Companies typically review your work history before proceeding with interviews or extending job offers. A Certificate of Employment (COE) allows them to quickly confirm this information about your experience and employment status.
What is a Certificate of Employment (COE)?
A Certificate of Employment (COE)Â in the Philippines is an official document issued by your employer that confirms your employment status, job position, and length of service with the company. The COE typically includes:
Full name of the employee
Job title or position
Employment start date (and end date if applicable)
Nature of the work performed
Salary or compensation (optional)
Company Name
Company Address
Company Contact Information
Date of Issuance
Signature of an authorized company representative
Employers are not required by law to include salary information, but it is often requested when applying for loans or other financial transactions.
Why Do You Need a Certificate of Employment in the Philippines?
There are several reasons why you may need a Certificate of Employment in the Philippines:
Job Applications: Employers may request a COE to verify your previous work experience when you apply for a new job. It shows your credibility and work history.
Visa Applications: For Filipinos applying for visas (such as tourist or working visas), a COE is often required to prove that you have a stable job and ties to the Philippines.
Loan Applications: Local banks and financial institutions in the Philippines require a COE to validate your income when applying for personal loans, housing loans, or car loans.
Government Services: Government agencies like the SSS (Social Security System) and PhilHealth may ask for a COE for certain services or benefits.
Who is Eligible to Request a Certificate of Employment?
Anyone who has been employed by a company can request a Certificate of Employment (COE). This includes current employees, former employees, and even those who have been with the company for a short period. However, some companies may have specific guidelines or requirements for issuing a COE, such as the length of employment or the reason for the request. If you're no longer with the company, you may still be eligible to request a COE, but the process might take longer.
Who Should Issue Your Certificate of Employment?
In most companies, the Human Resources (HR) department is responsible for issuing the Certificate of Employment (COE). They are the designated team that handles employment verification and employee records. However, in some types of employment, there are different process being followed when releasing these certificates:
Contractual or Sub-Contractual Work: If you're a contractual or sub-contractor employee, your employer (the contractor or sub-contractor) is responsible for issuing your COE. Clients cannot issue the certificate on your behalf.
Overseas Employment: If you work abroad, your foreign employer should issue the COE. However, if your employer is unable or unwilling to provide it, you may request the document through your recruitment agency.
Freelancers or Independent Contractors: If you work as a freelancer or independent contractor, clients may provide you with a Certificate of Service (COS)Â or an attestation confirming the period of work. These documents can serve as a substitute for a COE when presenting your work history to future employers or clients.
Difference Between Certificate of Employment and Clearance Form
While both documents are related to employment, they serve different purposes and contain distinct information:
Certificate of Employment
Purpose: Confirms the employment status and details of an employee.
Content: Includes position, duration, and other employment details.
Usage: Often required for job applications, loans, and other official purposes.
Clearance Form
Purpose: Indicates that an employee has settled all obligations and has no pending issues with the employer.
Content: Typically states that the employee has returned company property, settled financial obligations, and has no pending disciplinary actions.
Usage: Commonly required when an employee resigns or is terminated, often needed for final payroll processing.
How to Request a Certificate of Employment in the Philippines?
The process of requesting a COE in the Philippines is simple, but you’ll need to follow a few steps to ensure you get the correct document from your employer:
Check Company Policy: Some companies in the Philippines may have specific procedures or requirements for issuing a COE. It’s best to check with your Human Resources (HR) department or look for guidelines on the company intranet or employee portal.
Write a Request Letter: You may need to submit a formal letter or email to request your COE. If your company doesn’t have a standard form, you can follow this sample template:
Sample Request Letter for COE:
[Your Name] [Your Address] [Date] [HR Manager's Name] [Company Name] [Company Address] Dear [HR Manager's Name], I hope this message finds you well. I would like to formally request a Certificate of Employment for my tenure at [Company Name]. This is required for [state reason, such as a loan application, job application, visa application, etc.]. Kindly include the following details in the certificate: my position, dates of employment, and the nature of my job. Please let me know if any additional documents or information are needed. Thank you very much for your assistance. Sincerely, [Your Name]
Submit Your Request: Submit the letter to your HR department or immediate supervisor. Some companies allow you to submit requests via email, while others may require a physical letter.
Wait for Processing: Processing times for a COE can vary from a few days to a week, depending on the company. It’s important to follow up politely if you haven’t received it after the expected time frame.
Collect Your COE: Once your request is approved, you can either pick up a hard copy from HR or receive it via email, depending on the company’s policy.
Common Issues When Requesting a COE
While obtaining a COE in the Philippines is generally a straightforward process, there are a few challenges you may encounter:
Delayed Processing: Some companies may take time to process your request, especially if HR is busy or understaffed.
Incomplete Information: Make sure to request all the necessary details in the COE. If any information is missing or incorrect, it could delay your application for loans or visas.
Refusal to Issue a COE: In rare cases, employers might hesitate or refuse to issue a COE, usually if there is an unresolved issue with your employment. If this happens, you can escalate the issue to the Department of Labor and Employment (DOLE) or consult a labor lawyer for advice.
How HR Document Management Can Help With COE Challenges?
If you're facing difficulties in obtaining a Certificate of Employment, AanyaHRÂ can assist in navigating these challenges. Whether you're experiencing delayed processing, missing details, or even a refusal to issue your COE, our HR Document Management features provides guidance and support throughout the process. We can help you communicate effectively with your employer or HR department, ensuring you get the correct documentation without unnecessary delays.
Learn more about our comprehensive HR solution here or book a demo with us today!