How to Ask Your Employer for a Letter That Helps Verify Your Tax Refund
Learn what to request from your employer, which wage details matter, and how to prepare an employer verification letter for an IRS refund review.
You filed your federal income tax return. You expected a refund. Instead, the IRS sent a notice asking you to verify your wages or federal income tax withholding.
Now you need records from your employer.
You may already have a W-2. However, the IRS may request additional documentation showing when you earned your wages, how much gross income you received, and how much federal income tax was withheld.
One possible form of supporting documentation is an employer verification letter.
For certain IRS notices, including CP05A, the IRS specifically lists a letter on company letterhead as acceptable supporting documentation.
This guide explains how to request that letter, what information it should contain, and how to organize your records before responding.
You’ll also find two templates you can copy and customize: a request to your employer and a fill-in employer verification letter.
Contact your employer’s payroll or human resources department. Explain that the IRS requested documentation verifying your wages and federal income tax withholding.
Ask for a letter on company letterhead identifying the employer, relevant tax year, wage dates, gross wages, and federal income tax withheld.
For CP05A, the IRS specifically identifies employer contact information, including the company’s name, address, telephone number, and fax number.
Always follow the exact instructions in your IRS notice.
What Is an Employer Wage Verification Letter?
An employer wage verification letter is a written statement from an employer confirming information about an employee’s earnings.
It may identify the employee, employment period, wages paid, and taxes withheld.
The letter can help establish information reported on a federal income tax return when the IRS requests supporting documentation.
However, not every IRS notice requires an employer letter.
Some notices tell taxpayers to wait. Others request specific records or documentation.
Before contacting your employer, identify the notice number and review its instructions.
When Might the IRS Request an Employer Letter?
An employer verification letter may be relevant when the IRS needs supporting evidence for wages or federal withholding.
One example is IRS Notice CP05A.
CP05A means the IRS needs documentation to verify income and federal income tax withholding before issuing a refund.
The IRS lists an employer letter on company letterhead among the acceptable supporting documents.
Other notices may have different requirements.
CP05 vs. CP05A vs. CP05B
| IRS Notice | What It Means | General Action |
|---|---|---|
| CP05 | The IRS needs more time to verify information on the return. | Generally wait if you filed the return. No immediate documentation is required. |
| CP05A | The IRS needs supporting documents to verify income and withholding. | Gather the requested records and respond by the notice deadline. |
| CP05B | Income reported on the return does not match certain third-party information. | Provide the requested evidence using the instructions in the notice. |
Do not send an employer letter simply because your refund is delayed. First confirm that the documentation is relevant to your specific notice.
What Information Should the Employer Letter Include?
For CP05A, the IRS says supporting documentation must establish the date wages were earned, gross income received, and federal income tax withheld for the year shown on the notice.
The IRS also lists an employer letter on company letterhead containing the employer’s name, address, telephone number, and fax number.
To make the letter useful, ask your employer to include the relevant wage and withholding details.
| Information | Why It Matters | Classification |
|---|---|---|
| Company letterhead | Identifies the employer issuing the statement. | IRS-listed letter format |
| Employer name and address | Identifies the business. | IRS-listed contact information |
| Employer telephone number | Provides a way to contact the employer. | IRS-listed contact information |
| Employer fax number | Provides additional employer contact information. | IRS-listed contact information |
| Employee name | Identifies whose wages are being verified. | Suggested identifying detail |
| Employment dates and wage periods | Helps establish when wages were earned. | Supports required wage-date information |
| Gross wages | Establishes income before applicable deductions. | Required information to substantiate |
| Federal income tax withheld | Establishes federal withholding for the tax year. | Required information to substantiate |
| Payroll representative’s name and title | Identifies the person responsible for the statement. | Suggested verification detail |
| Signature and date | Helps document who prepared the letter and when. | Suggested verification detail |
The IRS lists specific employer contact information and requires supporting documentation establishing wages, dates, and withholding.
Other details, such as the payroll representative’s title or signature, are practical recommendations. They should not be presented as separate universal IRS requirements.
How to Ask Your Employer for a Wage Verification Letter
You do not need to make the request complicated.
A short, professional message that identifies the tax year and the records needed is usually the best starting point.
- Identify the correct department. Contact payroll, human resources, or the person responsible for employee wage records.
- Explain the reason. State that the IRS requested documentation verifying your wages and federal income tax withholding.
- Identify the tax year. Make sure the employer knows which year the records must cover.
- Request the necessary details. Ask for employment dates, gross wages, federal withholding, and employer contact information.
- Ask for payroll statements. If your notice requests pay statements, request those records as well.
- Keep a record of the request. Save the email or document the date you contacted payroll.
Copy-and-Paste Email Request to Your Employer
Use the following message when contacting your payroll or HR department.
Subject: Request for Wage Verification Letter and Payroll Records
Hello [Payroll or HR Contact],
I am requesting assistance obtaining documentation of my wages and federal income tax withholding for [Tax Year].
The IRS has requested supporting records to verify information reported on my federal income tax return.
Would you please provide an employer verification letter on company letterhead containing the following information?
- My full name.
- My employment dates during the applicable tax year.
- The relevant wage periods or dates wages were earned.
- My total gross wages for the tax year.
- My total federal income tax withheld for the tax year.
- The company’s name, address, telephone number, and fax number.
- The name and title of a payroll representative who can answer verification questions, if available.
If possible, I would also appreciate copies of my pay statements, including my final year-end pay statement.
Please let me know if you need any information from me to locate these records.
Thank you for your time and assistance.
Sincerely,
[Your Full Name]
[Preferred Contact Information]
This template is not an official IRS form. It is a practical request designed to help you obtain the information described in the IRS’s CP05A guidance.
Fill-In Employer Verification Letter Template
The following template can help an employer prepare a wage verification statement.
The employer should verify all figures against its actual payroll records before issuing the letter.
Do not prepare or sign the letter on the employer’s behalf without authorization.
[COMPANY LETTERHEAD]
[Company Legal Name]
[Street Address]
[City, State, ZIP Code]
Telephone: [Phone Number]
Fax: [Fax Number]
Date: [MM/DD/YYYY]
RE: Employment, Wage, and Federal Withholding Verification
To Whom It May Concern:
This letter is provided to verify employment and payroll information for the following individual:
Employee Name: [Employee Full Name]
Tax Year: [YYYY]
Employment Dates: [Start Date] through [End Date or Present]
Wage Periods Covered: [Relevant Pay Periods or Wage Dates]
According to our payroll records, the employee received the following compensation and federal income tax withholding for the tax year identified above:
| Payroll Information | Verified Amount |
|---|---|
| Total gross wages | $[Amount] |
| Total federal income tax withheld | $[Amount] |
| Relevant wage dates or pay periods | [Dates or Periods] |
The amounts above are based on the employer’s payroll records for the stated tax year.
If additional verification is needed, please contact our payroll department using the contact information listed above.
Sincerely,
[Authorized Representative’s Signature]
[Printed Name]
[Job Title]
[Company Name]
[Direct Telephone Number, if available]
This sample letter is not an IRS-issued form. It should be completed using accurate employer payroll records and issued by an authorized company representative.
If the employer cannot verify a requested figure, it should not guess or invent the amount.
Should You Request Pay Stubs Along With the Employer Letter?
For CP05A, the IRS lists copies of at least three pay statements or check stubs, including the final year-end statement, as acceptable supporting documentation.
The agency also lists an employer letter on company letterhead.
Therefore, requesting both types of records can be a practical way to prepare.
However, do not assume every taxpayer must submit every pay stub from the entire year.
Follow your individual notice and provide records that establish the required wage dates, gross income, and federal withholding.
Why Your W-2 May Not Be Enough
Form W-2 reports annual wages and federal income tax withholding.
However, the IRS’s CP05A instructions specifically tell taxpayers not to send a W-2 as the requested pay-statement evidence.
Instead, the agency identifies payroll statements, check stubs, and an employer letter among its acceptable records.
This does not mean your W-2 is invalid.
It means the IRS is requesting different supporting documentation for this verification process.
Keep your W-2 for personal comparison, but follow the evidence instructions on your notice.
What If You No Longer Work for the Employer?
Former employees may still need payroll records for an IRS verification request.
Start by contacting the former employer’s payroll or human resources department.
If the company uses an outside payroll provider, ask whether former employees can request archived statements.
You may also need to verify your identity before the employer releases records.
For security, use the company’s official contact information rather than sending personal identifiers to an unfamiliar email address.
What if the company changed names or ownership?
Try to identify the business or payroll administrator responsible for maintaining records for the tax year under review.
Former supervisors, HR contacts, or payroll providers may be able to direct you to the appropriate department.
Keep a record of your requests and any responses you receive.
What If Your Employer Refuses to Provide a Letter?
Not every employer will agree to prepare a customized verification letter.
Some companies provide only standard employment verification or archived payroll statements.
If your employer declines, ask whether it can provide the pay statements requested by the IRS.
For CP05A, the IRS lists multiple forms of acceptable supporting documentation.
If you cannot obtain the requested records, contact the IRS using the instructions on your notice or consult a qualified tax professional.
Do not fabricate an employer letter or alter payroll documents.
What If Your Employer Is Permanently Closed?
If the employer no longer operates, collecting payroll evidence may be more difficult.
Possible starting points include:
- The former payroll service provider.
- A successor company, if one exists.
- A former payroll or HR representative.
- Previously downloaded payroll statements.
- Your own retained employment records.
These are possible sources of information, not guarantees that records will be available.
If the requested documentation cannot be obtained, explain the situation to the IRS and ask how to proceed.
What If Your Employer’s Wage Figures Are Incorrect?
Before submitting an employer verification letter, compare its figures with your payroll statements and tax return.
Look for differences involving:
- Gross wages.
- Federal income tax withholding.
- Employment dates.
- Pay periods.
- Corrected payroll records.
Remember that gross wages, taxable wages, and take-home pay are not always identical.
If the employer issued an incorrect W-2, ask whether a corrected Form W-2c is necessary.
If your tax return contains an error, consult a qualified tax professional about the appropriate correction procedure.
How to Submit Your Employer Letter to the IRS
The submission process depends on the IRS notice you received.
For CP05A, the IRS recommends using its Document Upload Tool for the fastest case resolution.
The agency also permits responses by fax or mail using the contact information printed on the notice.
The IRS instructs taxpayers to include a copy of their CP05A notice with the response.
- Confirm the notice number. Make sure the requested evidence is appropriate for your case.
- Review the employer letter. Check the tax year, wage dates, gross wages, withholding, and employer contact details.
- Prepare supporting records. Include the applicable documents requested by the IRS.
- Include the notice. For CP05A, include a copy of the IRS notice.
- Submit through the correct channel. Use the upload, fax, or mailing instructions provided by the IRS.
- Keep copies and confirmations. Retain your response records for future reference.
For current instructions, visit the official IRS CP05A notice page.
When Does the IRS 60-Day Review Period Begin?
The answer depends on your notice.
For CP05, the IRS generally instructs taxpayers who filed the return to wait until 60 days after the notice date before calling if no refund or further communication arrives.
For CP05A, the IRS says to allow 60 days from the date supporting documentation was provided before contacting the agency.
Therefore, if you submit an employer letter and other requested records in response to CP05A, track the date you provided those documents.
The 60-day period is a follow-up guideline. It is not a guaranteed refund payment date.
Employer Letter Request Tracking Worksheet
Use this worksheet to keep your employer request and IRS response organized.
My Wage Verification Record
Document Checklist
☐ Copy of applicable IRS notice
☐ Employer verification letter, if used
☐ Applicable pay statements or check stubs
☐ Final year-end pay statement
☐ Verified wage dates
☐ Verified gross wages
☐ Verified federal withholding
☐ Copies of submitted documents saved
☐ Upload, fax, or mailing confirmation saved
Notes:
For privacy, do not place your full Social Security number on a worksheet that may be shared or stored insecurely.
Frequently Asked Questions About Employer Verification Letters
Can my employer write a letter to verify my wages for the IRS?
Yes. The IRS lists an employer letter on company letterhead as acceptable supporting documentation for CP05A. Follow the specific requirements in your notice.
Does the IRS require an employer letter for every refund review?
No. Different IRS notices have different instructions. CP05 generally requires no immediate action if you filed the return. CP05A requests supporting evidence and lists several acceptable documentation types.
What should an employer verification letter include?
For CP05A, the letter should be on company letterhead and include the employer’s name, address, telephone number, and fax number. The supporting evidence must establish wage dates, gross income, and federal withholding.
Can HR write the letter instead of payroll?
An authorized employer representative may be able to provide the letter. However, the information should be verified against accurate payroll records.
Can I write the letter myself and have my employer sign it?
You may provide a template for the employer to review, but the employer must verify the information and authorize the final letter. Never submit a fabricated or unauthorized statement.
What if my employer does not have a fax number?
The IRS’s published CP05A guidance lists a fax number among the employer contact details. If the employer does not have one, do not invent it. Ask the IRS how to proceed with the available contact information.
Can an employer letter replace pay stubs?
The IRS lists an employer letter and pay statements among acceptable CP05A documentation. Whether the letter sufficiently addresses your particular request depends on the information it contains and your notice’s instructions.
Does sending an employer letter guarantee my refund?
No. The IRS must review the information and determine the appropriate outcome. Submitting documentation does not guarantee immediate refund release.
Final Thoughts: Make Your Employer Letter Accurate and Complete
When the IRS requests proof of wages, an employer verification letter may help establish information reported on your tax return.
The most important step is to provide accurate information that addresses the IRS’s specific request.
For CP05A, that means supporting wage dates, gross income, and federal withholding using the documentation identified by the agency.
Contact payroll or HR, request the relevant records, and review the information carefully before submitting your response.
Use the sample templates in this guide to make the process easier, but remember that they are organizational tools rather than official IRS forms.
Understand IRS Wage Verification With RefundTalk
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Explore more IRS tax refund guides at RefundTalk.com.
Official IRS Sources and Further Reading
Editorial Disclaimer: This article provides general educational information and is not individualized tax or legal advice. IRS procedures may change. Always follow the instructions in your actual notice and consult a qualified tax professional when appropriate.
