How to draw up an employer’s statement

This information is provided by

Netherlands Chamber of Commerce, KVK

Your employee may ask you to draw up an employer’s statement. This document enables them to, for example, apply for a mortgage to buy a home. Does your employee not have a permanent contract? Then he can ask you for a letter of intent. That is a statement about extending the employment contract.

What is an employer’s statement?

An employer's statement is a form containing questions about the employment and income of your employee. It is proof of employment. Your employee may need this document to rent a house, for a loan or when applying for a mortgage to buy a house.


Filling out an employer's statement: do not make mistakes

The employer's statement is an important document for a lender or landlord. You provide a picture of the income of your employee. It shows that they will be able to pay their monthly charges in the future. The form must not contain any errors.

Example of an employer’s statement

The employer's statement is a standard form. Most banks have their own template. The National Mortgage Guarantee (Nationale Hypotheek Garantie, NHG) also has a model employer's statement. Whichever template you use, you must always fill in the same information.


NHG employer's statement

Does your employee apply for a mortgage with the Dutch National Mortgage Guarantee scheme, NHG? In that case, use the NHG employer's statement or a template that meets the requirements of the NHG. The NHG template is available as an interactive PDF. View the example (in the menu on the English homepage).


Make sure you know the lender’s requirements for the employer's statement

Ask your employee which model employer's statement the lender requires. Always inquire about the requirements for completing the form. For example, using an electronic signature or the colour ink you should use. That prevents unnecessary work.

Complete the employer's statement

Always have the form completed by 1 person. Is it a paper version? In that case, make sure only one handwriting is used: the form is not valid with different handwritings. Also use 1 colour pen. Blue is the standard. Avoid deletions and corrections to the form. If you make an error, you must fill in a new form. Also make sure that all fields are filled or checked. The form has several fixed subjects:
  • employer details
  • employee details
  • nature of the employment
  • declaration of continued employment: the declaration of intent
  • income
  • loans / attachment of earnings (loonbeslag)

Keep your own KVK number at hand. And collect the following information about your employee in advance:
  • name, address, ZIP code, date of birth
  • employment start date
  • job title
  • gross annual salary
  • holiday bonus
  • irregularity allowance
  • fixed 13th month
  • commission
  • year-end bonus
  • overtime
  • any loans you provide
  • any attachment of earnings

Pay attention when filling in the income details

The income details must match the gross annual salary on the payslip. Always enter the actual salary; so for parttime workers, this is not the salary based on full-time employment.
Do you reckon with a future salary increase in the employer's statement? The lender will probably ask you to provide a declaration on company stationery, stating that the increase will take place and when the increase will take effect .


Sign the employer’s statement

The person who completes the employer's statement also signs it.


Signature

The lender determines whether an electronic signature is allowed. And if so, what kind of electronic signature is allowed. Do you have to add a handwritten signature? Follow the ink colour and handwriting requirements.


Date

The employer's statement must always be dated. This is important because the statement is valid for 3 months.


Company stamp

A company stamp on the form is not always required. Is it required, but do you not have one? Make a separate statement on your company stationery. Have this statement signed by the same person who also completes and signs the employer's statement.


What is a letter of intent?

You write a letter of intent if your employee is still in his trial period or has a fixed-term employment contract. In the letter of intent, you indicate that you intend to hire the employee on a permanent basis, provided that they continue to perform at the same level and the company circumstances do not change. The letter of intent is not a separate form, but part of the employer's statement. In the field 'Declaration of continuation of employment', enter 'yes' and place an extra signature.


Letter of intent offers no guarantees

The letter of intent does not entitle your employee to permanent employment. You can let them know in a letter, to avoid confusion. In it you state that the letter of intent is not a legally binding document. And that the decision about the continuation of the employment relationship does not depend on it.

This information is provided by

Netherlands Chamber of Commerce, KVK