How to Request a COE in the Philippines | eezi HR

Job seekers, especially those with previous work experience, will need a Certificate of Employment or COE when applying for a new job.

Potential employers require a certificate of employment to help them determine if the applicant is qualified for the position applied for.

A COE shows that the person has the proper credentials needed for the job.

How to Request a COE in the Philippines

Only the current or former employer can release a COE for a present or terminated employee.

As such, the employee requesting the COE must get in touch with the Human Resources Department (HRD) of their current or former place of employment to receive a COE or Certificate of Employment.

The labor code, Omnibus implementing rules, and labor advisories do not require that the request be in writing. Hence, a verbal request may suffice.

However, some company policies may strictly require that requests for COEs be in writing. In this case, it would be prudent to send the request as instructed. Thus, the employee may need to submit a request letter.

Usually, an employee requests a COE from a previous employer to prove they have worked there. Otherwise, they would need to request a COE from their current employer’s HRD for purposes other than proving prior employment.

What should be in the letter when requesting a COE?

The request letter must primarily include the requesting party’s name, address, and contact information. Moreover, the reason or purpose of the request should also be specified.

If the COE is required by the current employer, the request letter can also include his or her signature.

What is a COE or Certificate of Employment?

A COE or Certificate of Employment is a document that details your employment history with a current or prior employer.

It certifies that the person bearing it held the position or job title indicated, as well as the start and end dates of the employment. Moreover, it is an essential document that provides evidence to potential employers that you are eligible and qualified for the new position you are applying for.

Lastly, you may also need the COE for other transactions, such as loan or credit card applications.

Related: Employee Data Privacy Rules

Labor Code Governing the Release of a Certificate of Employment

The Implementing Rules and Regulations of the Labor Code of the Philippines indicate that:

• A dismissed employee is entitled to request for and receive a Certificate of Employment from his or her former employer.
• It should show the start and end dates of the employment.
• The certificate must also specify the type of work done by the requesting party, as well as the job title or position held.

(Section 10, Rule XIV Book V of the Omnibus Rules Implementing the Labor Code)

Information in a Certificate of Employment

A COE must include the following details:

What is a Certificate of Employment with Compensation?

A Certificate of Employment with Compensation is a formal document issued by an employer to an employee upon request or as part of employment verification. It serves as a written confirmation of the employee’s tenure with the company and provides information about the compensation and benefits they receive.

This certificate typically includes the following details:

1. Employee Information: The certificate includes the employee’s full name, job title, department, and employment dates (start and end, if applicable).
2. Compensation Details: It outlines the employee’s salary, including basic pay and any allowances or benefits, such as bonuses, overtime pay, and other forms of compensation.
3. Employment Status: The document indicates whether the employment is full-time, part-time, or contractual.
4. Job Description: A brief description of the employee’s responsibilities and duties might be included.
5. Company Information: The name and address of the company, as well as contact details for verification purposes.
6. Attestation: The certificate is usually signed and stamped by a company representative, often the HR manager or an authorized signatory.
7. Purpose: Sometimes, the certificate will mention that it is issued for a specific purpose, such as loan applications, visa applications, or other official matters that require proof of employment and compensation.

Employees often request this certificate when applying for loans, housing, visas, or other purposes that require verification of their employment history and compensation. It’s a way to provide official documentation to third parties or government agencies that confirms their income and employment status.

Main Purpose of a Certificate of Employment

What are the common reasons for requesting a certificate of employment?

• A certificate of employment is a requirement when applying for a new job.
• It informs your current employer of what position or field of work you held in your previous job.
• It helps your new employer determine if you are qualified for the job or position you are applying for.

Other Uses for a Certificate of Employment

Employees may need a COE when applying for services and utilities such as power and water lines installation, home phone installation, internet connection, and cable TV services. Moreover, it serves as proof that the employee is currently employed and that they have the capacity to pay. Ultimately, it shows the existence of an employment relationship between the employee and the employer.

When is the best time to request a Certificate of Employment?

Since the COE serves many purposes aside from proving prior employment, the best time to request a COE is when you need it. For instance, an employee may request one from their current employer for credit card application or international travel.

However, the COE can be released at any time after the termination date of employment. Furthermore, the issuing employer or company must provide the document upon the employee’s request.

Generally, employers are required to issue the Certificate of Employment within three (3) days from the request date.

Employer-employee relationship and its impact on your Certificate of Employment

Persons who are no longer employed by a company can rightfully request a COE. The laws in the Philippine Labor Code also back this right. Furthermore, employers are required by law to issue a COE upon request.

However, the requesting party cannot dictate what his or her employer should indicate in the certificate. The information must be based on company records and how the employee performed during his or her tenure.

FAQs

Is a Certificate of Employment mandatory?

In the Philippines, issuing a COE is governed by laws in the Labor Code. An employer is required to provide an employee with a certificate of employment upon request. The document should be issued within 3 days from the request date.

Why do I need a certificate of employment?

The major function of a COE or certificate of employment is proof that the employee has worked for that company and describe the type of work that was done. The company’s hiring department will review your qualifications based on your employment record and history.

Who is entitled to request for a Certificate of Employment?

All workers are entitled to request for a Certificate of Employment from former employers, for whatever purposes they need it for.

Can an employer refuse issuing a Certificate of Employment?

Every employer is required by law to issue a Certificate of Employment upon request of the employee.

Which scenarios may prevent an employer from issuing a COE?

The following are situations or instances that the employer may refuse issuing a COE to a requesting employee:

• The job or position held is contractual or project-based;
• There is no direct employer and employee relationship, such as with freelance jobs
• Employment is prematurely terminated by authorized or just cause;
• The employee is not yet cleared from company liabilities.

Can a project-based employee be denied his or her COE?

Employers may define a “worker” as someone employed on a regular basis, such as those that earn monthly wages. However, the Philippine Labor Code states that a “worker” means any member of the labor force, so long as he or she is for legal working age. As such, this covers all workers, whether employed or otherwise.

(Article 13 A, Chapter 1, Title 1, Book 1 of the Philippine Labor Code)

Can a worker who is still employed request a Certificate of Employment?

Yes. An employe may request for a COE when applying for services and utilities, bank and auto loans, and other purposes required by the requesting party.

This is stipulated in the Labor Advisory issued by the Department of Labor and Employment (DOLE) in the Philippines.

What positions or job titles can be specified in a COE?

If the requesting employee has held multiple positions with varying job titles during his or her tenure with the former employer, the requestor can choose to tailor which position or title should be included in the certificate. This can be indicated in the request letter.

When using a COE to apply for utility installations, bank and auto loans, and other financial-related services, the requesting party may choose to include all positions and titles held.

This is to further confirm proof that he or she is duly employed, and has the means to pay for the services or utilities subscribed to.

Can an employer issue a COE beyond three (3) days?

No. The law strictly specifies that employers’ issuance of a COE should be within 3 days from the date of request.

Should the employer fail to do so, penalties may be incurred if the requesting party refers the case to the Department of Labor and Employment.

Ensure Accurate Information in Your Employees’ COE

With eezi, you won’t have to guess which job title or position your employee held when providing them with their certificates of employment.

eezi’s dynamic and user-friendly interface allows you to input and update employee information as needed, so all data is up-to-date.

Originally published at https://www.eezi.com on May 18, 2024.