How to write an employer's certificate - Template | Saldo accounting

Written by: 
Mattias Segerbrand

An employer's certificate is an important document that you as an entrepreneur or employee should keep track of. We will go through what an employer's certificate is and how it differs from other important documents such as certificates of service and employment. An employer's certificate is required when a person applies for unemployment benefit or other unemployment benefits.

What is an employer's certificate?

An employer's certificate is a form on which an employer certifies the employee's length of service, grade and position. An employer's certificate is also known colloquially as a certificate of employment or a salary certificate.

What an employer's certificate should contain

If you as an employer are going to write an employer's certificate, you need to make sure that some specific points are included on the form:

  1. Details of employment. When did the employment start and end, what does the work entail, has there been any leave of absence or is the person concerned still employed?
  2. The employee's personal data. Full name and social security number must be included.
  3. Form of employment. If the employee has an open-ended contract, a probationary period, a contract of employment or a fixed-term contract with a fixed end date.
  4. Working hours. Here you have to answer the question how many hours per week the employee works.
  5. The reason for the possible termination of employment needs to be indicated. Was it a case of redundancy or was it the employee who resigned. It may also be a fixed-term contract that has been terminated.
  6. Offer of continued employment. It must state whether the employer has offered the employee a new job at the same place of work and whether the employee has accepted or refused that offer.
  7. Time worked in the last 12 months. The number of hours worked by the employee per month must be stated. If the person in question has been absent from work or alternatively has worked overtime, this needs to be indicated.
  8. Salary information. What type of salary has the employee received? If it is a monthly, weekly or hourly salary and if the employee has been paid overtime, this must be stated.

How long does the employer have to submit an employer's certificate?

There is no time limit by law but it must be disclosed within a reasonable time after it is requested. As an employer, you should therefore issue the certificate as soon as possible.

An employer's certificate is required to receive unemployment benefit

Under Swedish law, as soon as an employee leaves a workplace, that person is entitled to receive an employer's certificate from his or her employer. The employer's certificate itself is used to assess the person's entitlement to compensation and to calculate the amount of potential compensation. The employer's certificate submitted to the A-kassan must be signed by the last employer.

The difference between an employer's certificate and a certificate of service

A term that is easy to confuse with employer's certificate is service certificate. A certificate of service is a more comprehensive document than an employer's certificate and usually covers an entire period of employment, unlike an employer's certificate, which should cover the last 13 months.

The document should not only contain information on the start and end dates and the job title, but a certificate of service should also describe specific duties. It is unusual to include some form of rating or review of the employee's performance. Should this be requested, a certificate of service should be issued instead.

The difference between employer's certificate and employment certificate

Another term that is often confused with employer's certificate is employment certificate or employment contract. There are clearly some similarities between the employer's certificate and the certificate of employment, but there are also differences. A certificate of employment or contract of employment is created when an employment relationship begins, whereas an employer's certificate is usually created when the employment relationship ends. A certificate of employment cannot be used to apply for unemployment benefit. A certificate of employment contains information on the terms and conditions of the employee's employment, such as benefits and holiday conditions.

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