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
A COE for someone who has left
A former employee is entitled to a COE whatever the reason they left — resignation, end of contract or dismissal — within three days of asking. It is separate from clearance and final pay; do not hold it back until clearance is done.
What a certificate of employment must state
Whoever reads a COE — a bank, an embassy, a new employer — looks for the same few things.
- The employee's full name, exactly as on their IDs.
- Their position (and department, if it helps).
- The date they started, and — if they have left — their last day.
- What the certificate is for, when the employee asks for a specific purpose.
- The date and place of issue, and the name, position and signature of the one who signed.
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
Can we refuse a COE until the employee finishes clearance?
No. The COE must be issued within three days of the request, regardless of pending clearance or final pay. Clearance may affect the release of final pay, not the COE.
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.