What to put in your request
Send the request to the HR contact or office that maintains your employment records. Keep a copy showing when you sent it and any acknowledgment. If you no longer have access to your company email, use an address where HR can reply after you leave.
- Your full name as it appears in company records and employee number, if available.
- The position and employment dates you want HR to verify.
- The receiving organization's requirements, such as duties or compensation, if it supplied any.
- Your preferred delivery method and a contact number for questions.
A request you can adapt
Example email
Please issue my certificate of employment for my upcoming application. I worked as a payroll assistant from 8 January 2024 to 31 August 2026. Please confirm my employment dates and role against your records. The receiving organization has asked for a description of my duties, which I have attached for your review. Please send the certificate to this email address and let me know if you need any further details.
Replace the example role and dates with your own. Ask HR to confirm the information before signing. A request email cannot substitute for a certificate issued by the employer.
Check the certificate before submitting it
Compare the spelling of your name, employment dates and job title with your contract and employment records. If your position changed, ask whether both roles should appear. Send any correction as a short list so HR can identify the exact fields to change.
A COE, payslip and reference letter answer different questions. A lender asking for proof of income may still require payslips. A reference letter may discuss performance, while a COE records employment. Ask the receiving organization which documents it accepts before requesting replacements.
If your COE is delayed
Follow up using the date of your original request and ask for a release date. Refer to Labor Advisory 06-20 and attach the original request. DOLE's 2026 reminder directs workers with delayed COE or final-pay concerns to Hotline 1349.
Keep a record of responses and any stated reason for the delay. Ask DOLE about the appropriate assistance process if a written follow-up does not resolve the issue. You do not need to publish your employment records or personal identifiers to seek help.
Request final pay separately
Send a separate request for an itemized final-pay statement when you leave. This lets you track the certificate and payment as two distinct requests. Compare the last-paid payroll period with your final working date so any unpaid days are easy to identify.
Sources
- DOLE: Final pay and COE must be released on timeJanuary 2026 reminder of Labor Advisory 06-20
General educational information. Eligibility, company agreements and the facts of a dispute can change the answer. This guide has not been reviewed by a Philippine labor lawyer. Ask DOLE or a qualified professional about a contested entitlement.