Confirmation Letter – Format in Word & Pdf (Free Templates)

A confirmation letter is a formal document that confirms an agreement. It plays a crucial role in professional and personal communication. Confirmation letters are a written record of the details of communication and help avoid misunderstandings or disputes that may arise in the future.

Read further to learn how to write a good confirmation letter.

What is a Confirmation Letter?

A confirmation letter is a written document to confirm an agreement, appointment, or reservation between two parties. It serves as proof of the agreed terms and is used to confirm the specific details of a transaction or agreement. This letter is typically sent after the initial deal has been made. It is a formal way of ensuring that both parties have a clear understanding of the terms of the contract. The letter may include essential details such as the date, time, location, and purpose of the agreement or transaction. It can be sent through email, mail, or fax and is used in multiple fields such as business, education, and legal.

How to Write a Confirmation Letter

You can write a letter of confirmation by following these steps:

• Craft a Header: To ensure effective communication, it is crucial to add a header at the top of your confirmation letter, including names, numbers, and addresses. Emails require a suitable subject line. Add a date to record the communication.
• Start with an Explanation: In the opening sentence, explain what you are responding to and state your decision. This allows the recipient to understand the intent of the letter immediately. For example, if you are confirming the time for a meeting, you can mention your preferred time in your first sentence.
• Include Relevant Information: After confirmation, provide all relevant details. For instance, if you are responding to a job candidate, you can include information about the position’s responsibilities, compensation, and benefits. The details and information you have in this section will depend on the objective of your response.
• Mention the Attached Documents: When sending a confirmation letter or email to someone, specify any attachments and their purpose. For example, if you’re confirming a business relationship, attach a signed contract or one to sign. If you’re confirming the selection of a candidate, attach an offer letter for reference. This helps avoid confusion and ensures everything is clear for both parties.
• Write a Supportive Statement: End your confirmation letter with a supportive message. The tone of this statement will depend on the objective of your response. If confirming a meeting, express your enthusiasm for it. If establishing a business agreement, close with a statement about your excitement to work together.
• Proofread: Proofread your letter multiple times and check for spelling, grammar, and punctuation errors. Ask a colleague or mentor to review it for a professional tone.

What to Include in Confirmation Letter?

You should include the following in a letter of confirmation:

• Name and Address: Start with the sender’s name and address, which should be at the top of the letter and aligned to the left.
• Date: The date the letter is written should be located below the sender’s address and aligned to the left.
• Recipient Name and Address: Mention the recipient’s name and address below the date and align them to the left.
• Salutation: The opening greeting of the letter should be formal and address the recipient by name.
• Subject: In the subject line, explain the letter’s purpose precisely and concisely.
• Introduction: The introduction should clearly and concisely state the letter’s intent.
• Details of Agreement: Provide specific details of the transaction, agreement, or appointment, including dates, times, and locations.
• Special Instructions or Requirements: If any special instructions or requirements exist, mention them in a separate section.
• Additional Information: Include any other information relevant to the transaction or appointment.
• Contact Information: At the end of the letter, provide the sender’s contact information, including phone number and email address.
• Closing: Close the letter with a message of appreciation for the recipient’s attention to the matter.
• Signature: The letter should be signed by the sender.
• Enclosures: Any documents or attachments included with the letter should be listed at the bottom.

Types of Confirmation Letter

The different types of letters of confirmation are as follows:

• Job Confirmation Letter: This letter serves as an official confirmation of an employee’s status. It is usually given to a newly hired or existing employee after they have completed a probationary period or had their contract renewed. The letter typically contains essential details such as the employee’s job title, compensation package, and other terms and conditions.
• Confirmation Letter after Probation: It is similar to a job confirmation letter and is issued after the successful conclusion of an employee’s probation term. This letter confirms that the employee has been moved from probation to permanent employment.
• Salary or Appraisal Confirmation Letter: This letter confirms an employee’s salary details after a performance review or job confirmation. It includes the gross salary, allowances, and other benefits.
• Internship Confirmation Letter: It confirms the acceptance of a candidate for an internship. It mentions details like the internship period, roles and responsibilities, and any stipend or benefits to be received.
• Confirmation of Employment Letter: This is a general letter confirming a person’s employment with the company. Employees often request it to apply for a loan or visa. This letter includes employment status, job title, and salary information.
• Balance Confirmation Letter: A balance confirmation letter confirms the settlement of accounts or dues between the company and employees. It is less common than other confirmation letters but could be relevant in cases of final settlements or for verification purposes.

Confirmation Letter Format

Download Different Confirmation Letter Formats

Confirmation Letter Templates

Here are some templatesof confirmation letters:

Template 1: Confirmation Letter for Employee

Template 2: Salary Confirmation Letter

Template 3: Internship Confirmation Letter

Importance of Confirmation Letter

The following reasons highlight the importance of a confirmation letter:

• It confirms and solidifies verbal agreements between two parties.
• It helps ensure that both parties clearly understand the terms and builds trust.
• It serves as evidence in court if needed.
• It reduces the chances of fraudulent activity.

Confirmation Letter Writing Tips

Some tips for writing a letter of confirmation are as follows:

• Use a professional tone and language throughout the letter, and avoid using informal speech or slang.
• Include specific details like dates, times, and locations when providing information about an agreement or transaction.
• Write clearly and concisely, avoiding lengthy and complicated sentences.
• Ensure that all the information mentioned in the letter is accurate.
• Tailor the letter to the specific candidate and position for a more personalised and sincere tone.
• Make sure to always keep a signed copy of the letter for your records.

Conclusion

Confirmation letters are vital for effective communication in both personal and professional settings. By understanding the crucial elements, following best practices, and referring to relevant examples, you can create confirmation letters that promote clarity, trust, and positive relationships with your recipients.

Frequently Asked Questions