacements.

Furthermore, documenting clear expectations, job responsibilities, and employment agreements allow employers to discipline and fire employees who do not meet work performance standards.

An at-will employment contract is usually implied without a written employment agreement form. In other words, the employee is free to quit at any time, and the employer is free to fire the employee at any time – as long as the basis of dismissal is not deemed as wrongful termination.

An employment contract offers legal protection to both an employee and an employer. If a dispute arises, both parties can refer to the original terms agreed to at the beginning of the working relationship.

By drafting an employment contract today, avoid mistreatment and legal repercussions for both parties.

You may want to include additional clauses to help protect business interests:

• Confidentiality : A non-disclosure agreement or confidentiality agreement specifies that trade secrets, client lists, and sensitive information cannot be shared while working for this employer or future employers.
• Non-compete : A non-compete agreement prohibits the employee from working for competing companies or competing with the employer if they leave, including misusing confidential information.
• Non-solicitation : Employees may not recruit other co-workers to join them when they leave the company. Furthermore, the employee cannot ask the company’s clients or customers to follow them to their new company. However, if you live in California, Montana, North Dakota, and Oklahoma, restrictive covenants are not allowed, and employees are allowed to work for competitors .

Here’s a step-by-step to writing an employment contract:

Step 1 – Initial Details

a) List the date this agreement is being made.

b) Provide the full name of the employee and the full name of the company or individual employing the employee.

c) Provide the employee’s job title or position.

d) Choose whether the employee will be employed part or full-time.

e) Describe the job duties the employee will be responsible for.

Step 2 – Term and Probationary Period

a) Choose whether the employment will be fixed, at will, or probationary:

• Fixed term if there is a specific end date to the agreement and employment.
• At will, unless there is no end date to the agreement, so unless otherwise stated, either party can terminate the contract without notice.

b) Choose whether or not there will be a trial period where an employee may be released if they cannot meet the job requirements. This typically lasts for three to six months.

What is a Typical Probationary Period for a New Employee?

A probationary period is between three and six months. This is usually a good time to see if a new employee fits your company.

Step 3 – Compensation

a) List the employee’s salary here and how the payment will accumulate.

b) Check the frequency at which the employee’s salary will be paid.

Step 4 – Overtime and Additional Compensation

a) If the employee will receive overtime compensation, choose this option and list how much will be paid and describe what frequency constitutes overtime.

b) Choose this option if the employee will not receive overtime pay. Be sure to check federal and state laws to determine whether or not overtime is mandatory in your situation.

c) Choose this option and explain any commission received for services rendered under this agreement.

d) Choose this option and explain any other commissions received for services rendered under this agreement.

Step 5 – Expenses and Work Location

a) Check if the employer will reimburse an employee for the expense(s).

b) Check all expenses that the employer will reimburse the employee for.

c) List the full address where the employee will perform their duties under this agreement.

d) List the required work days and hours.

Step 6 – Time Off

a) This option lists specific paid time off days allowed.

b) Choose this option to default to state and local law requirements for paid time off.

c) This option lists a certain number of paid sick days allowed.

d) Choose this option if the employee is not provided any sick leave.

e) This option lists a certain number of paid personal days allowed.

f) Choose this option if employees are not provided paid personal leave days.

g) List any other benefits provided.

h) Check if there is an employee handbook to refer to that will provide additional information about the employer’s leave policy.

Step 7 – Disability

a) List how many days that employee cannot perform their duties that constitute consideration for disability benefits.

b) Specify the amount of compensation due to the employee.

Step 8 – Non-Compete and Confidentiality

a) Initial here if you want to include this clause. Otherwise, cross it out.

b) Choose if the non-compete will remain in force for the entirety of the employment agreement and will end when the agreement is terminated or if the non-compete will stay in power beyond the termination of employment and list how many months it will be will remain in force beyond termination.

c) Check which activities are prohibited by the non-compete.

d) Choose this option if the employee is not exposed to sensitive information unknown to the general public.

e) Choose this option if the employee can access competitively sensitive information unknown to the general public.

Step 9 – Termination

a) Choose this if the employer can terminate the employment without cause.

b) Check if notice by the employer to the employee is required and list how many days’ notice is required.

c) Choose this option if the employee may terminate this agreement at any time but with written notice. List how many days’ notice is required.

d) Choose this option if the employee can terminate this employment agreement anytime and for any reason.

Step 10 – Severance

a) Choose this if the employee will be entitled to severance if terminated for reasons other than cause.

b) Choose this option if the employee is not entitled to severance after termination.

c) Check all applicable documents that set forth the rights and obligations of the parties.

Step 11 – Miscellaneous

a) List the state laws governing this agreement.

b) Choose this if litigation is a dispute resolution option and list the state where the dispute will be resolved.

c) Choose this if parties agree that the prevailing party will be entitled to recover its expenses incurred with any action taken regarding this agreement.

d) Choose arbitration if disputes will be resolved by a neutral third party selected by the parties, who evaluate the argument and determines a settlement. The decision by the arbitrator is final and binding.

e) Choose mediation if disputes will be resolved by using a mediator, a neutral third party selected by the parties who tries to facilitate a compromise and agreement. The decision by the mediator is non-binding.

f) Choose this option if you wish to mediate first, and then if a resolution is not found, the arbitration will be pursued.

The standard employment contract sample below defines all necessary terms of an employment relationship — terms that become legally binding when signed by the employer and employee.

You can also download our free template in PDF or Word format and fill it out independently.

Employment Contract Example

The employment agreement example below details an agreement between the employer, Susan C Clarke, and the employee, Rudolph M Hettinger. Susan C Clarke agrees to employ Rudolph M Hettinger as a Personal Assistant.

This sample letter of agreement between employer and employee Susan C Clarke and Rodolph M Hettinger will become legally binding once both parties sign.

Note: You should use an Independent Contractor Agreement if hiring a business or self-employed person to accomplish a short-term project or task.

Read More : Independent Contractor vs. Employee

Before hiring an employee to fill a position, you must identify exactly who you’re looking for. What skills should they have, what experience, and how much will you pay them?

The best way to hire an employee is to follow these simple steps:

Step 1 – Research the pay and position: Outline the responsibilities of the job, the number of hours to work per week, the pay, benefits, and time off. Look at similar job descriptions and compare salaries to determine precisely what you want.

Step 2 – Place a job listing: Make an employment posting that details precisely what is expected of the individual and the job’s compensation.

In some states, you must disclose the pay range in job postings and learn more about pay transparency laws .

Step 3 – Review applications: Filter through the received job applications, narrowing down the ones that meet the job’s essential requirements.

Step 4 – Start the interview process: Set up interviews with the top candidates. You need to know the person behind the application and whether they will fit your company well.

Step 5 – Check references and verify the application: Checking references is a great way to verify applicants and gain additional insights into their work experience and qualifications.

Step 6 – Prepare an offer letter: Once you’ve chosen the perfect candidate, send them an employment offer letter .

Step 7 – Notify rejected candidates : Send an employment rejection letter to inform unsuccessful applicants of the bad news respectfully.

Step 8 – Complete and sign the employment contract: Finalise the employment by performing any background checks, negotiate the terms of the employment, and then have both parties sign the employment contract.

Ensure the employee reads the contract, as most American employees do not read their employment contracts.

Read More: Do Americans Read Employment Contracts?

Related Employment Documents

• Employee Vaccination Policy : Use our employee vaccination policy template if you require your employees to be vaccinated.
• Work From Home Policy : Set rules and guidelines for your employees working from home with a work from home policy.
• Employment Termination Letter : An employment termination letter tells an employee they are being fired.
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• Employee Letter Template

Employee Letter Templates and Samples

Employee Letters are documents that can be used when interacting with members of your staff. These letters can cover different aspects of employment, including verifying different employment facts, providing information connected with work, job application queries, etc.

Usually, an Employee Letter is dedicated to one specific issue which it is supposed to solve. It can be written by an employee or an employer, depending on which exact matter it is supposed to maintain. The document can be presented in two forms: printed letters and employee emails - which one to use is up to the sender of the letter. Check out our library below to download printable Employee Letter templates and samples.

Employee Letter Types

• Job Offer Letter . This letter is supposed to be used when an employer would like to offer a candidate to attend a job interview for a vacant position in their company that they might be interested in.
• Employment Verification Letter . Hiring managers can ask a potential employer for this kind of letter when they need an official document that will verify information about their current employment.
• Income Verification Letter . This document can be used to validate information about the employee’s income. It is supposed to be verified with the employer’s signature and a stamp.
• Job Application Cover Letter . A Cover Letter for a job application summarizes all of the important information about a candidate, highlighting their achievements, and outlines the main stages of their career development.
• Job Abandonment Letter . Employers can use this type of letter when their employees did not report to work for consecutive days without notice. With this letter, they can inform the employee that their employment has been terminated.
• Employee Suspension Letter . This type of letter is applicable to situations when an employee needs to be informed that they have been temporarily removed from work due to their misconduct.
• Return to Work with Restrictions Letter . When an employee is set to return to work after an injury or illness, their doctor can use this kind of letter to inform their employer about any restrictions of duties the employee should follow due to their condition.
• Refusal Letter for Job Offer . Employees can use this document when they want to notify the company that has offered them a job that they are not interested in their Job Proposal .
• Warning Letter to Employee . This is a formal document that is used to inform the employee about their misconduct, poor job performance, company policy violation, or other issues that they did, and warn them about its consequences.
• Community Service Letter . This type of document is supposed to verify the fact that the individual has performed a certain type of community service. Generally, the letter is issued by a charitable organization.
• Layoff Letter . This letter is used to inform them that their employment has been terminated due to reasons not directly connected with their own actions, such as mergers, relocations, and bankruptcy.

Not what you were looking for? Check out these related topics:

• Hiring Employees ;
• Employee Performance ;
• Form number

Simple Job Offer Letter Template

Employers may use this letter when they would like to offer a job to one of their potential hiring candidates.

Sample Income Verification Letter

Check out this sample template in order to complete your own Income Verification Letter.

Sample Income Verification Letter for Self-employed

This letter verifies the amount of money an individual receives as a self-employed worker.

Income Verification Letter Template

This letter provides legal proof of income of an individual applying for a bank account, credit card, loan, or lease.

Employee Suspension Letter Template

This is a document that can be used to notify an employee that they are suspended for a certain period of time and are restricted from all working areas and premises.

Job Offer Letter Template

These letters are sent to candidates after an initial verbal offer of employment from the employer.

Sample Job Offer Letter From Employer

Employers may use this type of letter when they would like to offer a job to a potential employee.

Sample Self-employment Verification Letter

The purpose of this document is to confirm that a person is self-employed, the income they receive, and the type of business they are conducting.

Sample Employment Verification Letter for Independent Contractor

Independent contractors may use a letter such as this when they would like to verify their employment status.

Sample Employment Verification Letter for Immigration

The purpose of this letter is to confirm the sponsor's employment, the entity where they work, the name and description of their position, their salary, and residential address.

Sample Warning Letter to Employee for Tardiness

An employer can prepare this letter to send to an employee who has been constantly late to work or did not show up for an important work event.

Sample Warning Letter to Employee for Misconduct

This is a formal document drafted by the human resources department of a company and presented to an employee who has exhibited improper behavior and negatively impacted their colleagues and their work environment.

Employment Verification Letter Template

This letter is a written document that verifies the salary of an employee.

Warning Letter to Employee Template

This letter is a good way to let your employee know that an action that they have done was inappropriate.

Job Abandonment Letter Template

This letter informs the employee about the fact that they had been terminated due to having abandoned their job.

Sample Layoff Letter

Use this letter to notify employees about the fact that your business or organization needs to make cuts for financial reasons.

Return to Work With Restrictions Letter Template

This type of letter is used when an employee needs to take a leave of absence but would like to return to their job at some point with some restrictions on their return.

Sample Community Service Letter

This letter will help you prove the work you've performed for the betterment and benefit of your local community.

Community Service Letter Template

Download and complete this template to send to a group, school, or agency that will request proof of the community service hours completed.

Layoff Letter Template

Use this template if you need to cut down on staff, whether due to a merger, buyout, economic downturn, or decrease in business.

Workers Compensation Denial Letter

This type of letter states why a company is submitting a Workers Compensation Denial and how the worker can contest the findings if they so choose.

Sample Warning Letter to Employee for Attendance

The human resources department of a company may use a sample letter such as this as a reference to discipline an employee who has been consistently late or absent at work.

Stop Wage Garnishment Letter Template

The purpose of this type of document is to convince your creditor to stop taking garnishments from an individual's salary.

Sample Employee Incident Report Letter

This type of letter can be used as a reference to report employee-related incidents.

Sample Justification Letter to Hire New Employee

This type of letter can be used as a reference when it is time to expand your workforce and you need to submit a request to the head of your department or company for approval to hire a new employee.

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Legal Disclaimer: The information provided on TemplateRoller.com is for general and educational purposes only and is not a substitute for professional advice. All information is provided in good faith, however, we make no representation or warranty of any kind regarding its accuracy, validity, reliability, or completeness. Consult with the appropriate professionals before taking any legal action. TemplateRoller.com will not be liable for loss or damage of any kind incurred as a result of using the information provided on the site.

50+ SAMPLE Letter for Employment Templates in PDF | MS Word

Letter for employment templates | ms word, 50+ sample letter for employment templates, what is a letter of employment, are there additional steps i need to take before a job offer, five types of letter of employment, how to write a letter of employment.

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Email Confirmation of Employment

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18+ Sample Employment Letters

How to write an employment letter.

There are many letters one will receive and create should he or she be subjected for employment for a company that he or she applied at. There are a lot of job functions that are needed to be relayed through letters. Also, there are transactions between the company and the employer where the need for a letter is truly essential. Other relevant documents include but are not limited to short certification letters, basic application letters , salary increase requests, proof of employment certifications, offer letterforms, and corporate separation letters.

Sample Company Employment Offer Letter Template

• Google Docs

Basic Employment Employee Offer Letter Template

Employment Reference Letter Template

Free Restaurant Employment Offer Letter Template

Basic Employment Acceptance Letter Template

• Apple Pages

Confirmation of Employment and Letter of Recommendation Template

Printable Job Application Letter for Employment Template

Breach of Employment Contract Letter Template

Employment Application Letter Template

Free Employment Statement Guarantee Letter Example

Sample Employment Letters

• Address your letter directly to the employee
• The position of the employee he/she is holding in the company
• Roles and responsibilities of the employees
• The detail(s) about the employees’ salary
• The employment policy of the company
• Leave policy of the company
• Other detail(s) relevant to the employment policy of the company

Proof of Employment Verification Letter Example

Part Time Employment Offer Letter Template

Employment Confirmation and Letter of Recommendation

Standard Employment Offer Letter Template

Professional Corporate Employment Termination Letter

Formal Job Offer of Employment Letter Appointment

Employer Confirmation of Employment Letter Example

Short Application for Bank Manager Employment Letter

Confirmation of Employment Letter

• The confirmation that the employee is working for the company
• The date the employee was hired
• The monthly salary of the employee
• The work position of the employee
• The job functions of the employee

Employee Recommendation Letter

• The person is already up for promotion and it is needed for a supervisor to solidify the reasons why the employee has to be promoted.
• The employee has done something exceptional that can help the operations of the company.
• A client has stated to the manager his or her satisfaction with the services given by the employee and would like to send the employee the regards for doing a great job.

Basic Teacher Employment Verification Letter Template

Free Employment Rejection Letter of Intent in PDF Format

Employment Work Recommendation Letter Request

Current Employment Certification Letter Example

Salary Increase Employment Letter Template Example

Free Employment Separation Letter Template

Employment Rejection Letter

• The statement that an applicant is rejected and cannot continue to the application and employment process anymore.
• The reason why the applicant did not pass the application.
• Areas of improvement that the applicant may look at.
• The duration of time in which an applicant may apply for a post again.
• Sometimes, it may also come with another position offer where the company thinks the qualifications of the applicant will fit at.

Importance of Employment Letters

• They can be used as a reference in documented transactions.
• They create a more formal atmosphere in relaying information from the source to the person to whom the letter will be sent.
• It allows the receiver to keep the academic letter and have the information in the letter accessible any time should a review of such be needed.
• Transactions will be easily identified through the use of specific letters for the purpose that is written.

More in Letters

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FREE 11+ Sample Proof of Employment Letters in PDF | MS Word

Sample character reference letters - 8+ free documents in pdf ..., 7+ sample landlord verification forms, 8+ employee termination form samples - free sample, example ..., sample proof of employment letter.

Size: 286 KB

Here is the perfect sample for proof of employment letter that is ideal to be used by all the employers to issue the employment proof of any of their employees for a variety of reasons.

Proof of Income Letter From Employer

Size: 11 KB

Speed up the process of writing a letter of employment verification to any organization, bank, landlord or more with this perfect proof of income letter available for instant download in PDF format.

Proof of Employment Letter Example

Size: 44 KB

Here is another proof of employment letter example made available to you to make you easily write employment verification letters for verifying employment of your employee. You can edit these easily to made required customizations.

Proof of Employment Letter for Apartment

Are you a real? If you need to verify your customers’ employment then get this proof of employment letter sample for apartment downloaded and let the specified employer verify employment inconvenient way.

Proof of Self-Employment Letter

Size: 156 KB

Are you a self-employed person? Here is the proof of self-employment letter that you might need to verify yourself employment for a large number of reasons. Download now.

Proof of Employment Letter Format

Check out this proof of employment letter sample and bring ease to the process of employment verification letter writing. This format is available in PDF format and can be customized easily. You can also see  Sample Employment Verification Forms .

Address Proof Letter for Employee

Size: 38 KB

Verify your employees’ address with this address proof letter quite easily without the need of spending time in writing a complete letter from scratch. Just get the format downloaded and customized in seconds.

Verification Letter for Application for Fire Safety Director

Size: 36 KB

Do you need to verify employment of your employee for fire safety director? Here is your destination verification letter sample that will speed up the process of letter writing and make your task much easier.

Request for Employment Confirmation Letter

Size: 237 KB

Confirm the employment of your employee with this employment verification letter sample available online in PDF format. It gives you a great way to write a professional letter in a quicker way.

Employment Verification and Compensation Release Authorization Form

Size: 16 KB

Get this employment verification and compensation release authorization form downloaded and verify the employment of any of your employee professionally. You can customize this in seconds. Get downloaded now.

Simple Employment proof Letter

Size: 10 KB

When a Proof of Employment Letter Sample is Used?

Sometimes any organization, bank or landlord, realty etc. may need to identify and verify that a person works for the specified organization. In such a case in order to verify one’s employment, the concerned employer or organization has to issue an employment verification letter so that the employment of the employee can be verified. You may also see  Sample Letters of Recommendations .

This is of vital importance for both employees as well as for the employer and is used for the purpose to verify that a person under consideration works in the organization. A verification letter needs to follow the set business pattern, format, and appropriate salutations along with the correct details of the associated employee. You can also see  Sample Thank You Letters After Interview .

What are the Benefits of Proof of Employment Letter Sample?

There are countless benefits of usage of proof of employment letter samples that make it easier for an employer to write such a letter. Here are a few of those.

• These samples make it easier and quicker for the employer to write a verification letter as in most of the cases only the form filling and little bit editing are required all the other formatting comes completed perfectly.
• Employment verification letter samples help to maintain the perfect organizational format while also guiding about the appropriate type of salutations and word selection.
• These samples can help you fasten your letter writing process while also keeping all frustrations away. You may also see  Sample Reference Letters .

As an employer or organization, verifying employment would be one of your frequently required activities to be performed. That’s why these proof of employment letter are highly crucial for you to be utilized. These can help your save huge amount of your time without compromising professional writing. So get the suitable one downloaded from the above list and customize as per your needs. You may also see  Character Reference Letters .

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