Have you ever been required to present a certificate of employment in the Philippines? If yes, you might wonder what it is. In this passage, we are going to dive deep into what is certificate of employment (COE) is, what it is used for, how to make a certificate of employment, and other frequently asked questions.
What Is a Certificate of Employment (COE)?
A certificate of employment, also called COE, is a document issued by an employer demonstrating an employee’s current or previous employee’s employment with an employer. It includes starting and ending date of employment, job position, and sometimes, amount of compensation. Anyone who resigns from the job or is dismissed can get a COE. Present employees might also obtain a COE if their requests are reasonable, such as for international travel or creating a bank account.
What Details Does COE Include?
According to the Omnibus Rules Implementing the Labor Code, all employees are eligible for COE, but they can not require specific contents of the certificate. Let’s see what information a certificate of employment sample should include.
- Letterhead
At the beginning of the certificate, the COE should include the company’s or issuing party’s official logo, complete name, business address, and contact information.
- Certificate Number (if applicable).
- Personal Information of the Employee
The employee’s full name is a must while address, contact information, or other personal details are optional.
- Duration of Employment
It can be stated by the date of enrollment and the date of employment termination.
- Employment Description
The job title or position held by the employee should be specified in this employment document. If the applicant has held more than one position or title at the same time, please list them in the COE. However, if he/she has served in different departments or has ever changed jobs within the same company, a separate COE for each position should be requested.
- Salary Details
It is usually displayed on a certificate of employment with compensation, which helps to quantify your professional value.
- Date of Issuance
It refers to when the COE is issued.
- Authorized Signatures
The employer of an authorized representative of the company should sign the certificate at the end.
- Dry Seal or Stamp of the Issuing Entity
To ensure its authenticity and validity, the COE must be affixed an official seal.
Who Issues Certificate of Employment?
The certificate is issued by employers to employees. Depending on the employment relationships, individuals can request a COE from one of the following parties.
- Contractor or Subcontractor
If you are deployed or assigned to work for someone else, the contractor or subcontractor should be the one who issues COE instead of your principal or the client. Therefore, you should send your request or demand to the eligible party. Otherwise, your COE might not be recognized by the authority.
- Overseas Employer
Supposing that you work for a foreign employer, he/she has the right to distribute a COE. However, if your request is rejected or unable to be satisfied, you can turn to the local agency which is considered an an indirect employer between the foreign employer and you.
- Clients of Individual Business
If you are not hired by someone or an organization and work for clients as an independent contractor, freelancer, talent, or similar self-employed person, you can request a COS (Certificate of Service) or an Attestation which is accepted to be a valid alternative to COE.
Certificate of Employment Purpose
The employment certificate is widely required in many cases. Let’s see why an employee applies for a COE.
Certificate of Employment for Job Seeking
You are usually required to submit a COE when applying for a new job. It is an important reference for potential employers to assess your work experience and ability. Moreover, it can be used for background investigation. The recruiter might get in touch with your previous employer and ask for more details about the information stated in the certificate.
Certificate of Employment for Loan Purposes
When applying for loans or a new credit card, banks or financial institutions usually require a COE so as to verify your employment and capability of repayments. In this case, the institution can design a suitable plan for you, including the terms and amounts.
Certificate of Employment for Visa
A visa is usually required for international trips without which you might not be allowed to enter a foreign country. When applying for a visa, a COE will help to increase the chance of being approved because it proves that you have a stable job and can support your trip overseas. Moreover, the COE will persuade the visa officers that you will return to the Philippines and do not intend to stay behind.
Certificate of Employment for Travel Purposes
Filipinos are allowed to travel to some countries without visas, such as Brunei, Indonesia, Malaysia, etc. However, some of them might require you to present a COE to prove your financial capabilities. In addition, if you are taking a business trip, the authority might ask for the document to verify your purpose of traveling.
Certificate of Employment for Rental Agreements
Landlords, rental companies, and agencies would never want to rent a room, house, or vehicle to individuals who cannot perform lease obligations. Some of them might require a COE to prove you are capable of affording the monthly rent. This certificate will make you a reliable tenant.
How to Get a Certificate of Employment?
The good news is that you don’t have to go through lots of procedures to obtain a COE. As it can only be released by your current or former employer, you just need to contact your boss or your company’s human resource (HR) department and explain the reason for requesting a certificate of employment. Sometimes, a request letter is needed, especially when you apply for it from a previous employer. Here are some suggestions on how to make a certificate of employment.
👉 Step 1: Identify Who You Should Contact
Generally speaking, the human resources (HR) department is the primary contact. If there is no HR department, COE (certificate of employment) released by the boss is absolutely acceptable. Policies might vary from company to company. Sometimes you can consult with your immediate supervisor or department head.
👉 Step 2: Draft a Polite and Clear Request
A formal request letter might be needed. Make sure to explain why you are writing and how important the document is. Even if the letter is not required, it is suggested to formally send a written letter or email, text, or make a phone call as a documented trail instead of simply notifying your employer orally.
👉 Step 3: Provide Necessary Information
According to the content of the COE, applicants must provide clear personal information, employment details, and the reason for requesting a certificate of employment. You are supposed to list in the request your full name, employee ID, employment period, and job title or position.
👉 Step 4: Follow Up the Request
Pay attention to the reply after sending the request and respond timely if there are any extra requirements. If you have set a timeframe for a response or have waited for a long time, you can send a follow-up email or make a phone call to politely inquire about the status if necessary. Make sure to leave correct and valid contact, so your employer can get to you.
How to Draft a Request Letter for COE?
You are supposed to be polite and concise. Make sure to include all necessary information in the letter. Here is an example.
Dear [HR Manager’s or your boss’ Name],
I am writing to formally request a Certificate of Employment. My full name is [Your Full Name], and my employee ID is [Your Employee ID].
I was working at [Company Name] from [Date of Enrollment] to [Date of Resignment] as a [Your Job Title].
I appreciate your time and assistance in providing this certificate to me as it is important for [Specify Purposes, such as job application, property renting, visa application, or traveling].
I will be grateful if you deal with this matter promptly and kindly request an update within [Timeline, e.g., 3 days].”
Thank you for your attention and help.
Sincerely,
[Your Full Name]
How Long Does it Take to Get COE in the Philippines?
The processing time might vary from company to company. Generally speaking, a COE should be released after the employment is terminated. If you request it by yourself, it should be issued within 3 days after receiving the request according to the Department of Labor and Employment (DOLE) Labor Advisory, whether it is applied through written or verbal form. Therefore, if you don’t receive the document on the due date, you have the right to consult with your employer or even take legal action.
How Long is the COE Valid in the Philippines?
The certificate of employment will never expire after it is issued because the employment information during the specified period included is authentic and does not change as time passes by. However, if you got the COE from the employer when you were still being employed and now you have changed your job, the existing document might not be valid because the previous employment history is incomplete.
Is COE the Same as the Clearance Form?
No. Although they are both issued by the employer, A COE (certificate of employment) is not the same as a clearance form.
A COE proves that an individual is working or has ever worked for a certain employer during a certain period. It indicates the employee’s present or previous employment status. The clearance form demonstrates tasks that remain to be fulfilled along with the notice of resignation or termination
A COE can be obtained from a current or past employer while the clearance form is issued when a laid-off employee completes the stated liabilities, tasks, and other responsibilities.
With a COE, one can apply for new jobs, visas, loans, or travel internationally. With a clearance, one can leave the company peacefully and legally.
FAQ
Q: Is COE a valid ID?
A: No. It is a commonly required proof of employment by most banks, financing companies, or visa offices. In the Philippines, valid government-issued ID includes a driver’s license, passport, UMID (Unified Multi-Purpose Identification), SSS (Social Security System) ID, and TIN (Taxpayer Identification Number) ID.
📚 Read Also: Is the Philippine National ID A Valid ID?
Q: Is COE mandatory in the Philippines?
A: Yes, but the employer has the right to turn down an individual request who was(is) not its employee.
Q: Can AWOL get a certificate of employment?
A: Yes. As long as you are working for or have been working for an employer, you are entitled to request a COE whether you are absent without leave (AWOL) or not.
Q: Can my employer refuse to grant my COE?
A: No. The employee’s eligibility to get a COE is protected by law. Only when the applicant has not rendered any service can the employer refuse to grant the certificate.
Q: What to do if my employer refuses to grant my COE?
A: You can courteously ask for it, explaining your eligibility and the importance of the document. If it doesn’t work, you can take legal action. Please turn to a lawyer or the Legal Aid Department.
Q: Are there any special requirements for a certificate of employment for caregivers?
A: No, but it is suggested to emphasize a caregiver’s experience and skills to work closely with seniors or individuals with disabilities.
Summary
After reading this passage, you must have full knowledge of the question – what is a certificate of employment (COE). This certificate is issued by a former or current employer to an employee. Stating details of the employee, the company, employment period, and job titles, COE is widely used for job seeking, loan application, visa application, domestic and international travel, and property rental. The process of getting the document is quite easy. All you need is to send a request letter and wait for the reply. The employer must release it within 3 days after requested. Remember to distinguish it from a clearance form. If there is any problem, don’t hesitate to contact the HR department or turn to legal aid.
Dolores Xiao