A confirmation letter is usually written as a response to either formal or informal events. These events include formal and informal meetings, appointments, travel, reservations, etc. A confirmation letter can also be written in response to a phone conversation to serve as an agreement on the details discussed.
What to Include in a Confirmation Letter
- Candidates name
- The reporting date and line
- The position at hand
- The compensation packages
- The Terms and Conditions of the job
Multiple Roles of a Confirmation Letter
- A confirmation letter puts value to an oral agreement
- It confirms the participation of individuals in certain events
- A confirmation letter enables the review of an agreement
- A confirmation letter rectifies any misunderstanding on the part of recipient and sender, thereby building goodwill and trust
- A confirmation letter provides authority to an individual to perform tasks in the absence of any authoritative figure
- A confirmation letter also enables the smooth functioning of any enterprise as it clarifies the needed information
- A confirmation letter reminds all the parties involved in the legally binding agreement which they entered
How to Write a Confirmation Letter
Confirmation letters are often issued as a follow-up to an offer, acceptance, sign-up, or other agreements. Writing a confirmation letter is one way to show that you care and want to maintain a good relationship with the person you communicate with. Depending on the letter’s specific purpose and your relationship with the recipient, the letter may be formal or informal. Regardless of the type of confirmation letter you are drafting, you must follow the basic principles of correspondence. Maintain a consistent tone with the kind of relationship you have with the recipient and your purpose for writing.
Here are some general guidelines for writing effective confirmation letters:
Insert the letterhead
The first thing to include in your confirmation letter is a well-formatted letterhead that includes your contact information and that of the recipient. Specific information to provide in this section includes your full name, mailing address, and telephone number. You may also include your company’s logo as part of the letterhead and provide a link to your company’s website if you have one. Afterward, write the date on which you are writing the letter for documentation and future reference purposes. You should then provide information about the recipient of your letter, including their name, title, company name, and mailing address.
Personalization is critical when writing a confirmation letter. Therefore, begin your letter with an appropriate and personalized greeting to the recipient, using their correct title and name. A simple “Dear Mr./Mrs./Ms. [last name] or “Dear [full name] is sufficient to build rapport and establish the right tone for the rest of the letter.
The body of your confirmation letter should be brief and to the point. Consider formatting your body paragraphs as follows:
Start with explaining
Use the body paragraph to explain your reason for writing the letter or provide a statement that discusses what you are responding to and the decision that you have made. Beginning your confirmation letter with a statement is crucial because it allows the receiver to immediately understand their place in the correspondence and helps them decide how to proceed.
As a follow-up to [what happened recently] in our business relationship, I wanted to let you know that I have received your proposal and would like to proceed with the transaction.
Include details about confirmation
In the second body paragraph, provide additional details that clarify and bring more relevance to your initial statement/decision. For instance, given that you are writing to confirm receipt of a business proposal and your intention to continue with a specified transaction, include details such as the date and time of the transaction, amount, any contract details, and how you’d like to proceed forward. This will help show your commitment and prevent any further misunderstandings.
Explain the attachments, if any
If you are attaching essential documents with the letter, refer to them in the confirmation letter’s final paragraph. Briefly explain what these attachments are and what the recipient should do with them. For instance, if you are writing to confirm a purchase agreement and have attached the payment tender form and certificate of insurance, state that you have attached them for review, acceptance, and use.
Knowing how to conclude your confirmation letter appropriately will be very helpful in making a positive impression, especially if you are writing a formal professional correspondence. End your letter with a supportive statement or comment that shows your commitment to a continuing relationship or your excitement for the next steps.
Tips for Writing a Confirmation Letter
A well-written confirmation letter helps you endorse, accept, reinforce one’s resolve, or give new assurance of the legitimacy of something. Following are the tips you should consider while writing a confirmation letter:
- Offer a polite, clear, and appreciative response that helps make clear what is expected of you. Ensure that you have a clear definition of your role from the onset to avoid any misunderstanding
- Repeat/quote the details of the agreement so the reader can respond to any misunderstandings that may have risen
- Clarify the terms and conditions of your agreement if necessary
- Choose your tone carefully.
- Go through the details and ensure that everything is correct.
- Send the letter a few days after you receive the original letter, order, report, or any other information
- Inform everyone involved immediately after receiving the confirmation letter so that everyone is up to date on current happenings
What Does a Confirmation Letter Confirm?
A confirmation letter confirms a lot of activities, including:
- Job, employment, or work
- Booking status
- Account balance
Most confirmation letters are usually formal letters, but at times they may have informal tone because the sender and the receiver may already know each other. This is true when there is a correspondence between peers, friends, and professional acquaintances. In this case, the letter may have some jokes, a comment, or a recall of past experiences or any other material which conforms to informal writing. After drafting your letter, it is important that you send the letter to the recipient promptly. If the letter is confirming something that could be of legal significance, make sure to keep a copy of the confirmation letter for your own record before you mail it.
Confirmation Letter Examples & Templates
Confirmation letter: Template
____ [Address, City code]
_ [Email address]
The human resource manager
XYZ Fitness Centre
Address, Town code
Dear (name of XYZ Fitness Centre manager),
This letter acts as a confirmation to our earlier arrangements about my gymnastics classes at your XYZ fitness Centre, which was dated on (date).
I will have a morning session, which will take two hours as of 5 AM-7 AM and evening gymnastic classes as from 6 PM-7 PM. My payment will be every week, and my first deposit will be immediately wired to your account upon confirmation regarding the above information.
Kindly let me know if the information given above is correct and your duty towards this signed agreement.
Confirmation letter: Sample
September 2, 20XX
Duby’s Street 1598, CA
Blessings Children’s home
Tucker Street, 5898
Dear May Weather,
RE: Confirmation about visitation
This letter is an official confirmation regarding our previous agreement to visit Blessings Children’s home.
The visitation is scheduled to be happening on October 7, 2018, as of 10 AM. As we discussed earlier, I will spend quality time with the children and later present them with different gifts such as food, clothing, and other necessities. I will be accompanied by my other two workmates, totally up to three visitors.
We appreciate your cooperation in organizing this event, and we hope to work with you in the future.
Frequently Asked Questions
Why do banks need employment confirmation letters?
Banks are in the business of advancing money. Therefore, they usually have a keen interest in knowing that their customers can afford to pay off any loans or credit lines that they have with them. Employment confirmation letters written by company heads or CEOs on behalf of their employees verify the employee’s employment dates and their salary. This information helps them determine whether they will extend credit to clients.
What is an employment confirmation letter?
An employment confirmation letter is used to verify the employment and association of a particular employee with a given organization. It contains information about the employee’s job title, department, employment period, salary, and other vital policies relating to their employment with the given company.