Key takeaways
- A COE states facts only: full name, position, employment dates, and (if you ask) salary. It is not a clearance and not a performance review.
- Labor Advisory No. 06, s. 2020 gives the employer 3 days from your request to issue it; final pay has a separate 30-day deadline.
- Request it in writing (email or a letter with a receiving copy) and say what it is for, e.g. a bank loan, visa or new employer.
- Ask for a COE with compensation only when the bank, embassy or lender needs income proof; otherwise a plain COE is enough.
- If HR ignores a written request, the next step is a free SEnA Request for Assistance at the nearest DOLE office.
The three ways to use this format
| If you want to… | Choose | What you get |
|---|---|---|
| Check what a proper COE looks like before you ask HR, or compare one you already received | See a filled example | A complete COE for our sample employee, Maria Clara S. Dela Cruz, with every line explained |
| Issue a COE as HR or a business owner, or prepare a draft for HR to sign | Fill it online | A clean COE in Word or PDF, with optional salary line and purpose, ready for letterhead and signature |
| Write it out at the office, or keep a form for walk-in requests | Blank, to fill by hand | A printable form with labelled blanks for name, position, dates, salary and signatory |
Most employees use the filled example to know what to ask for, then send HR a short COE request letter (sample below). Small businesses without an HR system usually fill it online, print it on letterhead and sign. If you are also leaving the company, the resignation letter generator already includes a line requesting your COE and final pay, so you do not need two letters.
What a certificate of employment is
A certificate of employment is a short letter, signed by someone with authority in the company, that confirms you are or were employed there. In the Philippines it is one of the most-requested HR documents: new employers ask for it to verify work history, banks ask for it before approving a loan or credit card, embassies ask for it with a visa application, and landlords sometimes ask for it before signing a lease. It also goes into your own employment file, next to your contracts and payslips.
A standard COE contains five things: the company's name and address (usually on letterhead), your full name, your position or positions held, the start date and (if you have left) the last date of employment, and the name, position and signature of the person issuing it. Two optional lines are common: your salary, and the purpose the COE was requested for.
- Not a clearance. Clearance is the company's internal process of confirming you returned property and settled accounts. Many companies tie the two together in practice, but the COE itself only states facts about your employment.
- Not a recommendation. A COE says you worked there; it does not say you were good at it. If you want a reference, ask your supervisor separately.
- Not proof of income for tax purposes. For that, the document is BIR Form 2316, which the employer issues separately (see the comparison table below).
- Not your employment contract. The contract sets your terms; the COE only confirms the relationship existed.
What a COE is not
- Letterhead
- Makati Business Solutions Inc., 10th Floor, Ayala Tower One, Makati City
- Date
- October 23, 2026
- Heading
- CERTIFICATE OF EMPLOYMENT
- Body, paragraph 1
- This is to certify that MS. MARIA CLARA S. DELA CRUZ has been employed with Makati Business Solutions Inc. as Customer Service Representative from June 1, 2021 up to the present.
- Body, paragraph 2
- This certification is issued upon the request of Ms. Dela Cruz for bank loan application purposes.
- Signature block
- JOSE ANTONIO R. REYES, Human Resources Manager
One page, on letterhead, signed in ink or with an authorised e-signature. If Maria had already left, line 1 would read “from June 1, 2021 to September 30, 2026.”
| Receiving office | Version usually needed | What they check |
|---|---|---|
| New private employer | Plain COE | Position titles and dates match your resume and application letter |
| Bank or credit card issuer | COE with compensation | Salary, length of service (often at least a year), a phone number they can call |
| Embassy (visa) | COE with compensation, recent date | Name matches the passport, purpose line, approved leave dates if you are travelling |
| Government agency (applying) | Plain COE | Supports the work-experience entries in your PDS |
| Landlord or condo admin | Plain COE or with compensation | That you are currently employed |
Who asks for a COE, and what they actually look at
Because each office checks something different, it is normal to request two versions at once: a plain COE for job applications and a COE with compensation for a loan. Asking for both in the same request saves HR a second round and saves you another three-day wait.
How to request a COE from HR (COE request letter)
You do not need a special form to ask for a certificate of employment. A short email or letter is enough, but it should be in writing so the three-day period under Labor Advisory 06-20 has a clear start date. A verbal request at the HR window is easy to forget and impossible to prove.
- 1
Address it to the right person
Send it to the HR manager or, in a small business, the owner. If the company has an HR email or ticketing system, use that so the request is time-stamped.
- 2
Say exactly what you need
State your full name, position, and employment dates as you remember them. Say whether you need a plain COE or a COE with compensation, and how many copies.
- 3
State the purpose
Banks and embassies often require the purpose to be written on the certificate. Mention it in your request (e.g. “for visa application to Japan”) so HR does not have to reissue.
- 4
Ask for the format you need
Original signed copy, scanned PDF, or both. If someone will collect it for you, say so and prepare an authorization letter.
- 5
Keep proof
Keep the sent email, or bring two printed copies and ask HR to sign and date the receiving copy. Day 1 of the three-day period is the date on that proof.
- Date
- October 23, 2026
- To
- Mr. Jose Antonio R. Reyes, Human Resources Manager, Makati Business Solutions Inc., 10th Floor, Ayala Tower One, Makati City
- Subject
- Request for Certificate of Employment with Compensation
- Body
- Dear Mr. Reyes: I respectfully request a Certificate of Employment with compensation stating my position as Customer Service Representative, my employment from June 1, 2021 to the present, and my monthly basic salary. I need it for a housing loan application. Kindly prepare two original signed copies. Thank you.
- Closing
- Respectfully yours, MARIA CLARA S. DELA CRUZ, +63 917 123 4567, maria.delacruz@example.com
Send by email or hand it over with a receiving copy. Under Labor Advisory 06-20, HR should release the COE within 3 days of this request.
Former employees request a COE the same way. Write to your old employer's HR, give your dates and position, and attach a copy of an ID. If you resigned recently and your final pay is also pending, you can ask for both in one letter; if the employer ignores it, the demand letter for final pay is the polite second step.
Certificate of employment with compensation
A COE with compensation adds one line stating your pay. Banks, lending companies, Pag-IBIG housing loan processors and embassies ask for it because it is the employer's own statement of your income, signed by HR. A new employer usually does not need it and some HR departments prefer not to disclose it unless asked, so request the salary line only when the receiving office requires it.
| Wording | Example | When it fits |
|---|---|---|
| Monthly basic salary only | monthly basic salary of ₱25,000.00 | Most bank and visa requirements |
| Basic plus fixed allowances | ₱25,000.00 basic and ₱2,000.00 monthly rice and transport allowance | When the lender counts regular allowances |
| Annual gross compensation | annual gross compensation of ₱325,000.00 (inclusive of 13th month pay) | Some embassies ask for annual figures |
Which salary wording to use
Check the arithmetic before signing. ₱25,000 monthly × 12 = ₱300,000; adding a 13th month pay of ₱25,000 gives ₱325,000 annual gross. If the figure on the COE does not match what appears on your BIR Form 2316 or payslips, a bank's credit officer will notice and may ask for an explanation.
How to fill it, section by section
Company and letterhead
Use the company's official letterhead, or type the full registered business name and complete office address at the top. A COE on plain paper with no address is the most common reason a bank or embassy asks for a reissue, because they verify by calling or emailing the company. Include a landline or official email if the letterhead does not have one.
Write the business name exactly as registered (with “Inc.”, “Corp.” or the sole proprietor's trade name). If the employee worked for a branch, add the branch address in the body, not in place of the head office. Date the certificate with the actual date of issue, written out: October 23, 2026, not 10/23/26.
Employee
Write the employee's full name as it appears on their government ID, including middle initial: MARIA CLARA S. DELA CRUZ. Mismatched names (a married surname on the COE, a maiden name on the passport) cause visa delays; if the name changed during employment, write both, e.g. “Maria Clara S. Dela Cruz-Santos (formerly Dela Cruz)”.
For position and dates, write the job title from the employment contract, not an internal nickname. If the employee was promoted, list each position with its own dates; this is what new employers actually check. For a current employee write “from June 1, 2021 up to the present”; for a former employee write the exact last day of employment, not the date the clearance was signed.
- Name spelling against the 201 file and a government ID.
- Start date against the contract or the first payroll.
- Last day against the resignation acceptance or separation notice.
- Employment status if stated (probationary, regular, project-based). Leave it out unless asked.
What HR checks before signing
Compensation line
Leave this blank for a plain COE. For a COE with compensation, write the peso amount with two decimal places and say what it covers: “monthly basic salary of ₱25,000.00”. Avoid vague phrases like “a salary of around twenty-five thousand”, which a credit officer cannot use.
Do not mix basic pay and allowances into one unlabelled number. Basic salary is what matters for the 13th month (see the 13th month pay calculator), so lenders and HR auditors want to see it separately. For a former employee, state the salary as of the last day of employment.
Purpose and signatory
The purpose line (“issued upon the request of Ms. Dela Cruz for visa application purposes”) is optional but useful. It limits how the certificate can be used and tells the receiving office it was made for them. If the purpose is “for whatever legal purpose it may serve”, that is acceptable too, and it saves a reissue if you need the COE for more than one application.
The signatory should be the HR manager, the owner, or an officer who can confirm employment records. Print the name in capitals under the signature, followed by the position: JOSE ANTONIO R. REYES, Human Resources Manager. A COE signed by a team leader with no HR role is often rejected. Notarisation is not normally needed; if a foreign embassy asks for it, see how to notarize a document.
Eight mistakes that get a COE rejected
| The mistake | Why it matters | Do this instead |
|---|---|---|
| Plain paper, no company address | The bank or embassy cannot verify it | Print on letterhead or type the full address and contact |
| Name does not match the ID | Visa officers reject mismatched documents | Copy the name exactly from the passport or UMID |
| Only one position listed after a promotion | Undersells your experience to a new employer | List each position with its own dates |
| Last day written as the clearance date | Dates conflict with your SSS and BIR records | Use the actual last day of employment |
| Salary with no label or decimals | Lender cannot tell basic from gross | Write “monthly basic salary of ₱25,000.00” |
| Signed by a supervisor with no HR authority | Receiving office cannot rely on it | Have HR, the owner or an officer sign |
| Old COE reused months later | Banks and embassies often want a recent one | Ask for a new COE dated close to your application |
| Remarks about performance or the reason for leaving | Turns a factual record into a dispute | Keep it to facts; ask for a reference separately |
COE vs service record vs employment contract vs BIR 2316
People often ask for the wrong document. Here is which one proves what, and who issues it.
| Document | What it proves | Who issues it | Typical use |
|---|---|---|---|
| Certificate of employment | That you work or worked there, position and dates (optionally salary) | Private employer's HR | New job, bank loan, visa |
| Service record | Every appointment, salary and station in government service | Government agency's HR or records office | Government promotion, retirement, transfer; often asked with a Personal Data Sheet |
| Employment contract | The terms you agreed: pay, hours, status, duties | Employer and employee, both sign | Proof of terms in a dispute |
| BIR Form 2316 | Compensation paid and tax withheld for the year | Employer, for each employee | Tax records, income proof, next employer's payroll |
If you are moving to a new private employer, you will usually be asked for both a COE (to confirm work history) and your BIR Form 2316 from the previous employer (for payroll and tax). If you are applying to a government agency, they will ask for a Personal Data Sheet, and a COE from private-sector work to support the work-experience entries.
Labor Advisory 06-20: the three-day rule for a COE
DOLE Labor Advisory No. 06, series of 2020 sets two deadlines that matter when you leave a job. Final pay must be released within 30 days from the date of separation, unless a company policy or agreement is more favourable. A certificate of employment must be issued within 3 days from the time the employee requests it. The final pay side is covered in detail in the Labor Advisory 06-20 section of our final pay calculator.
- The 3 days run from your request, not from your last day and not from the end of clearance.
- The advisory speaks of a request by the employee; in practice HR applies it to current and former employees alike.
- A COE and final pay are separate obligations. HR cannot hold the COE because final pay is still being computed, and vice versa.
- Count the days from the date on your email or your receiving copy. If you asked on Friday, October 23, 2026, the third day is Monday, October 26 counting calendar days, or Wednesday, October 28 counting working days.
Legal basis: DOLE Labor Advisory No. 06, s. 2020 (Guidelines on the Payment of Final Pay and Issuance of Certificate of Employment): COE within 3 days from the employee's request; final pay within 30 days from separation unless a more favourable policy or agreement applies.
Primary sources: Department of Labor and Employment
What to do if your employer refuses to issue a COE
Most delays are paperwork, not refusal: the HR person is on leave, or the COE is waiting for a manager's signature. Start politely and escalate only when the record shows you have tried.
- 1
Follow up in writing
Reply to your original request after the third day, mention the date you asked and Labor Advisory 06-20, and ask for a release date.
- 2
Write to someone higher
If HR does not answer, send the same request to the general manager or owner, copying HR. Keep it short and factual.
- 3
Call the DOLE hotline
Call 1349 to ask how to proceed in your region. It is free advice, and they will tell you which office handles your workplace.
- 4
File a SEnA Request for Assistance
File a Request for Assistance at the DOLE office nearest you. Non-issuance of a COE is a common SEnA request. Our SEnA request for assistance page prepares the details in the order the desk officer asks for them.
- 5
Attend the conference
SEnA is free and you do not need a lawyer. A DOLE officer calls both sides to a conference to settle within 30 days. See how to file a DOLE complaint for what happens if there is no settlement.
Legal basis: Republic Act No. 10396 (2013) made 30-day mandatory conciliation-mediation (SEnA) part of the Labor Code. The current rules are DOLE Department Order No. 249, s. 2025, which replaced the old rules (DO 151-16). The 30 days count from the first conference both parties attend.
Primary sources: RA 10396 (lawphil.net) · DOLE
You can also start online through DOLE ARMS at arms.dole.gov.ph. Anything that goes beyond a COE, such as an illegal dismissal claim, should be reviewed by a lawyer, the Public Attorney's Office or the DOLE desk officer before you sign a settlement. Our SEnA statistics tracker shows how many requests DOLE settles each year.
- Kasambahay: disputes with a household employer go to the DOLE Regional Office under the Batas Kasambahay (RA 10361).
- OFWs: money claims from overseas employment go to the NLRC; for a COE from a foreign employer, ask your Philippine recruitment agency to help obtain it.
- Government employees: ask the agency's HR or records office for a service record instead; the COE rules above are for private employment.
If your situation is different
Other names people search for
- COE
- Employment certificate
- Certificate of employment sample
- COE with compensation
- Certificate of employment and compensation (CEC)
- Employment verification letter
- Proof of employment letter
- Work certificate
- Experience certificate (common term abroad)
- COE request letter
- Sertipiko ng trabaho
For the rest of a job change, start at the employment hub, or go straight to the application letter or biodata for your next employer.
Frequently asked questions
+How many days does HR have to release a certificate of employment?
Under DOLE Labor Advisory No. 06, s. 2020, the employer must issue a certificate of employment within 3 days from the time the employee requests it. The clock starts on the date of your request, which is why you should ask by email or with a signed receiving copy. Expect HR to count working days. Final pay is separate and has its own 30-day deadline from the date of separation.
+Can my employer withhold my COE until I finish clearance?
Many companies do link the COE to clearance in practice, but the Labor Advisory 06-20 deadline runs from your request, not from the end of clearance. A COE only states facts about your employment, so there is little reason to hold it. Ask in writing, follow up after three days, and if nothing happens, file a free SEnA Request for Assistance at the nearest DOLE office or call 1349.
+What is the difference between a COE and a COE with compensation?
A plain COE confirms your name, position and employment dates. A COE with compensation adds a line stating your salary, such as a monthly basic salary of ₱25,000.00. Banks, lending companies, housing loan processors and embassies usually want the version with compensation because it is income proof signed by HR. New employers usually only need the plain version, so ask for the salary line only when required.
+How do I write a COE request letter to HR?
Keep it to one short paragraph. Address the HR manager, state your full name, position and employment dates, say whether you need a plain COE or one with compensation, mention the purpose (for example, a bank loan or visa), and say how many copies you need. Sign it with your contact number and email. Send it by email or hand it over with a receiving copy you keep.
+Can I request a certificate of employment after I resigned?
Yes. Former employees can request a COE at any time, using the same kind of letter as current employees. Write to your old employer's HR, give your position and dates as you remember them, and attach a copy of an ID. The certificate should state your actual last day of employment. If your final pay is also pending, you can ask for both in the same letter.
+Who should sign a certificate of employment?
The HR manager, the business owner, or a company officer who has access to employment records should sign it. Their full name should be printed in capitals under the signature, followed by their position. Banks and embassies sometimes call to verify, so the signatory should be someone who can confirm the details. A COE signed only by a team leader or supervisor is often rejected.
+Does a certificate of employment need to be notarized?
Usually not. A COE on company letterhead, signed by HR, is accepted by most new employers, banks and government offices in the Philippines. Some foreign embassies or overseas employers ask for notarised or authenticated copies, and in that case the employer's signatory appears before a notary public. Check the receiving office's checklist first so you do not pay for a notarisation nobody asked for.
+Can an employer put negative remarks or my reason for leaving on a COE?
A certificate of employment is meant to state facts: who you are, what position you held, and when you worked there. It is not a performance evaluation. Remarks about conduct or the reason for leaving turn a routine document into a dispute, and most HR departments leave them out. If you received a COE with remarks you think are unfair, ask HR in writing for a plain factual version.
+What can I do if my employer refuses to give a certificate of employment?
Follow up in writing after three days, citing Labor Advisory 06-20, then write to the general manager or owner. If there is still no COE, call the DOLE hotline 1349 or file a SEnA Request for Assistance at the nearest DOLE office. SEnA is free, needs no lawyer, and aims to settle the matter within 30 days of the first conference both sides attend.
+Is a certificate of employment the same as BIR Form 2316?
No. A COE confirms your employment, position and dates. BIR Form 2316 is the certificate of compensation paid and tax withheld for the year, which the employer issues for tax purposes. A new employer often asks for both: the COE for work history and the 2316 for payroll. For income proof, banks may accept either, but many ask for a COE with compensation plus the 2316.
Related formats and guides
Official sources
- Department of Labor and Employment (DOLE) — Issuer of Labor Advisory No. 06, s. 2020 and DO 249, s. 2025 (SEnA rules); hotline 1349.
- Republic Act No. 10396 (lawphil.net) — Makes 30-day mandatory conciliation-mediation (SEnA) part of the Labor Code.
- Labor Code of the Philippines, PD 442 (lawphil.net) — Base text of the Labor Code, renumbered by DOLE Department Advisory No. 01, s. 2015.
- DOLE ARMS — DOLE's online system for filing a Request for Assistance.
Deepak Middha, Chartered Accountant
18 years in hedge funds; writes and maintains sulat.ph. Figures, deadlines and articles on this page were checked against the Labor Code, DOLE issuances and the agencies' own pages, last on 2026-10-22. Items marked verify are awaiting confirmation from an official source.