Confirmation letter is written in order to inform someone about the confirmation of a certain proposal or a verbal agreement. It could be for a business proposal / agreement or for an entirely personal approval. You can write this to confirm a wedding invitation, an official meeting, interview, employment, consignment delivery or other personal and professional arrangements.
It is most commonly used in work place as ‘confirmation letter’ that is given to a trainee after a successful completion of their probation period. It affirms the service, experience or any details that have been agreed upon in words. Its main objective in terms of business correspondence is to avoid uncertainty related to date, time, venue and any other relevant details. It covers all the essential information in simple and understandable language.
Here we have presented some easy steps to guide you in writing confirmation letter.
- Compose it on your official letterhead if you are writing this to confirm a formal arrangement. This provides an authenticity and professionalism to the correspondence.
- You can use fancy or plain letter writing pad for your personal confirmations. Personal confirmations are free with the rules of professionalism and allow you to express your feelings freely.
- Use professional fonts and maintain them throughout the letter. Use proper salutations and complimentary gestures. Be polite and assure the reader that their correspondence has been taken seriously.
- Business decisions depend on such correspondence. Thus, mention all the relevant facts accurately. Do not use any exclamation points as it also serves as a legal document.
- Keep the tone of your writing polite and pleasant. Although, it is also dependent on the connection between the corresponding people.
- Enter the current date whether you are writing personal or professional confirmation.
- Create a subject line. A short and factual subject line including the most important information helps the reader to understand the essence of the letter.
- Start your writing with an appropriate salutation. If you are writing a personal note you can use some cordial salutation or anything informal greeting you like.
- For a formal letter, begin with the suitable salutation. According to the new trend you can write “Dear Mr. / Mrs. / Ms……” with the last name.
- State the purpose of the letter in the opening lines. Confirm the agreement/ proposal in the initial lines in a pleasant manner. Add all the relevant details for instance, the exact date, time, venue and other details. Specifically write down the information related with the arrangement made in the first paragraph.
- Provide some other details that might be significant to the concurrence in the middle paragraph. It could be some documents or some instructions required to be completed or anything you feel important for the particular event.
- Write a polite thank you note to conclude your writing. Never hesitate in expressing gratitude as it is an essential requirement of such letters.
- Close it with a complimentary closing such as “Sincerely” or “Respectfully.” for formal note and “Cordially” for informal confirmation.
- Proofread the note carefully before putting your signature. There should be no grammatical or spelling errors. A flawless letter is much required for such important matter.
- Put your signature and send it.
- Make two copies of it. Send one to the addressee and keep one for your record and further reference.