How to draw up an employer’s statement
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 they can ask you for a declaration of intent.
What is an employer’s statement?
An employer's statement is an important 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, to apply for a loan, or when applying for a mortgage to buy a house. The form must be completely correct.
Example of an employer’s statement
The employer's statement is a standard form. Most banks have their own template. The model employer's statement from the National Mortgage Guarantee (Nationale Hypotheek Garantie, NHG) is the most used template. Whichever template you use, you must always fill in the same information.
The NHG template is available in English as an interactive PDF (scroll down to click on the English version).
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.
Complete the employer's statement
Always have the form completed by 1 person who has the authority to complete it. 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
- the type of contract
- declaration of continued employment: the declaration of intent
- income
Keep your own KVK number to hand. If you collect the following information about your employee in advance filling in the form will not take too long:
- name, address, postal code, date of birth
- employment start date
- job title
- gross annual salary
- shift allowance
- fixed 13th month
- commission
- year-end bonus
- overtime
- any loans you provide
- any attachment of earnings
Do you anticipate 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 is fixed and when it will take effect.
Sign the employer’s statement
The person who completes the employer's statement also signs it.
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.
The employer's statement must always be dated. This is important because the statement is valid for 3 months.
A company stamp on the form is not always required. Is it required, but do you not have one? Make a separate statement containing the same details on your company stationery. Have this statement signed by the same person who also completes and signs the employer's statement.
Declaration of intent for an employee without a permanent contract
You write a declaration of intent if your employee is still in their trial period or has a fixed-term employment contract. In the declaration, 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 declaration of intent is not a separate form, but part of the employer's statement. In the field 'Declaration of continuation of employment', (Verklaring voortzetting dienstverband) enter 'yes' (ja)and place an extra signature.