Confirmation Letters

Unit 4 Personnel Correspondence (Confirmation Letter)

B com Semester 4 MKBU

What is Confirmation Letter?

A confirmation letter is an official letter that is given by one party to another to state that they have accepted or approved a particular request or process.There are different types of confirmation

• Order confirmation
• Appointment confirmation
• Employment confirmation
• Job confirmation
• Meeting confirmation
• Payment confirmation
• Bank confirmation
• Loan confirmation
• Salary confirmation
• Address confirmation
• Employee confirmation

For an employee, a confirmation letter is given when they complete their probation period and become a confirmed employee of the company. For a student, it is a confirmation that they are accepted into a course they applied to. It is basically a formal way of saying “Welcome to the company!”

A confirmation letter usually contains all the important details pertaining to the matter it deals with. So, for an employee, it might include their joining date, designation, job description, salary amount, etc. while for a student, it might include their course details, duration of course, tuition fee, etc.

Importance of Confirmation Letter

• Confirmation Letter is the best thing you can send to a candidate
• It's a official documents provide security and evidence
• It Formalises your job and put value to an oral agreement
• Serves as a source for future references
• Helps to build trust and goodwill
• Acts as a piece of evidence for legal or court proceedings, in case of disputes or disagreements
• Reminds the receiver of their responsibilities and duties to the organisation/institution

How to Write Confirmation Letter

Step 1 Use a Business Letter Format

First things first, always write your confirmation letter using the standard business letter format. This means that you include:

• Name and address of the recipient
• Date of sending the letter
• Proper salutation to address the recipient
• Subject line to draw the attention of the reader
• Body, which will include a paragraph specifying the main details and a paragraph for other details
• Conclusion

Also, make sure that you use a standard font and proper spacing for lines and margins. All of this will help set a very professional tone for your confirmation letter.

Step 2. Mention the Job Title and Details

Start your confirmation letter with a congratulating and enthusiastic tone to welcome the employee to your company.

Here, you can mention the job title or position and include a brief summary of the job. This can describe the duties of the job, detail of the salary or compensation amount, and mention the joining date as well.

For example: “We at XYZ Company are pleased to offer you the position of Assistant Manager at a salary of $35,500 a year. Your first day will be November 15, 2021.”

Step 3. Detail the Terms and Conditions

The next thing to include in your confirmation letter is a summary of the terms and conditions that relate to your company’s offer.

Here, you can talk about any documents (such as non-disclosure or confidentiality agreements) that might need to be signed by the new employee or a deadline for submitting important documents or the submission for a background check or drug test, and so on.

Step 4. Offer Details About Benefits

You can provide the details about the benefits that your company offers to its employees.

In this section, you can list all the benefits that a new employee is eligible for. This can be anything from paid leaves to health insurance plans to retirement benefits and so on.

Step 5. Conclude with an Expression of Gratitude

Always end your confirmation letter on a positive note. You can do this by thanking your new employee for showing interest in your company and for putting in the effort to achieve the position.

Don’t forget to express your enthusiasm and excitement in having them join your company.

For example: “Thank you so much for your interest in our endeavours here at XYZ Company. We’re excited to have you in our company and eagerly look forward to your contributions.”

Step 6. Include Your Name, Job Title, and Signature

Use a formal closing salutation such as "Faithfully", "Sincerely" or "Regards" and then put in your signature, under which, you will mention your name (both first and last name), your job title, and the name of the company

You can provide your contact details so that the recipients of the letter can get in touch with you for further details.

Step 7. Proofread and Edit

Finally, proofread your letter to ensure that it is free from spelling errors, grammatical mistakes, and typos.

Make someone from the HR department read through your letter to cross-check if all the details you mentioned are correct.