In the Philippines, a Certificate of Employment (COE) is a common document requested by Filipino employees that typically serves as one of the requirements when applying for a loan, a new job, visa application, social security benefits, unemployment claims, and tax assessments.
This article aims to provide a clear understanding of the Certificate of Employment, providing you with all the essential information, backed by the very rules and regulations set forth by DOLE. We’ll explore its purpose and how to write a request letter for certificate of employment including the COE with compensation.
What is Certificate of Employment?
A Certificate of Employment, often simply referred to as a COE, is a formal document issued by an employer that certify an individual’s employment history with their company. It serves as a tangible proof of your work experience, outlining the key details that are frequently required by the requesting party or third party.
The Department of Labor and Employment (DOLE), through various advisories, particularly Labor Advisory No. 06, Series of 2020, mandates that employers must issue a Certificate of Employment upon the request of an employee or former employee. Moreover, this advisory also specifies that the employer must release the COE within three (3) days from the time it was requested.
The COE typically contains the following information:
Full name of the employee
Position or job title
Employment period (including the date of termination, if applicable)
Name of the company or employer
Salary and compensation (Optional)
Job description or nature of work (Optional)
What is the purpose of the COE request?
Requesting a COE in the Philippines serves various purposes such as:
Job Applications and Career Transitions
This is the most common use of the COE. When applying for a new job, prospective employers almost always require a COE from your previous workplace. It allows them to verify your employment history. They consider them as one of the documents where they can assess your qualifications and experience, making it an invaluable part of your application process.
Loan and Credit Applications
Financial institutions such as banks and lending institutions often demand a COE when you apply for a loan, such as housing, car, personal loan, or even a credit card. It serves as proof that you are currently employed and can repay the loan.
Visa and Immigration Requirements
If you’re planning to work, travel, or study abroad, foreign embassies or immigration authorities frequently require a COE. This document helps them assess your financial stability and provides assurance, reducing the risk of overstaying or illegal stay in other foreign countries.
Rental or Leasing Agreements
Some of the owners may ask for a COE with compensation or salary as proof that you can afford and sustain the rent or lease of a property, most especially if acquired for long-term use.
EOR Partner of Choice for Expats for 14+ Years
Need an Employer of Record (EOR) in the Philippines?
Look no further — we, at THS, handle HR tasks, payroll, and labor compliance, so you can grow your workforce globally without the hassle of setting up a local entity.
Certificate of Employment Sample
Filepino, Inc. Certificate of Employment Sample
Certificate of Employment with Compensation
The Certificate of Employment with Compensation, also known as Certificate of Employment with Salary, includes details such as monthly salary, bonuses, allowances, and other compensation-related details. This is usually used when applying for a loan, visa applications, and rental agreements.
FilePino, Inc. Certificate of Employment with Compensation Sample
How do I get a Certificate of Employment?
Request for Certificate of Employment is generally the straightforward process. While verbal request might be enough from other companies, but it is advisable to make a formal request letter for certificate of employment, either through physical copy or email.
Draft Request Letter for Certificate of Employment
Here are the common details that are included when writing a request letter for certificate of employment:
To Whom It May Concern / HR Department: Address your request clearly to the appropriate department or individual (usually HR).
Your Full Name and Employee ID (if applicable): Provide your complete name as recorded in company files and your employee ID number for easy verification.
Purpose of Request: Briefly mention the reason for your request (e.g., “for new employment application,” “for bank loan application,” “for visa application”). This is optional but can help the issuing party tailor the COE if specific details (like compensation) are needed.
Specific Information Needed: If you require specific information, such as your gross monthly salary for a certificate of employment with compensation, clearly state this in your request for certificate of employment.
Desired Date of Issuance: While DOLE mandates 3 days, you can politely suggest a desired date if you have an urgent deadline.
Contact Information: Provide your current contact number and email address.
Submit Your Letter of Request for Certificate of Employment
Submit your letter request physically or through email to the designated person who is responsible for issuing such document. It is usually the Human Resource Department or HR.
Follow Up
If you didn’t receive any response within 3 days, you may follow up politely.
Request Letter of Certificate of Employment Sample
Request Letter of Certificate of Employment Template
DOLE Policy about Certificate of Employment
Under Labor Advisory No. 06, Series of 2020, “A Certificate of Employment shall be issued by the employer upon the request by the employee”. This means that the employers cannot simply refuse your request even if you resign immediately.
In addition, the DOLE reiterates that it is not conditional on the completion of clearance procedures. In which the employer cannot withhold a COE until the employee has settled or completed all the clearances, such as unreturned company property, and unsettled cash advances. While final pay or other benefits may be subject to clearance, the COE is a separate document and must be issued upon request, regardless of any pending obligations.
Moreover, in relation to having disciplinary issues or being terminated for cause, the employer is still required to issue a COE.
What if an Employer Refuses or Delays the Issuance of the COE?
While the employers are legally obligated to issue a COE, you might encounter instances of delay or wrost outright refusal. If this happens, here’s what you can do:
Polite Reminders and Escalation
Continue to follow up with the HR department, citing the DOLE Labor Advisory No. 06, Series of 2020, and the mandated 3-day turnaround. If your initial attempts fail, escalate your concern to higher management within the company.
Seek Assistance from DOLE
If your employer persistently refuses or unduly delays the issuance of your COE without valid legal grounds, you have the right to seek assistance from the Department of Labor and Employment. You can file a complaint or a request for assistance through DOLE’s Single-Entry Approach (SEnA) mechanism. SEnA refers to the administrative approach to provide an accessible, speedy, impartial, and inexpensive procedure of all labor and employment issues.
Final Thoughts
Whether you’re applying for a job, securing a loan, or preparing for travel, a Certificate of Employment (COE) is one of those documents that quietly but powerfully supports your journey. It’s more than just a formality, it’s a record of your professional credibility and tenure.
Understanding how to request one, what details you can include, and when it’s appropriate to ask for a certificate of employment with compensation gives you a practical edge, especially when dealing with institutions that require proof of employment or income. And remember, every employee, regardless of how their employment ended, has the right to request and receive a COE.
If you find yourself needing one, don’t hesitate to reach out to your employer or HR department. Keep a polite and clear request for certificate of employment, and ensure you specify the purpose, especially if salary details are necessary.