Retrieving a complete and accurate employment history provides necessary documentation for various life events. This record, which includes employer names, job titles, locations, and specific dates of employment, is frequently required for background checks, loan applications, and determining eligibility for government benefits. Compiling this information often requires drawing from multiple official and personal sources. The process begins with documents an individual already possesses, creating a foundational timeline to verify against official records.
Start with Your Personal Records
The initial and most accessible step involves gathering documents saved from past employment. These personal materials serve as the framework for your employment timeline, listing employer names and the corresponding years you worked. Organizing these documents provides a quick reference point before moving to more formal requests.
Tax forms (W-2s and 1099s)
Annual tax forms are highly reliable documents that officially link you to your employers. Form W-2, Wage and Tax Statement, shows the company’s name and the income earned for that specific year. Form 1099-NEC or 1099-MISC documents income from contract or freelance work. Reviewing these forms year by year creates an undeniable record of where you were employed and the duration of the engagement.
Pay Stubs and Bank Deposit Records
Pay stubs and bank deposit records provide granular detail, especially regarding start and end dates within a year. A final pay stub often includes the full employment period, from hire date to separation date, confirming the last day you were on the payroll. Bank statements showing regular direct deposits from a specific company provide clear evidence of employment and the approximate frequency of pay.
Old Resumes and Application Materials
While not official records, old resumes, job applications, and offer letters contain specific job titles, responsibilities, and month-and-year employment dates. These documents are helpful for filling in the details between official records. They can also guide your memory when you begin to contact former employers.
Requesting Records from Former Employers
Once your personal timeline is established, contacting previous workplaces provides the official verification required by most third parties. The Human Resources (HR) or Payroll department is the correct point of contact for these requests. Many states grant employees the right to review or copy their personnel file, though the specific process varies by state law.
The request for employment records should be made in a formal, written format, such as a letter or email, to create a paper trail of your communication. Specifically ask for confirmation of your dates of employment, job title, and sometimes your final salary. Employers are generally obligated to provide dates and titles, but they are not required to release documents like performance reviews unless mandated by state law.
Response time for these requests can range from a few days to a month. If the company is large, they may direct you to a third-party verification service.
Accessing Government Earnings History
The most definitive source for your employment history is the federal government, specifically the Social Security Administration (SSA). The SSA maintains a comprehensive record of your lifetime earnings, tied to the employers who paid you and withheld Social Security taxes. This information is highly valuable for verifying older employment where paper records may be lost.
You can access this official record by creating a personal “my Social Security” account on the SSA website. Once logged in, you can view your Social Security Statement, which displays your yearly earnings history free of charge. This online statement typically shows only the total earnings for the year, not the employer’s name.
To obtain a detailed, itemized statement that includes the names of the employers, you must formally request a copy of your earnings record using Form SSA-7050, Request for Social Security Earnings Information. This form must be mailed in and requires a fee. The detailed report is the most reliable way to verify employment for decades past.
Navigating Third-Party Verification Services
Many large and mid-sized companies outsource employment verification to third-party vendors. The Work Number, operated by Equifax, is the most prominent service, holding employment and income data for millions of individuals. This service allows prospective employers, lenders, or government agencies to instantly verify your work history without contacting the former employer’s HR department.
If your former employer uses such a service, you can obtain a copy of your Employment Data Report (EDR) by visiting the employee-specific portal. The EDR shows the employment data reported and lists all entities that have requested your information in the past 24 months. Under the Fair Credit Reporting Act (FCRA), you have the right to access this data and dispute any errors you may find.
When applying for a job or loan, the verifier will ask for authorization to access your data. You may also place a freeze on your data, similar to a credit freeze, which prevents unauthorized access.
Strategies for Defunct or Unresponsive Companies
A challenge in compiling a full history arises when a former employer has gone out of business or is unresponsive. If a company is no longer operating, first determine if it was acquired by or merged with another entity. A successor company is often legally required to retain personnel records and may provide the necessary verification.
If the company closed entirely, rely on secondary sources for proof of employment. Government records from the Social Security Administration become the primary source of official documentation. You should also search state labor archives or the Secretary of State’s office, as they often hold records of dissolved businesses.
Reaching out to former supervisors or colleagues through professional networking sites can also be effective. While a personal testimonial is not a formal record, a letter from a former manager on their current company letterhead can sometimes be accepted as supporting evidence.
Compiling and Verifying Your Final History
After collecting information from personal files, former employers, and government agencies, the final step is to consolidate and verify the data. Cross-reference all documents to ensure consistency across employer names, job titles, and start and end dates. Minor discrepancies, such as a one-week difference in end dates, are common and should be noted but do not invalidate the history.
Create a final, master document that lists all employment chronologically. Include the employer’s full name, location (city and state), your job title, and the exact start and end dates. This organized format is the most universally accepted presentation for job applications and background checks.