A Certificate of Employment, commonly referred to as COE, is a formal document issued by an employer to confirm a current or former employee’s tenure and role in the company. It may also include details such as the employee’s position, employment duration, and even the final compensation, depending on the reason for the request.
While it may seem like a routine document, COEs hold a lot of importance, especially for employees who are applying for loans, job applications, visa requirements, or government-related verifications. As such, companies are expected to issue these promptly and accurately upon request.
When and Why Are COEs Requested?
There are various situations where an employee might request a Certificate of Employment. The most common reasons include:
- Job Applications – Applicants are often required to submit a COE to prove prior work experience.
- Loan or Credit Applications – Financial institutions often require a COE as proof of income and employment stability.
- Visa Applications – Embassies may ask for a COE to verify employment status and financial capability.
- SSS, Pag-IBIG, and Other Government Transactions – Employees may need COEs to complete benefit claims or update records.
For employers, issuing a COE should be part of a smooth and organized offboarding or HR documentation process. However, for companies that still handle HR manually, this process can be prone to delays, inconsistencies, or lost records, especially as the company grows.
Who Is Entitled to a COE?
According to the Department of Labor and Employment (DOLE), all current and former employees have the right to request and be issued a Certificate of Employment. This includes:
- Regular employees
- Contractual employees
- Probationary employees
- Resigned or terminated staff
The COE must reflect accurate and truthful information. Employers are encouraged to release the COE within a reasonable timeframe after the employee’s request, ideally within 3 days, as per DOLE’s Labor Advisory No. 06-20.
Step-by-Step Guide on How to Request a COE
If you need to request a COE, here’s a simple process you can follow:
Identify the Right Contact
Usually, requests are made to the HR department or your immediate supervisor.
Prepare Your Request Details
Include your full name, employee ID (if applicable), department, position, and dates of employment.
State the Purpose of the COE
While optional, mentioning whether it’s for a loan, visa, or job application can help HR include relevant details.
Submit the Request in Writing
Use a formal email or a printed letter. This creates a record in case of delays.
Follow Up Politely
If you don’t receive a response within the reasonable period suggested by DOLE, send a follow-up message.
Receive and Review the COE
Check for correct spelling of your name, accurate dates, and correct job title before using it
DOLE’s Official Guidelines on COEs
Based on Labor Advisory No. 06-20, here are the key points employees and employers should know:
All employees, regardless of employment status, are entitled to a COE upon request.
The COE should be issued within three (3) working days from the date of request.
The document should contain only factual information about the employee’s tenure and role.
Employers cannot refuse to issue a COE without valid reason.
There is no standard format required by law, but it must be clear and truthful.
Common Challenges Faced by Companies in Issuing COEs
Despite its importance, many companies still face issues when issuing COEs, such as:
- Inconsistent formatting or information
- Manual encoding errors
- Missing employee records
- Delayed responses due to scattered documentation
- Lack of standard process in HR departments
These challenges not only affect internal operations but can also harm employee experience, especially during sensitive transitions like resignations or job shifts.
A Certificate of Employment might look like a simple document, but for employees, it can open doors to new opportunities, and for employers, it reflects credibility and professionalism. Whether you’re requesting one or preparing to issue it, understanding the process and requirements ensures a smoother, more efficient experience for everyone.