Certificate of Employment (COE) Philippines: How to Request, Sample Letters, and Legal Rights

What is a Certificate of Employment? (COE Meaning)

A Certificate of Employment (COE) is a formal, written document that serves as proof of your employment with a company. It confirms that an individual was hired, held a particular position, and worked during a specific period. In short, if you’re wondering what is COE in work, it’s your employment record on paper.

Definition: Legal Document Verifying Employment History

In the Philippines, a certificate of employment is often required when applying for a new job, a bank loan, or a visa. It helps potential employers, financial institutions, or government agencies confirm your work experience and credibility.

COE Meaning in Employment: A COE is an official certification issued by an employer stating that the individual was employed, along with relevant job details such as position, dates of service, and—if requested—salary information (also known as a COE with compensation).

Whether you’re a regular employee, a resigned worker, or even currently AWOL, you may still be entitled to a certificate of employment Philippines.

Legal Basis of COE in the Philippines

The right to a COE certificate of employment is backed by law. Here are the key legal references:

1. Article 292 (formerly Article 283), Philippine Labor Code

“All employers shall issue a certificate of employment upon the request of a former employee, stating the dates of employment and the type or nature of work performed.”

This legal provision ensures that employees—regardless of status—can request for certificate of employment for any legitimate reason.

2. DOLE Labor Advisory No. 06-20

The Department of Labor and Employment (DOLE) released this advisory to reiterate that:

• A COE must be issued within three (3) days from request
• No discrimination should occur regardless of employment status or tenure
• A clearance process may be followed, but it should not be used to withhold the COE indefinitely

DOLE policy about certificate of employment clearly supports employee rights to request and receive this document.

COE vs. Related Employment Documents

It’s common to confuse the COE with other employment documents. Let’s break them down:

1. COE vs. Clearance Form

• COE (Certificate of Employment): Verifies you were employed, your role, and your work period.
• Clearance Form (CoC): Confirms you’ve returned company assets, settled tasks, and have no pending obligations.

CoC meaning in work: Certificate of Clearance. It’s about internal exit procedures, not employment verification.

2. COE vs. Certificate of Service (for Freelancers and Contractors)

• COE: Issued by an employer to a formal employee.
• Certificate of Service (COS): Used by freelancers, independent contractors, or project-based workers. It states that services were rendered, often in lieu of a COE.

If you’re a freelancer, self-employed, or working remotely, a certificate of service or attestation letter from clients can serve a similar purpose.

Mandatory vs. Optional COE Contents

Understanding what should be included in a Certificate of Employment (COE) is essential for both employees requesting it and employers issuing it. While the Philippine Labor Code mandates some basic elements, others are optional and issued at the discretion of the employer.

REQUIRED by Law: What Employers Must Include

According to Article 292 of the Labor Code and DOLE Labor Advisory No. 06-20, employers are legally obligated to issue a certificate of employment containing at least the following:

• Employee’s full name
• Start date of employment
• End date of employment (or “up to present” if currently employed)

These three elements are non-negotiable and must appear in any COE issued in the Philippines, whether you’re a full-time staff, part-timer, freelancer, or a resigned employee.

COE meaning in employment includes this minimum data set: identity, duration of work, and confirmation of employment.

OPTIONAL Details: What Employers May Include

Other content may be included based on internal company policy or the employee’s request, but these are not required by law:

1. Salary Information

This is often requested for visa, loan, or credit card applications.

• If included, it becomes a COE with compensation or COEC (Certificate of Employment and Compensation)
• Use cases: COE for travel purposes, COE for loan purposes, and COE for housing loan

Note: Employers are not obligated to include salary details. If they do, it is considered an added courtesy—not a legal requirement.

2. Job Description or List of Duties

This outlines the roles and responsibilities held by the employee. It helps verify the nature of one’s work experience—valuable when seeking a new job.

3. Performance Ratings or Work Behavior

Some employers may include comments on the employee’s performance, punctuality, or conduct. While it may strengthen the COE’s credibility, this is entirely discretionary and often omitted for objectivity.

Important Reminder for Employees

While you may request for certificate of employment with extra details—like compensation, job title changes, or performance summaries—employers are only required to confirm your name and dates of employment.

If you’re writing a request letter for certificate of employment, clearly state what additional information you’d like included—but also understand that the employer may choose not to add them.

Who Can Request & When You Need a COE

A Certificate of Employment (COE) isn’t limited to one type of worker. In fact, the Philippine Labor Code ensures that all employees—regardless of tenure, status, or reason for separation—have the right to request one.

Let’s break down who can request a certificate of employment and when you typically need one.

Who Can Request a COE?

1. Current Employees

If you are currently employed, you can request COE anytime for valid purposes such as loans, housing applications, or visa processing. The certificate will usually state “up to present” as your end date.

2. Resigned Employees

Even if you’ve voluntarily left your job, you are still entitled to request a COE for resigned employee. This document confirms your work history and is often required for new employment.

3. AWOL or Terminated Employees

You may be surprised to learn that even AWOL or terminated employees have the right to request a COE. Being absent without leave (AWOL) does not disqualify you from receiving one, as long as it’s purely for employment verification.

Can AWOL get COE? → Yes. Employers are still expected to issue a basic COE reflecting your tenure and position.

4. Project-Based & Contractual Workers

Freelancers or project-based employees are likewise eligible for a COE or, at minimum, a Certificate of Service. While their setup differs, the work performed can still be documented for future employment or financial applications.

When Do You Need a Certificate of Employment?

The purpose of requesting certificate of employment often depends on your goal. Here are the most common reasons:

1. Job Applications

• Employers often ask for a COE to confirm your work experience, especially if you’re applying for a position that requires a certain number of years of industry experience.

2. Loans or Credit Cards

• Banks and lenders require a COE for loan purposes or credit card approvals to verify your employment and income stability.
• If applicable, you can request a COE with compensation or COEC (Certificate of Employment with Compensation).

3. Visa or Travel Abroad

• Embassies and immigration agencies often ask for a certificate of employment for travel purposes to ensure that the applicant has ties to return to the Philippines.
• For this purpose, a COE stating your current job and salary strengthens your visa application.

4. Government or HR-Related Transactions

• Government agencies like Pag-IBIG, SSS, or PhilHealth may require a COE to process benefits or employment history records.
• You may also need it for school enrollments, background checks, or HR compliance audits.

Pro Tip: Always customize your COE request letter based on your intended purpose. For instance, if you’re applying for a visa, explicitly request to include your job title, tenure, and salary.

Employer Obligations & Refusal Scenarios

One of the most common concerns of workers is: “What if my employer refuses to give me a Certificate of Employment (COE)?” The good news is, employers in the Philippines are legally obligated to issue a COE, and refusal can be escalated through proper legal channels.

Let’s break down what the law says, what your rights are, and what to do if you’re denied.

Legal Requirements for Employers

According to DOLE Labor Advisory No. 06-20, all employers in the Philippines are required to:

1. Issue a COE within 3 business days

Employers must process and release the certificate of employment within three (3) days from the date the employee submits a request.

Tip: Include your requested COE details and timeline in your COE request letter to avoid delays.

2. Honor All COE Requests – Regardless of Employment Type or Exit

Even if you are:

• AWOL (absent without leave)
• Terminated for just cause
• Project-based, contractual, or part-time
• Resigned or retired

You are still entitled to a basic COE. The law only requires that it include your name, position, and employment dates—no justification is needed.

Employers may condition the release of clearance or final pay, but not the release of your COE.

Illegal Refusal: What to Do If Your Employer Refuses

If your employer refuses to give a COE, especially after a formal request, they may be violating labor rights.

Here’s what you can do:

1. Document your request (e.g., send an email or write a formal COE request letter)
2. Wait the 3-day grace period.
3. If still denied, file a complaint with DOLE or the National Labor Relations Commission (NLRC).

Under Article 292 of the Philippine Labor Code, this refusal is grounds for labor complaints, especially if it impacts your ability to secure another job or access financial services.

Sample Email for Escalation

Subject: Follow-up Request for Certificate of Employment
Body:
Dear [HR Officer's Name],

I am respectfully following up on my request for a Certificate of Employment, submitted on [date]. As per DOLE Labor Advisory No. 06-20, employers are required to issue this document within three (3) days of request.

Please let me know if there are additional steps I need to complete. Otherwise, I hope to receive the COE by [target date].

Thank you.
[Your Name]
[Contact Info]

How to Request a Certificate of Employment (Step-by-Step)

Whether you’re applying for a loan, travel visa, or new job, knowing how to request a certificate of employment properly ensures you receive your COE on time and with the right details. Follow these simple steps to avoid delays or denial.

Contact the Right Department

Start by reaching out to your company’s Human Resources (HR) department, administrative officer, or immediate supervisor. They are usually in charge of processing COE requests.

Choose Your Request Method

There are two common ways to make a COE request:

1. Written Request (Highly Recommended)

This is the most reliable method and often preferred by employers.

• Can be sent via email or printed letter
• Allows you to specify details clearly
• Creates a paper trail in case of delay or denial

2. Verbal Request

While allowed in some companies, verbal requests are:

• Less formal
• Easier to overlook or delay
• Not recommended for urgent needs (e.g., visa or loan applications)

If your employer refuses to give COE Philippines, a written request can serve as proof of your attempt, which helps in filing a DOLE complaint.

What to Include in Your COE Request Letter

Make your request clear, polite, and complete. Include:

• Purpose: Why you need the COE (e.g., for visa, loan, new job)
• Specific Information: Request if you want your salary, job title, or employment status (current/resigned) included
• Deadline: When you need the document
• Your Contact Info: In case they need to reach you

COE Request Letter Templates

1. Standard COE Request Letter (General Purpose)

Dear [HR Manager’s Name],

I hope this message finds you well. I am writing to formally request a Certificate of Employment indicating my position, employment duration, and any other standard information your office typically includes.

The COE is needed for [state reason, e.g., job application]. I would appreciate it if the document can be issued on or before [desired date].

Thank you for your assistance.

Sincerely,  
[Your Full Name]  
[Employee ID or Department]  
[Contact Number/Email]

2. COE with Compensation Request Letter

Dear [HR Officer],

I am kindly requesting a Certificate of Employment that also includes my current or last drawn salary, as I will be using this document to support my application for a [bank loan/credit card/housing application].

Please include the following:
- Job title
- Monthly/annual compensation
- Employment period

If possible, I would appreciate receiving the document by [preferred date].

Sincerely,  
[Your Full Name]  
[Position/Employee ID]  
[Contact Info]

3. COE for Travel Purposes (Visa)

Dear [HR/Manager’s Name],

I am writing to request a Certificate of Employment for visa application purposes. Kindly include the following details:
- My position and department
- Dates of employment
- Monthly salary
- Statement indicating that I am currently employed and will return after my travel

The document will be submitted to [Embassy name] for a travel visa application, so I would appreciate if I can receive it by [date].

Thank you for your support.

Sincerely,  
[Full Name]  
[Job Title]  
[Contact Details]

4. COE for Loan Purposes

Dear [HR/Manager],

I would like to request a Certificate of Employment with compensation, as it is a requirement for my loan application with [bank/lending institution].

Please include:
- Employment start date
- Current position
- Monthly salary

I would be grateful if it could be released by [date].

Best regards,  
[Your Full Name]  
[Contact Information]

Special Cases: COE for Freelancers, OFWs, and Digital Workers

Not every worker fits the standard full-time employee profile. If you’re a freelancer, an overseas Filipino worker (OFW), or work in a digital setup, your Certificate of Employment (COE) may look different—but you’re still entitled to proper documentation.

Let’s explore how special cases are handled in the Philippines, including acceptable alternatives like Certificate of Service (COS) and digital COEs.

Contractual & Freelance Workers

Freelancers and project-based workers aren’t covered by traditional employer-employee relationships. However, they can request a Certificate of Service (COS) as an alternative to a COE.

What is a Certificate of Service (COS)?

• A COS is a signed document from a client verifying that a freelancer, consultant, or independent contractor has rendered services within a specific timeframe.
• It serves the same purpose as a certificate of employment for freelancers.

What to Include in a COS:

• Full name of the freelancer or contractor
• Scope of work or project completed
• Service dates
• Client signature or digital seal

If you’re self-employed or a digital nomad, a COS with proper documentation (invoices, contracts, or NDAs) may also help you get approved for visas, loans, or client verification.

Overseas Filipino Workers (OFWs)

If you’re employed abroad, the COE must come from your foreign employer or agency. The Philippine Overseas Employment Administration (POEA) and Department of Migrant Workers (DMW) accept COEs or COS documents as part of reintegration, loan, or OEC (Overseas Employment Certificate) requirements.

Important Notes for OFWs:

• A COE from your foreign employer is more credible than one from a recruitment agency
• If your employer doesn’t issue a COE, you can request a COS with signed proof of engagement
• Some embassies or financial institutions may require notarization or apostille authentication

Digital COEs & E-Signatures

In the era of remote work and virtual employment, many companies now issue digital COEs—sent via email, electronically signed, and formatted as PDFs.

Are Digital COEs Valid?

Yes. As long as:

• It’s issued on official company letterhead
• It contains the name, position, and employment dates
• It’s signed by an authorized representative
• E-signatures are accepted by the requesting party (e.g., embassies, banks)

Pro Tip: If you’re unsure whether a digital COE will be accepted (e.g., for a visa or housing loan), ask the requesting agency or organization for guidelines.

COE Samples & Templates

If you’re not sure how a Certificate of Employment (COE) should look, we’ve got you covered. Below are downloadable-style templates for the most common COE types, written in employer-ready format and compliant with Philippine labor standards.

Basic COE Template

[Company Letterhead]  
[Company Name]  
[Company Address]  
[Telephone | Email]  

Date: [Month Day, Year]

TO WHOM IT MAY CONCERN:

This is to certify that [Employee Full Name] was employed at [Company Name] as a [Job Title] from [Start Date] to [End Date / “present” if still employed].

This certification is being issued upon the employee’s request for whatever legal purpose it may serve.

Sincerely,  
[Name of HR Manager]  
[Position]  
[Signature]  
[Company Seal if applicable]

COE with Salary Template

[Company Letterhead]  
[Company Name]  
[Company Address]  
[Telephone | Email]  

Date: [Month Day, Year]

TO WHOM IT MAY CONCERN:

This is to certify that [Employee Name] is/was employed at [Company Name] as a [Position] from [Start Date] to [End Date/present].  

As of this date, the employee is receiving a monthly salary of ₱[Amount], exclusive/inclusive of benefits.

This certificate is issued upon the request of the employee for [State Purpose, e.g., loan, housing, credit card].

Sincerely,  
[Name of HR Manager or Officer]  
[Position]  
[Signature]  
[Company Stamp/Seal if required]

COE for Travel Visas

[Company Letterhead]

Date: [Month Day, Year]

TO WHOM IT MAY CONCERN:

This is to certify that [Employee Name] is a regular employee of [Company Name], holding the position of [Job Title], and has been employed with us since [Start Date].

The employee earns a monthly gross salary of ₱[Amount].  
[He/She/They] has applied for a vacation leave from [Leave Start Date] to [Return Date] and is expected to resume work thereafter.

This certificate is being issued upon the employee’s request to support their visa application.

Sincerely,  
[Name of HR/Authorized Officer]  
[Position]  
[Contact Info]  
[Company Signature/Seal]

COE for Resigned or AWOL Employees

[Company Letterhead]

Date: [Month Day, Year]

TO WHOM IT MAY CONCERN:

This is to certify that [Full Name] was employed with [Company Name] from [Start Date] to [End Date] as a [Position].

This certificate is issued upon the request of the former employee for documentation purposes, regardless of the mode of separation (resignation/AWOL/termination).

Sincerely,  
[HR or Admin Officer Name]  
[Designation]  
[Company Contact Details]

Freelancer Attestation Letter / Certificate of Service (COS)

[Client’s Business Name or Freelancer Platform Letterhead]  
[Client Address]  
[Email/Phone]  

Date: [Month Day, Year]

TO WHOM IT MAY CONCERN:

This is to certify that [Freelancer Name] provided freelance services to [Client/Company Name] as a [Type of Work, e.g., Virtual Assistant, Graphic Designer] from [Start Date] to [End Date or "Ongoing"].

The services rendered included [brief description of tasks/responsibilities].

This attestation is issued upon the freelancer’s request for employment verification purposes.

Sincerely,  
[Client or Project Manager Name]  
[Designation/Title]  
[Signature, if applicable]

Frequently Asked Questions (FAQs)

Still unsure about how the Certificate of Employment (COE) works in the Philippines? Here are the most searched and frequently asked questions about requesting and using a COE—especially for job applications, loans, and visa processing.

Q1: How long is a Certificate of Employment valid?

A Certificate of Employment does not have an official expiration date. However, organizations (like banks, embassies, and employers) usually prefer a recent COE—issued within the last 3 to 6 months—to confirm your current employment status.

Best Practice: Always request an updated COE when applying for a loan, visa, or new job.

Q2: Can I get a COE without clearance?

Yes. You have the right to request and receive a COE even if your clearance is pending or unprocessed. The clearance process and the COE are separate under Philippine labor law.

If your employer withholds your COE because of pending clearance, you may file a complaint with DOLE or the National Labor Relations Commission (NLRC).

Q3: How can I request a COE from a previous employer?

Follow these steps:

1. Contact HR or Admin through email or official company channels
2. Submit a written COE request letter with your:
   • Full name (as employed)
   • Dates of employment
   • Purpose (e.g., loan, visa, new job)
3. Allow up to 3 working days for processing (per DOLE Labor Advisory No. 06-20)

Use formal language and follow up with a polite reminder if needed.

Q4: What if the company closed down or no longer exists?

If your former employer is no longer operating and you cannot get a COE, you may:

Request your employment history record from:

• SSS (Social Security System)
• Pag-IBIG
• PhilHealth

These records show past employers and contribution dates, which can serve as proof of employment.

You may also submit:

• Old payslips
• Employment contracts
• Company ID or BIR 2316 form as supporting documents

Key Takeaways

Before you request your Certificate of Employment (COE) or help someone else secure theirs, keep these crucial facts in mind:

COE is a LEGAL RIGHT for All Employees

Whether you are a regular, contractual, resigned, terminated, or even AWOL, you are legally entitled to a certificate of employment in the Philippines.

Employers Must Issue COE Within 3 Days

According to DOLE Labor Advisory No. 06-20, employers are required to issue a COE within three (3) business days of receiving your request—no exceptions based on tenure or termination reason.

This timeline applies to both current and former employees.

Written COE Requests Protect Your Rights

Always send a written request via email or letter. This provides a record of your request and helps protect you in case of delays or refusals.

Tip: Use the COE request letter templates provided in this guide for visa, loan, and employment needs.

Illegal Refusal? Report to DOLE or NLRC

If an employer refuses to give your certificate of employment, especially after a written request, you can escalate the issue by filing a complaint with:

• DOLE (Department of Labor and Employment)
• NLRC (National Labor Relations Commission)

Final Tip: COE isn’t just a document—it’s a legal proof of your labor. Protect your employment history and assert your rights confidently.