How To Write a Confirmation Letter: Formatting Tips and Guidelines

By Indeed Editorial Team

Updated 20 November 2022

Published 22 July 2021

The Indeed Editorial Team comprises a diverse and talented team of writers, researchers and subject matter experts equipped with Indeed's data and insights to deliver useful tips to help guide your career journey.

A confirmation letter is widely used by individuals, organisations and businesses on a regular basis. A well-written confirmation letter can lead to clarity in communication, increased job opportunities and improved partnerships. Understanding the best practices for writing a confirmation letter can help you improve your professional communications. In this article, we outline what a confirmation letter is and how to write a confirmation letter, along with some formatting tips and guidelines.

Related: How to Write a Confirmation Letter (With Examples)

What is a confirmation letter?

A confirmation letter is a written communication to respond to official or casual events such as appointments, bookings, employment agreements and travel arrangements. You can also send the letter in response to a phone call to serve as written documentation of a consensus on the information discussed. Depending on the circumstances, the confirmation letter may include information such as the designated time of a future meeting, a confirmation that you've received a reservation or payment or a statement to a new employee that they're approved for a new role.

A confirmation letter isn't always a contract or agreement, but it can be used to reaffirm facts from a previous agreement or contract. The primary goal of a confirmation letter is to verify that all parties are aware of the same facts about the situation being discussed. Moreover, it's also needed to eliminate any confusions or misunderstandings that may arise. Other roles of a confirmation letter include:

  • Allowing review on an agreement

  • Adding value to an oral conversation or understanding

  • Reminding the responsibility of involved parties towards a certain arrangement

  • Allowing the achievement of full benefits from a correspondence

  • Providing authority to the involved parties

  • Enabling smooth functioning of any organisation through information accuracy

  • Providing receipt for future reference

  • Confirming participation of involved parties

  • Serving as a reminder of the legal agreement binding involved parties

How to write a confirmation letter?

There are numerous types of confirmation letters, each with its own format requirements. As a general rule, basic confirmation letters are concise and straightforward to confirm the specifics of a meeting, event or other arrangements. It has to be comprehensive to contain all the necessary information, while still being easy to read, clear and free of ambiguity. The general format is as follows:

  • Organisation letterhead: it's essential to start with a letterhead as well as the date since a confirmation letter is a formal letter. If you're writing about a personal matter, you can omit the organisation letterhead.

  • Name and address of the recipient: be mindful to correctly spell the name of the recipient, or you can look at the company website if you're unsure. Otherwise, use their position to address them.

  • Salutation: address the recipient appropriately and use a professional salutation. Generally, you can use Dear followed by the recipient's honorific, last name and a comma to address your recipient.

  • Body: the body of the confirmation letter has to be as concise and succinct as possible. You can have several paragraphs, with the first containing specific details pertaining to what you're confirming and the second one including relevant information for context.

  • Conclusion: conclude the letter by extending your gratitude to the recipient and encouraging them to seek verification if any of the information isn't clear. You can ask for a follow-up if needed.

Related: How To Write A Professional Formal Letter

Tips for writing a confirmation letter:

Now that you're equipped on how to write a confirmation letter, here are some tips and guidelines to consider:

Know your target audience

You can personalise your opening greeting to your recipients. If you know the recipient well, a more casual greeting may be acceptable and preferred. Your greeting may also differ depending on whether you're addressing a single individual, a small or a large group. Remember to ensure that your welcome is appropriate for the individuals to whom you're writing.

Keep it concise and specific

Keep the letter as succinct as possible without leaving out any essential information. Avoid addressing irrelevant details and using filler phrases. This can make your message excessively long, hard to read and difficult to apprehend.

Use active voice

Employing active voice allows you to come across as more direct and straightforward. As a result, the recipient can focus more on the content of the letter. Writing in an active voice also allows your message to be more efficient and concise.

Maintain a professional tone

Be mindful to employ and maintain a professional tone throughout the letter. The use of slangs and informal language may indicate that you're not serious. Another way to demonstrate a professional tone in your letter is by using a standard font such as Arial, Calibri or Times New Roman.

Proofread your letter

An error-free letter demonstrates orientation to detail and professionalism. Take some time before delivering the letter to double-check for spelling, grammatical and syntax problems. Re-read your message, or you can also use online checkers to help you.

Use high-quality paper

After you're confident with your letter, print it on premium, high-quality paper. Make sure the paper is clean and not crumpled to show professionalism. Lastly, sign it neatly using blue or black ink.

Send it promptly

Aim to deliver your mail the same day you sign it. Being prompt can leave a favourable impression on the recipient. It also makes sure that the date of the postmark is not far off from the date of your letter.

What is an employment confirmation letter?

A slightly different situation is an employee confirmation letter. A current or previous employer usually writes an employment verification letter to affirm that an employee or past employee worked for the company. Some parties that may request this document include employees, government agencies, potential landlords, mortgage lenders and prospective employers. Depending on the purpose, the request may pertain to the verification of employment dates, compensation packages and if the employee is anticipated to stay with the business or is available for rehire. If the employee has been dismissed, the requestor may inquire about the basis for the dismissal.

Many organisations have predetermined guidelines entailing what items are to be included in an employment confirmation letter. An employment verification letter usually appears on your firm's official letterhead or stationery, which may include the company logo. It may also contain the following information:

  • Name and address of the employer

  • Name and address of the party seeking verification

  • Name, job title, job description and salary of the employee

  • Official employment dates

  • Reason for dismissal

Read more: What Is an Employment Verification Letter? (With Examples)

How do I write an employee confirmation letter?

You can refer to this guide when composing an employment confirmation letter:

  • Follow a business letter format. Provide the contact details of your organisation and the recipient, as well as the date and address. Include a greeting at the start and a sign-off and signature following the closing remarks.

  • Keep it succinct. Keep the letter brief by adding only the necessary information requested.

  • Provide all the requested information. Be mindful not to add sensitive information, even if it's requested. Check with the human resources and legal team to ensure what can and can't be shared.

  • Provide your contact information. Give the recipient a way to reach you by including your contact details. Offer to answer further questions or clarifications if needed.

  • Proofread your letter. Given the significant importance this letter may have on your employee, which may relate to their housing or future employment, take some time to review and ensure that the letter is error-free.

How do you write a confirmation email?

Owing to the efficiency and speed, as well as the widespread use of emails, you may consider using email to send your confirmation letter, especially if the information is time sensitive. Generally, the format remains the same for both letters and emails, but there are minor differences to take note of. Outlined below are the guidelines to write a confirmation email:

  • Subject line: your subject line has to outline the purpose and aim of your communication. An overly generic subject line or poorly crafted email may discourage the reader and send your email to the spam bin.

  • Salutation: similar to a confirmation letter, use a proper salutation to address your recipient. It's the first thing your recipient sees when they read your email, and can establish the tone for the rest of the email.

  • Body: try to keep your body as condensed as possible, while still confirming the necessary details and providing relevant context.

  • Closing remarks: to conclude your email, provide some closing remarks and a call to action. You can reaffirm any demands expressed in your email's body, reiterate your confirmation or ask for a follow-up.

  • Signature: lastly, use the appropriate sign-off and provide your email signature below it. You can consider using “Thank you,” “Respectfully,” or “Best regards”.

  • Relevant attachment: as it's best to keep your email short and succinct, you can add relevant attachments to better convey and reaffirm your message.

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