A letter that affirms the employment, an event, a decision, or any details that have been verbally agreed upon, is referred to as a confirmation letter. However, the more common usage of the term 'confirmation letter' pertains to the one given to employees who have completed their probation period.
The main objective of a confirmation letter is to ensure that the concerned parties are on the same page, and avoid any possible confusions with respect to time, location or venue, dates, and any other relevant details. Such letters help to clarify or maybe alter certain details that have been agreed upon. They also help to establish a documentary evidence of the agreements or decisions taken.
The format to be followed for drafting a confirmation letter is similar to the business letter format. Any of the business letter formats, namely block, semi-block or modified block, can be used to draft a confirmation letter.
Given below is a template, and some sample confirmation letters for your reference followed by a few useful tips.
(Name of the Recipient)
(Name of the Organization)
Dear (name of the recipient),
The first paragraph introduces the subject or aspect that is to be confirmed. It can be the employment status, appointment, meeting, contract, order, authorization, etc.
The next paragraph usually comprises the details to be confirmed. This may include the date, time, location, order amount, contract period, meeting agenda, purpose of the meet, etc.
The concluding line provides contact details and availability of support to clarify queries.
(Name of the Sender)
SAMPLE 1: Confirming Employment
Brandon Creative Advertisements Inc.
1548 Baker Avenue, TX 75074
October 31, 2012
Ms. Fiona Wills
2787 Carolyns Circle
Plano, TX 75075
Dear Ms. Fiona Wills,
We are pleased to inform you about your successful completion of the three-month probation period. In view of your satisfactory performance, you have been confirmed for the post of Assistant Creative Head at Brandon Creative Advertisements Inc. Your revised basic pay will be $15,000, with effect from November 1, 2012.
All other terms and conditions applicable will be as mentioned in the appointment letter. Please signify your acceptance.
Should you have any doubts or queries, you can contact me at 800-122-444. Brandon Creative Advertisements congratulates you, and wishes you well in your position.
Manager - HR & Admin
I hereby accept the terms and conditions mentioned above, and also confirm to serve as the Assistant Creative Head from November 1, 2012.
SAMPLE 2: Confirming a Meeting
309 Renwick Drive
Boyertown, PA 19512
October 31, 2012
Mr. Jarrod N. Bolling
Daniel and David Inc.
497 Stiles Street
Pittsburgh, PA 15219
Dear Mr. Jarrod,
With reference to our discussion, I am writing to confirm our meeting regarding the ERP upgrade for PNNZ Inc.
As decided, it has been scheduled for November 5, 2012 at 3:00 pm, the venue being 3318 Michigan Avenue, Pittsburgh, PA 15219.
You can reach me at 513-521-5665 in case of any changes. Looking forward to a fruitful outcome. Thank you for your time.
Chris V. Dingler
- The language used must be professional and polite.
- The letter must be short and precise, but should give a clear account of the relevant details, namely dates, figures, locations, terms and conditions, etc.
- The confirmation letter must clarify any amendments or changes in the terms or details agreed upon previously.
- It is advisable to conclude with a small note extending your support in clarifying any queries pertaining to the aspects detailed in the letter. Ensure that the contact details are provided.
- The letter must be typed/printed onto a company letterhead. This ensures authenticity and credibility.
An ideal way to go about writing a confirmation letter is to use a crisp formal language and the correct format. Keep it simple and short, but inclusive of all the essential details.