How to Write a Confirmation Letter (With Examples)

By Indeed Editorial Team

7 March 2021

Both verbal and written communication is key in strengthening professional relationships and ensuring job success. It's essential for professionals to communicate clearly about their decision regarding informal or formal events when writing a confirmation letter. If you're planning on writing one, it may be helpful to learn some tips and strategies on how to do it. In this article, we discuss what a confirmation letter is, provide steps on how to write a confirmation letter professionally and offer templates for both informal and formal letters.

Related: How to Write A Professional Formal Letter

How to write a confirmation letter

Here are five steps on how to write a confirmation letter:

1. Insert a letter header

You can include a header with both your contact information and that of your recipient at the top of your confirmation letter. You may include specific contact details such as your full name, phone number and email address. In this header, you may also add the date of when the communication occurred if you want to reference the letter in the future. Including a header at the top of your confirmation letter is necessary to ensure that both parties can find each other's contact information easily.

2. Begin with your explanation

You may begin your confirmation letter with an explanation that details what you're responding to and your decision. By starting with this information, the recipient may understand the purpose of the communication immediately. For example, if you're confirming your availability for an event, you may state your preferred time within the first sentence.

3. Supplement with detailed information

After you've clearly stated your decision, you can include additional information regarding your choice. For example, if you're responding to a job candidate whom you've interviewed, you can add information about bringing certain documents and preparing for a presentation, demonstration or aptitude test. Depending on the purpose of your response, the details and information you include in this section of your confirmation letter may differ.

Related: Email Examples: How to Respond to an Employer Interview Request

4. Call attention to any attachments

If you're not attaching anything to your confirmation letter, you can skip this step. If you're attaching documents or any other materials to the letter, you can describe what they are and if there's any action that the recipient needs to take. For example, if you're writing a confirmation letter to a professional you plan to engage for a project, you may attach a signed contract or a contract for them to sign and return to you.

5. Close with a supportive statement

By inserting a supportive statement at the end, you can close your letter in a strong and clear way. The statement you choose to write at the end of the letter highly depends on the purpose of your response and if the letter is informal or formal. For example, if you're confirming an appointment, you may write about how you're looking forward to meeting the recipient. In contrast, if you're preparing a confirmation letter about a business agreement, you may close with a sentence about your excitement to begin the new partnership.

What is a confirmation letter?

A confirmation letter is a document that professionals write to reply to an offer or invitation, such as if they can attend an event, such as reservations, business meetings or appointments. Another way that you may use a confirmation letter is to document verbal agreements to make sure that there's written proof of what has been discussed. These letters may be formal or informal, depending on the occasion or the title and position of the person you're responding to. You may also write a confirmation letter regarding:

  • internships

  • job interviews

  • pregnancy

  • salary

  • payments

  • orders

  • account balance

  • statements

  • loans

  • probation

Related: How to Write a Resignation Letter (With Template, Samples and Tips)

Tips to write a confirmation letter

Explore these tips on how to write a confirmation letter to write yours effectively:

Respond promptly

Responding in a timely manner shows your interest in your professional relationship or business partnership with the recipient. It's best to send a confirmation letter within two to three days from the original correspondence. By doing so, the recipient may immediately form a positive impression of you and your team as efficient and highly productive professionals.

Maintain a professional tone

Even though some letters may be informal, it's necessary to upkeep a professional tone throughout the letter. This shows that you take the work that you do seriously and that you respect the recipient. Depending on the title and position of your recipient, you may write with a more or less formal tone. By maintaining a professional tone, you can boost the confidence of the recipient in entering a professional working relationship with you and the company.

Related: How to Be Professional at Work in 20 Steps (Plus 5 Qualities)

Keep it brief

Confirmation letters are often brief. It's essential to be concise when writing these letters so that the recipient doesn't miss the important information amidst all the other details. You may only want to include information that's relevant to the subject. If there are any other details you wish to convey, you may do so in a separate document, such as in a contract or another email.

Proofread the letter

To ensure that there are no mistakes in spelling, grammar or syntax, don't forget to proofread the letter. You may ask one of your team members to read through the letter, as they may spot errors that you've missed. If the letter is of high importance, such as regarding a business agreement, you may wish to employ a professional editor or proofreader to do this task. As this is a written document which both parties may refer to during the work partnership, it's of utmost importance that they're no errors.

Confirmation letter templates

There are two types of confirmation letters that you may decide to use depending on the situation:

Informal confirmation letter

Here is a template for a casual or informal confirmation letter:

[Your full name]
[Your phone number]
[Your email address]

[Date]

[Recipient's full name]
[Recipient's phone number]
[Recipient's email address]

Dear [recipient's first name],

I have checked my schedule for the week of [date and month] and want to inform you about my availability.

After reviewing the times you suggested, [time and date] works best for my schedule. If this day no longer works for you, please let me know. I have included additional times I can meet below:

  • [time and date]

  • [time and date]

  • [time and date]

However, I've marked my calendar for our meeting on [time and date] unless something changes.

I look forward to meeting with you, and I hope you have a great week ahead.

Sincerely,
[Your full name]

Formal confirmation letter

Here's a template you can use when sending a more formal confirmation letter:

[Your full name]
[Your phone number]
[Your email address]

[Date]

[Recipient's full name]
[Recipient's phone number]
[Recipient's email address]

Dear [recipient's title and last name],

I am excited to confirm our [partnership being confirmed] starting [date].

I've carefully reviewed [the materials you've looked over] you sent me via our most recent communication. Our team is agreeable to all the details and [decision you've made].

Attached to this email, you will find [any corresponding documents you've included].

If you or your team have questions, please contact [who they can contact] directly. I look forward to working together to [what you have agreed to do].

Sincerely,
[Your full name]

Related: Business Letter Formats: Overview and Examples

Confirmation letter examples

You may use these examples to help you craft your own confirmation letters:

Informal confirmation letter

Here's a sample confirmation letter showing a more casual conversation:

Sheila Lim
+65 8123 4567
sheilalim@email.com

20 June 2021

Ramesh Krishnan
+65 9333 4444
rameshkrishnan@email.com

Dear Ramesh,

I have examined my schedule for the week of 2 September and want to inform you about my availability.

After reviewing the times you suggested, 3 p.m. on 4 September works best for my schedule. If this day no longer works for you, please let me know. I have included additional times I can meet below:

  • 10 a.m. on 3 September

  • Between 12 p.m. and 2 p.m. on 5 September

  • 3.30 p.m. on 6 September

However, I've marked my calendar for our meeting at 3 p.m. on 4 September unless something changes.

I look forward to meeting with you, and I hope you have a great week ahead.

Sincerely,

Sheila Lim

Formal confirmation letter

This example shows a more formal confirmation letter:

Abdul Hakim
+65 8777 8888
abdulhakim@email.com

25 July 2021

Nicole Heng
+65 8111 2222
nicoleheng@email.com

Dear Ms Heng,

I am excited to confirm our business-to-business partnership starting this October.

I've carefully reviewed the contract and materials you sent me via our most recent communication. Our team is agreeable to all the details, and we have unanimously decided to work with your company.

Attached to this email, you will find the signed and completed contract, along with answers to the questions your team needed to brainstorm for our upcoming promotional campaign.

If you or your team have questions, please contact me directly. I look forward to working together to reach our company's goals.

Sincerely,

Abdul Hakim