A confirmation letter is an official letter from one party to another stating that they have accepted a particular process. Confirmation letters can be applied to different situations, like events or appointments, but they are usually common in job recruitment and student admissions.
What does the confirmation letter contain?
A confirmation letter contains all the details of the job or the course. For employees, it includes the job description, salary, joining date, etc, and for students, it contains the course starting date, tuition fee, etc.
Why is confirmation letter important?
- A confirmation letter formalizes the process.
- A letter of confirmation builds trust among both parties and reduces the chances of fraudulence.
- It serves as an agreement from both parties, committing to a particular process.
- It gives a secure feeling to the receiver that they are officially a part of the organization.
7 steps to create a good confirmation letter
- Include a letterhead- Mention your company or institute’s logo and address in bold right at the beginning of the letter. This makes it very clear where the letter has come from to the receiver.
- Mention the receiver’s name and address at the beginning of the letter.
- Write a clear subject line- Ensure that your subject gives enough clarity to the receiver about what the letter is about.
- Brief about the post – Start the body of the letter by congratulating the receiver, and start in a happy tone. Give a brief about the position or the course, such as job title or course description.
- Details in the next paragraph- In the following section, write about the job responsibilities, salary, tuition fee, terms, conditions, etc.
- Sign off- Finally, sign off with formal salutations such as ‘regards’ or ‘sincerely.’ Then mention your name and designation, followed by your Company’s name and address.
- Proofread and edit- Do not trust the first draft of your letter, but proofread and edit it like a pro before sending it.
Job confirmation letter sample
What to do after receiving a confirmation letter?
- Send an email acknowledging the offer.
- Go through terms and conditions thoroughly.
- Reach out to the company or the institute for any queries.
- If possible, talk to the existing employees or students (in the case of institutes) to learn about the work culture or course structure.
- Prepare the necessary documents to submit upon joining.