There are several occasions which require writing a confirmation letter. When an employee has been hired on a probationary basis, a confirmation letter may be written following that period to confirm their further employment. This type of letter may also be written to confirm a telephone conversation, or to affirm details or conditions that have been agreed upon in any circumstance. While it may seem a difficult task, the tips and guidelines below will help you write a confirmation letter that is professional and effective.
1. Write in a clear, concise manner. Always use a professional approach when writing this type of letter. Keep the details brief and to the point. You want to write in a way that is clear and easy to understand, but concise.
2. Mention any changes in the agreement. If any adjustments have been made to the original agreement or conversation, make sure to mention it in your confirmation letter.
3. Proofread your letter before sending. It is essential that you read over your confirmation letter several times before sending it out. Be sure to use proper grammar and spelling; also check and re-check all pertinent details of the agreement.
Any time you write a business letter such as this, use simple easy-to-read fonts and avoid trying to make your document look fancy. Plenty of white space around borders and clean, clear fonts make for a confirmation letter that looks professional and is easy on the eyes.
Sample Confirmation Letter
In the case of confirming an appointment or meeting, the following is proper:
Name of recipient
Dear (Mr., Mrs., Miss) followed by last name,
State that you are confirming an appointment and what will be discussed. Also mention that you are following up on your phone conversation, and are looking forward to meeting with the recipient on such date at such time. Inform the recipient that they should contact you if any changes to this meeting need to be made.
Thank the recipient for their time and attention.
In the case of confirming employment following a probationary period, the following sample confirmation letter indicates how this may be accomplished:
Dear (Ms./Mrs./Mr./Miss) followed by employee’s first and last name,
In the first sentence, express your pleasure at announcing the recipient has successfully completed probation and that they have been made a permanent employee of (company name).
The main body of your confirmation letter should include the details of employment, including position title, salary, payment schedule and effective date.
Also include details surrounding salary increases and performance reviews, and any other terms and conditions of employment.
Mention in closing that the recipient should sign the confirmation letter as acceptance of the terms, and return it to you promptly. Congratulate the recipient and express your pleasure at working with them in their position.
Here, write a brief statement of employee’s acceptance of terms and conditions, along with agreement to take up position effective (date).
Employee signature _____________________
As you can see, writing a confirmation letter is a fairly simple process. Follow the guidelines above, and you can easily write a letter that is professional and effective.