How to fill in this certificate of employment
- 1Company name
e.g. Bayanihan Logistics and Trading Corp. - 2Company address
e.g. Unit 501, Cityland Pioneer, 128 Pioneer St., Mandaluyong City 1550 - 3Company phone and email
e.g. (02) 8631 4402 · hr@bayanihanlogistics.ph - 4Employee's full name
e.g. Kristine Joy M. Aquino - 5Position
e.g. Senior Accounting Staff - 6Start date
e.g. March 1, 2021
When a COE should show pay
Banks, embassies and Pag-IBIG want proof of income, so a COE "with compensation" lists the monthly basic salary, regular allowances, and the yearly total including 13th month pay. Show pay only when the employee asks — it is their private information.
Use the figures the payroll shows
The amounts must match the payslips and the BIR 2316 the employee will also submit. A COE that says more than the payslips is a red flag to a loan officer.
Mistakes that get a COE questioned
Check these before you sign.
- Dates that do not match the SSS or payslip records.
- No letterhead, no company contact details, or an unsigned copy.
- A purpose line that names the wrong bank or embassy.
- Salary figures on a COE the employee did not ask to show pay.
Questions people ask
What counts as compensation on a COE?
The basic monthly salary, fixed monthly allowances (rice, transportation, communication), and the 13th month pay. Overtime and commissions that vary are usually left out or described separately.
How soon must an employer issue a COE?
Within three days of the employee's request, under DOLE Labor Advisory 06-2020. It applies to current employees and to employees who have left, whatever the reason they left.
Should a COE say why the employee left?
No, unless the employee asks for it. A COE states the position and the dates of employment. Writing a reason the employee did not ask for can harm their next application.
Who should sign the COE?
The HR head, the owner or an officer authorized to speak for the company. Use the company's letterhead and include a phone number or email so a bank or new employer can confirm it.
What is the QR seal for?
Banks, embassies and employers often call to check if a COE is genuine. With a seal, they scan the code and see who issued it and when — and that it was not changed after sealing. You can withdraw the seal from My Desk.
This page explains common practice and is not legal advice. Offices set their own rules — when in doubt, call ahead or ask your notary or lawyer.