The Work Number: What It Is & How It Works

The days of calling a Human Resources department to confirm a candidate’s past employment are gone (or, at least, fading). Today, when you apply for a new job, a mortgage, or an auto loan, the verification process often happens instantly and digitally through a massive, centralized database known as The Work Number.

If you are navigating a job change, applying for a loan, or simply concerned about your data privacy, understanding this system is crucial. This guide explains what The Work Number is, how it works, and how you can manage—or even freeze—your own data.

What Is The Work Number?

The Work Number is a wholly-owned subsidiary of Equifax, one of the three major credit bureaus. It acts as a massive central repository for income and employment information.

Essentially, it is a digital archive where over 3 million employers contribute payroll data. This database currently holds hundreds of millions of records. When a third party—such as a mortgage lender, a new employer, or a government agency—needs to verify your employment history or income, they can query The Work Number instead of contacting your past employers directly.

Key Facts:

• Owner: Equifax
• Primary Purpose: Automated employment verification and income verification.
• Users: Mortgage lenders, auto lenders, pre-hire background check companies, and social service agencies.

How Does It Work?

The system operates on a "give-to-get" model that streamlines the verification of employment process for all parties involved.

1. Employers (or their payroll providers, like ADP or QuickBooks) send data to Equifax every pay period. This data typically includes your name, Social Security Number, job title, employment dates, and detailed salary information.
2. The Work Number aggregates this data into a comprehensive employment history check report.
3. When you apply for a loan or a job, you typically sign a consent form. The "verifier" (e.g., a bank or background check company) uses this consent to log in to The Work Number and download your data.
4. Instead of waiting days for an HR representative to return a call or fill out an employment verification form, the verifier gets an instant digital report.

For Employees: Accessing Your Data

Many employees are surprised to learn that this detailed history exists without their direct involvement. However, under the Fair Credit Reporting Act (FCRA), you have the right to see what is in your file.

How to Login and View Your Report

To see your own employment record, you need to access your "Employment Data Report" (EDR).

1. Visit the Website: Go to theworknumber.com and select "Log In" followed by "View My Data".
2. Find Your Employer Code: You will often need an employer code to register. If you don't know it, you can search for your employer by name during the signup process. Common codes are often available on company intranets or by searching "company name + employment verification" online.
3. Verify Identity: You will likely need to provide personal details (SSN, address) and may need to verify via email or phone.

Once logged in, you can see exactly what verifiers see: your past job titles, tenure, and pay-by-pay income history.

Getting a Proof of Employment Letter

If you need a proof of employment letter for a landlord or a visa application, you can often generate an immigration or "employment summary" letter directly from the portal. This is often faster than waiting for your HR department to draft a manual employment letter.

Privacy & Control: How to Freeze The Work Number

A growing topic of concern, particularly in privacy-focused communities, is the ability to freeze your Work Number report.

Why Freeze Your Report?

• Privacy: You may not want a potential employer to see your exact salary history, which could leverage them to offer you a lower salary.
• Data Security: As with credit reports, freezing your data prevents unauthorized access and protects against identity theft.
• Overemployment: Some workers freeze their reports to maintain privacy regarding concurrent employment, though this is a more controversial use case.

Step-by-Step Freeze Process

If you decide to freeze your data, verifiers will receive a "blocked" message when they try to access your file. They will then have to ask you to unfreeze it or provide manual documentation (like paystubs or a W-2).

According to privacy advocates and user reports, you have three main methods to request a freeze:

1. By Phone: Call The Work Number Client Service Center (listed as 866-222-5880). Select the option for "disputes" or "report an error" to reach a representative.
2. By Email: Send a request to TWNFreeze@equifax.com. You will likely need to send proof of identity via a secure email channel they provide.
3. By Mail: Send a written request with proof of identity to Equifax Workforce Solutions (ATTN: Employment Data Freeze) in Earth City, MO.

Note: Freezing your report does not delete the data, it only stops third parties from viewing it without your specific permission.

For Employers: Why Use The Work Number?

For companies, the primary benefit is efficiency. By offloading verification of employment requests to Equifax, HR departments save countless hours.

• Reduced Liability: HR teams avoid the risk of accidentally releasing incorrect or unauthorized private info.
• Speed: Employees get their loans and mortgages approved faster because lenders get instant proof of income.
• Standardization: It replaces the ad-hoc process of filling out a wage verification form or job verification letter manually.

Summary

The Work Number is the "credit report" of your career. While it offers convenience for income verification letter requests and loan approvals, it also represents a significant aggregation of your personal data. By logging in, reviewing your employment record, and understanding your right to freeze the data, you can take control of your professional narrative.

FAQ

Does a background check show employment history? 

Yes. While a criminal background check looks for legal infractions, a comprehensive background check often includes an employment history verification. If your employer reports to The Work Number, the background check company can see your start and end dates, and titles instantly.

What if I find an error in my report?

If you spot incorrect dates or salary info, you can file a dispute directly through The Work Number website or by phone, similar to disputing an error on a credit card report.

Is The Work Number legal?

Yes. It operates under the Fair Credit Reporting Act (FCRA). You generally consent to the data pull when you sign a "permissible purpose" agreement (like a loan application or a background check authorization).

How do I find out where someone works?

The Work Number is a closed system. You cannot use it to "spy" on others. Only credentialed verifiers (banks, employers) with a valid permissible purpose and the consumer's consent can access the data.

Disclaimer: This article provides general information and does not constitute legal or financial advice. Always verify current processes directly with Equifax or The Work Number official support channels.

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