confirmation letter

What Is a Confirmation Letter?

A Confirmation Letter is a formal document issued to validate or acknowledge a previously discussed agreement, arrangement, or transaction. This written correspondence serves as tangible evidence of the terms and conditions mutually agreed upon between parties, providing assurance and clarity in various contexts such as employment, reservations, or financial transactions. Essentially, a Confirmation Letter succinctly outlines the details of an agreement, affirming the accuracy of information and solidifying the commitment between the involved parties. For instance, after a successful job interview and negotiation process, a company issues a Confirmation Letter to the newly hired employee. This document outlines essential details like the start date, salary, work hours, reporting structure, and benefits. The employee, in turn, acknowledges the terms by signing the letter, creating a formal record of the agreed-upon terms. This establishes clarity and contributes to a positive onboarding experience, setting the tone for a productive and transparent working relationship.

How Do You Write a Confirmation Letter?

  • Start with a splash of context: Briefly introduce yourself and the purpose of the letter. Mention the agreement or arrangement you’re confirming, like “This letter confirms your appointment as Marketing Manager…”
  • Outline the details in vibrant strokes: Be specific! Include key information like dates, times, locations, and any other relevant particulars.
  • Highlight crucial points: If there are specific terms or conditions worth emphasizing, use bold fonts or bullet points to make them stand out.
  • Express appreciation: A simple “Thank you for your trust” or “We look forward to working with you” adds a warm touch.
  • Proofread for a polished finish: Revise and edit your letter to ensure clarity, accuracy, and professionalism. Remember, a typo can be a glaring imperfection in your masterpiece.

Confirmation Letter Example

Subject: Confirmation of Employment

Dear [Employee Name],

I am writing to confirm your appointment as [Position Title] at [Company Name], effective from [Start Date]. Your annual salary will be [Annual Salary], payable [Frequency of Payment].

As discussed during your interview, your primary responsibilities will include:

[List of Key Responsibilities]

Your working hours will be [Days of the Week] from [Start Time] to [End Time], with a [Lunch Break Duration] lunch break. You will report directly to [Manager’s Name], [Manager’s Title].

We are excited to welcome you to our team and look forward to your contributions. Please feel free to reach out to me or your manager if you have any questions.


[Your Name]

[Your Title]

[Company Name]

[Contact Information]

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