Guide to Formal Documentation of Bonafide Certificate Letter

A Bonafide Certificate Letter is an essential identification certificate, which is issued by academic institutions and workplaces. It is issued as evidence of a person’s legitimate association with the issuer in the past and acts as a vital document when onboarding somewhere new. This certificate includes details, such as the issuing institution’s details, recipient’s details, purpose, validity period (optional), and authorized signatory. It not only confirms a person’s affiliation but also supports official verification needs, as it is approved by authorized bodies.

What is a Bonafide Certificate Letter for Employees?

Bonafide is a Latin word that translates to ‘In Good Faith.’ A Bonafide Certificate Letter is a vital document that validates an employee’s identity, employment status, and position. An employee can utilize this vital document for diverse purposes, including administrative tasks, loan applications, visa and immigration purposes, professional certificates, employee benefits, background checks, new employment opportunities, and more. Employees leverage this document to add credibility to their claim to professional endeavours, qualifications, and affiliation with organizations.

It is important for every employee, whether employed as an intern or full-time, to receive this document from the HR department. The interns must request a Bonafide Certificate for internship to prove that they have worked for a company for a specific duration and acquired proficient skills. Similarly, seasoned employees must seek this document to ensure a smooth transition and reduce any probability of administrative hurdles.

What are the Uses of a Bonafide Certificate Letter?

As discussed above, a Bonafide Certificate is proof of an individual’s current employment within an organization. However, in addition to using this document for proving previous employment experience to potential employers, employees leverage this vital document for additional purposes where documentation for employment verification is mandatory.

1. Visa and Immigration Purposes – To confirm employment status for various purposes, including seeking authorization of work-related travel and sponsor a dependent for immigration purposes.
2.  Loan Application – To affirm repayment capabilities to banks, and establish financial stability and ongoing income.
3. Address Proof – To submit evidence of employment for confirming association with an organization and receiving services, such as gas, electricity, water, and more.
4. Tax Benefits – To avail tax benefits or deductions in case of special circumstances.
5. Professional Certification and Training – To submit evidence of active employment and demonstrate eligibility to participate in career-advancing professional certificates.
6.  Rental Agreements – To verify employment status and confirm income inflow while signing a lease agreement.  

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How to Get a Bonafide Certificate Letter?

The process to get a Bonafide Certificate Letter is straightforward. The first step is to write an application for Bonafide Certificate and share with the relevant authority within the institution/ organization. Ensure that your bonafide application format is professional, concise, and includes all essential details to maintain its validity and credibility.

To make the application effective, ensure that it contains a clear and to-the-point subject, cordial salutation, an introduction where you clearly mention your purpose for requesting this certificate, your employee details, date of birth, duration of employment, request for prompt processing if needed, and closing with gratitude. Before submitting their application, one must go through examples and guidelines on how to write a letter for a Bonafide Certificate for their perusal.

Which documents are required to get a Bonafide Certificate from the Company?

Employees are required to share some documents with the HR department to ensure smooth processing of their request. In some cases, there are company-specific protocols that employees must follow to streamline application processing. Following are some documents that an employee might have to submit, depending on the HR and other organizational policies.

–        Employee ID

–        Payslip(s)

–        Purpose Documentation (If required)

Example of application to request Bonafide Certificate Letter

Subject: Request for Bonafide Certificate Letter

To,

The HR Manager

(Company Name),

(Company Address)

Dear (Name),

I am (Your Full Name), serving as (Your Designation) in the (Department Name).

The purpose of addressing this mail to you is to request for a Bonafide Certificate for (write specific purpose).

I have been employed with the (organization name) since (Joining Date) and my employee ID is (ID).

This certificate will serve as proof of my employment and association with the company. I would be grateful if you could process my request at the earliest.

I am attaching the required documents with the application. Please let me know if any additional documents are required.

Thank you for your time and consideration.

Best,
(Your Full Name)
(Your Contact Information)

What is the correct structure or format of Bonafide Certificate?

A Bonafide Letter format for a working professional is different as it is written and intended to meet legal and professional requirements. Although there is no fixed format for the Bonafide Certificate Letter because every organization has a distinct format, there are general yet mandatory details that must be included in the certificate. To assure getting all the following details in the certificate, employees can choose to mention their requirements in their application for Bonafide Certificate.

• Company name on official letterhead
• The date of issuance
• details of the employee (such as name, designation, and duration of employment)
• A statement certifying that an individual is or was employed by the specific organization
• Company seal and authorized signature

Bonafide Certificate Example

(Authorized Signatory’s Name)

(Designation)

(Company Name)

(Full Address, along with city, state, ZIP Code)

(Date)

To Whomsoever it may concern

This is to certify that (Employee’s Full Name), residing at (Full Address), has been employed by (Full Company Name) since (Time). He/she has been working with us as (Employee’s Designation).

During (Employee’s Name) tenure, he/she has consistently delivered exceptional work and are recognized as a loyal, reliable, and hard-working employee.

This certificate is being issued to confirm (Employee’s Name) employment status and provide verification as required for (Employee’s Purpose of requesting letter).

Sincerely,

(Authorized Signatory’s Name)

(Designation)

(Company Name)

Bottomline:

CloveHRMS is an HRMS software that gives access to Bonafide Certificate Letter and other vital HR documents required by the HR department for smooth operations.