DNV Employer Letter: What Your Company Needs to Write

The letter isn't a formal requirement in all countries, but most consulates request it. It's a standard document in visa applications worldwide—many companies have templates ready.

What Must Be Included in the Letter

The employer letter must contain specific elements. Here's what consulates look for:

1. Company Information

• Company name and legal address
• Official company letterhead
• Contact phone number and email
• Company registration number (if applicable)

The letterhead makes the letter official and verifiable. Consulates can contact the company to confirm authenticity.

2. Employee Information

• Your full legal name (as it appears in your passport)
• Your position/job title
• Employment start date
• Monthly salary or annual compensation
• Employment type (permanent, contract, etc.)

This information ties the letter to you and confirms your legitimate employment status.

3. Remote Work Authorization

• Explicit statement that you work remotely (not in an office)
• Confirmation that the role is conducted remotely or can be conducted remotely
• Statement that remote work is approved and expected to continue
• Note that you will continue working remotely from Spain

This is the critical piece. The letter must clearly state that remote work is part of your arrangement and will continue while in Spain.

4. Duration and Continuation

• Expected employment duration (e.g., "ongoing" or "through 2027")
• Statement that employment is not contingent on location (i.e., you can work from Spain)
• Confirmation that relocation to Spain does not affect employment status

5. Authorization Statement

• Company's explicit authorization for you to work remotely from Spain
• Confirmation that no legal or contractual issues prevent this arrangement
• Statement that you're not restricted from working internationally (unless applicable)

6. Signatory

• Signature from HR, manager, or authorized company representative
• Printed name and title of signatory
• Date of letter

Sample Structure (Not a Template)

Below is the general structure your employer should follow. This is a guide, not a template to copy directly—your employer should use their language and circumstances:

What NOT to Include (Common Mistakes)

Avoid These:

• Vague statements: "May work remotely" is weaker than "works remotely and is authorized to continue from Spain"
• Salary ranges: Give a specific monthly amount, not a range
• Conditional language: Avoid "if approved" or "pending review"—the authorization should be definitive
• Non-company letterhead: Personal letters or email signatures lack credibility
• Overly casual tone: Keep it formal and professional
• Unnecessary disclaimers: "Subject to change" or "This is not a contract" undermines the letter's value
• No signature or date: An unsigned letter is incomplete
• Vague signatories: Avoid unsigned or illegible signatures

How to Ask Your Employer (Tactfully)

The Conversation:

Frame this as a standard administrative request, not a special favor:

What to say: "I'm applying for a Digital Nomad Visa in Spain, and the consulate requires an employer authorization letter. It's a routine document confirming I work remotely and am authorized to work from Spain. Could HR help with this?"

What NOT to say: "I'm leaving and need you to sign off on something" or "Can you write a letter saying I can work for you illegally?"

Provide Context:

Help your employer understand:

• It's a standard visa requirement (not unusual)
• You're not changing your job or leaving the company
• Remote work is already part of your arrangement
• It's a one-time document for the visa application

Offer to Help:

• Provide the structure/guidelines above
• Offer to draft the letter for HR to review and sign
• Provide your passport details and employment info to speed up the process
• Give a realistic timeline ("I need this by [date]")

What If Your Employer Refuses?

Understand Why:

Employers sometimes hesitate because they:

• Don't want to commit to anything in writing
• Have concerns about you working internationally
• Are unfamiliar with visa requirements
• Worry about legal liability

Address Their Concerns:

• Legal risk: Assure them it's a standard document. Offering to indemnify them (in writing) can help.
• Commitment concern: Explain it's not a contract change—it's confirmation of the current arrangement.
• Work location concerns: Clarify that you're already working remotely; the move doesn't change anything.
• Tax/compliance questions: Offer to handle any tax implications on your end.

Escalate if Necessary:

If HR refuses, try:

• Your direct manager (often more willing than HR)
• The head of your department
• Your company's legal/compliance team (they understand visa requirements)

Worst Case Scenario:

If your employer absolutely refuses, you have alternatives:

• Submit an employment contract instead (less ideal but better than nothing)
• Provide pay stubs and bank statements showing consistent employment income
• Include emails or messages from your employer confirming remote work arrangement
• Request a letter from your manager instead of HR
• Consider transitioning to freelance/self-employment (requires different documentation)

Consulates understand that not all employers will cooperate, and they'll accept alternative documentation if the letter is unavailable.

Verifying the Letter

Consulates may verify the letter by contacting your employer. Here's what they typically check:

• Is the letterhead legitimate?
• Does the phone number/email work?
• Is the signature authentic (if they call)?
• Does the signatory actually work for the company?
• Are the salary and employment details accurate?

Make sure the contact information in the letter is current and that someone in HR is aware they may be called to verify.

Formatting and Presentation

Best Practices:

• Single page if possible (consulates prefer conciseness)
• Professional, standard font (Arial, Times New Roman, Calibri)
• Printed on official company letterhead (not generic paper)
• Signed in blue ink (easier to distinguish from photocopies)
• Original (not a photocopy) if possible; if submitting digitally, a PDF scan is fine
• English or Spanish (if in another language, include a certified translation)

Including in Your Application:

• Place it in your document packet alongside your passport, bank statements, and proof of employment
• Include as part of the "proof of income" section
• Label it clearly: "Employer Authorization Letter"
• Don't staple or damage it—keep it crisp and readable

Language Considerations

If your company is English-speaking: The letter can be in English. Most Spanish consulates accept English documentation, though some prefer Spanish.

If you want to be safe: Have the letter written in English or your home language, then provide a certified Spanish translation. A certified translation adds credibility and removes any ambiguity.

Translation cost: Typically €50–€150 for a single-page letter. It's worth it if translation is a concern.

Common Variations by Country

UK Companies:

Many write "sponsoring letters" for visa purposes. They understand the requirements and often have templates. UK employment is highly verifiable through Companies House records.

US Companies:

May be less familiar with visa requirements but are generally cooperative. Frame it as standard HR documentation. US payroll records are usually verifiable.

Startup/Small Companies:

May lack formal letterhead. Create basic letterhead with the company name, address, and contact info. The authenticity matters more than the fancy design.

Key Takeaways

• The employer letter must confirm remote work authorization and ongoing employment
• Must be on official company letterhead and signed by HR, management, or an authorized representative
• Include specific details: your name, job title, salary, start date, and confirmation of remote work from Spain
• Keep it concise, professional, and avoid vague or conditional language
• Provide your employer with the structure and guidelines—most will cooperate willingly
• If your employer refuses, submit employment contracts and bank statements as alternatives
• Consulates may verify the letter, so ensure contact information is current
• Consider a certified Spanish translation if the letter is in English