What Is a Confirmation Letter?

Confirmation letters are generally used to affirm and summarize a prior agreement made between two different parties. A confirmation letter is a type of business letter that is used to confirm, record, and acknowledge a particular agreement, activity, and the like. A confirmation letter may have a lot of variations, but it generally provides information that will keep both involved parties on the same page and understanding. With the help of a confirmation letter, there will be no room for miscommunication and misunderstanding.

Confirmation letters have a resemblance with other types of letters such as acknowledgment letters and acceptance letter although it does both each of its functions. And since it has resemblance with other types of letter,

This type of letter contains the basic contents you would find in a formal letter. It starts with the return address, followed by the date, then the inside address, the salutation, the body of the letter, closing remarks, and the printed name and signature of the sender. Some businesses prefer to use a company letterhead to enhance brand awareness.

50+ Sample Confirmation Letter

Uses of Confirmation Letter

Being one of the most widely used types of letters in the business and academe setting, it also has a wider set of purposes. Below are some of the uses of confirmation letters that should help you determine situations when you can send a confirmation letter.

Confirm Each Party’s Acknowledgement to an Agreement: When it comes to businesses, conflicts are not unusual. That is why upon making agreements, involved parties may make use of a confirmation letter as a document that will serve as a piece of evidence that both parties have indeed agreed on the set of terms. Upon any breach done by any of the parties, the confirmation letter can be used in determining the party at fault.Confirm a Reservation or Registration: For customers to be assured that their reservation or registration has been acknowledged and approved, the business is required to send a letter of confirmation. Even if hotels, inns, and the like are confirmed via phone call, it is still ideal to hand a confirmation letter especially with reservations and registrations that consist of specific instructions that the customer should heed. By using this type of confirmation letter, it easier to clarify and make amends when the need arises.Confirm an Attendance to an Appointment: It is proper etiquette to give someone your affirmation whether or not you are attending to an appointment, meeting, interview, and the like. With the use of a confirmation letter, you can conveniently inform and assure the other party that you will attend the appointment. The confirmation letter can also serve as a future reference for any business-related reasons.Confirm a Customer’s Order: To avoid any possible problems with customer orders, it is important to confirm the specifics of a customer’s order. Customers may make Confirmation of an Applicant’s Scheduled Interview: sudden changes halfway and a confirmation letter can be used to show the customers the details and terms they have initially and agreed upon that any changes after that are subject to discussion or negotiation.Confirmation of the Receipt of a Job Application Letter and Resume: Even with the volume of job applicants you receive on a daily basis at the human resources department, it is proper etiquette that you respond to the applicants a confirmation letter to acknowledge that you have received their professional resumes and job application letter. Confirmation of an Applicant’s Scheduled Interview: If you want to formally announce to job applicants the success of their initial screening process and that they’re in for the next round, do send them a confirmation letter that informs them of the details they have to know regarding the interview. This is especially important for job positions that require the applicants to make necessary preparations.Confirm Your Attendance As a Guest to an Event: Organizing events such as workshops, seminars, and the like can be quite stressful and it gets worse if the guest who is invited to share insights and deliver discussions to a topic will not confirm his or her attendance. That is why if you are invited to one, make sure to send a confirmation letter that will affirm your attendance to the said event.

How to Write a Confirmation Letter

Knowing how to come up with a well-written confirmation letter can help you communicate effectively with your intended receivers. Confirmation letters are not that challenging to write since it does not have to be necessarily long and detailed. But if you have no idea how a make a basic one, it will indeed become quite tricky for you to create and send one since confirmation letters, like any other formal letters, have a formal format and structure that you must follow. That said, take some notes of the following steps that can guide you to write a confirmation letter on your own.

Step 1: Start with the Return Address or Download a Letterhead

The return address is essential as it allows the receiver of the letter to identify where to send it back. However, if you want a better way to present your return address, you may download a ready-made letterhead template that will make your letter look more professional-looking enough for your equally professional recipients. Using a letterhead also enhances your brand recognition. Use a single letterhead design in all of your correspondence, and your branding will indeed have a long way to go.

Step 2: Write the Date, Inside Address, and Salutation.

The date that you should indicate in your confirmation letter should be the date when you wrote it. The date is essential for record-keeping purposes. Make two spaces below the date and write the inside address. The inside address contains the full name, title, and address of your intended receiver. Make a single space after the inside address and write the salutation which is Dear: followed by the name of the recipient and its appropriate title. It is essential to do your research first to ensure that you are addressing the recipient of your letter correctly. It is essential to do your research first to ensure that you are addressing the recipient of your letter correctly and to avoid sending them with To Whom It May Concern.

Step 3: Compose a Three-Part Body of Letter

Three is the ideal number of paragraphs for your letter. It should consist of the confirmation details the sender intends to convey to its receiver. This part of your letter should start with an introductory paragraph that will state the sender’s purpose for writing the letter. Its succeeding paragraph, the supporting paragraph must provide details as to what is being confirmed in the letter. It should be expressed thoroughly and briefly as much as possible to avoid confusing your readers. If there are details such as date, time, and place, carefully lay these out. End the body of your letter with the concluding paragraph that will reiterate the letter’s main point or message without having to introduce a new one.

Step 4: End the Letter with a Formal Closing and the Name and Signature of the Sender

Right after the concluding paragraph of the body of the letter, immediately follow it with appropriate closing remarks. Among the common closing remarks used in business letters include Sincerely yours, Truly yours, and Respectfully yours. Make three to four spaces after the closing so you can write down your full name and signature below it. The position or the assigned department of the sender may be included below its printed full name.

Step 5: Thoroughly Check the Contents of Your Draft Before Printing

Avoid making the common mistake of sending an unpolished letter by making sure that you have thoroughly checked the first draft of your letter before sending it to your intended receivers. Apart from checking the grammar and spelling of our letter, it is also important to check the accuracy of the details you have incorporated. Double-check crucial arrangement details such as the date, time, and venue. Verify the correctness of the rest of your letter, and soon enough, you can already have it ready for printing.

The Dos and Don’ts of Writing Confirmation Letters

As mentioned, confirmation letters should not be a challenge to write, but if you lack the basic knowledge on how to write one, your first draft might still need a lot of work. Apart from learning the steps of creating a confirmation letter, there are other tips you

Dos

1. Do secure the factuality of your confirmation letter.

Confirmation letters provide crucial information from one party to another that if any information that is false or unverified, it can already affect the business decisions by that company. Check the correctness of any arrangement details and have everything checked by your direct head or senior to review the information you have indicated in your confirmation letter. You may also refer to the documents that you used as a basis and see to it that it matches.

2. Do ensure the accuracy of your confirmation letter content.

Confirmation letters are used to affirm factual information, which makes it highly crucial to ensure the accuracy of the contents of your letter. Upon checking the accuracy, there are two things you need to look into. First is the accuracy of the words and terms used in the body of your letter. Even if you have read your letter and have understood it clearly, it may not work well with your reader. As much as possible, write in layman’s terms, avoid highfalutin words, and use jargon only when necessary. Second, is the accuracy of the details you the confirmation details. Check the accuracy of the meeting place, time and date, agreement changes, and any additional essential information or clarifications. Also, look out for details you failed to include in your first draft.

3. Do maintain professionalism when writing your confirmation letter.

Even if you have excellent letter writing skills, it will be of no use if you do not cannot write in the ideal and appropriate tone. One way to show professionalism is by simply being direct to the point and straightforward in one’s choices of words. It is by being simple that makes your letter comprehensive enough to read by your receivers regardless of the position and rank they hold. Another thing is by using the appropriate honorifics when required. Observe politeness throughout your letter, use the corresponding salutation, and write the correct closings.

Don’ts

1. Don’t miss the opportunity to express gratitude.

Like any other letter, make it a point that you express your gratitude to the recipient of your letter. If you are confirming your attendance as a guest speaker to an event, don’t forget to say thank you for being given such a significant opportunity to share your insights with an audience. Also, most formal letters contain an expression of gratitude toward its readers who took the time to read your letter. However, this tip is something that may not be ideal for some types of confirmation letter since it should be taken into consideration your reason for writing a confirmation letter.

2. Don’t take the proofreading step for granted.

Among the critical things that you should do when writing any formal letters is proofreading. With proofreading, you can see whether your first draft contains errors when it comes to grammar, spelling, and, most especially, the correctness and accuracy of its contents. Proofreading is a crucial step that even those who write letters for a living highly prioritizes. As mentioned, anything written and read in a confirmation letter will be deemed as factual. Any mistakes, no matter how small, can already make an impact. And, most of the time, a negative impact at that. For instance, a hotel reservation confirmation letter that indicates wrong reservation details (date, room number, etc.) is already affecting their customer relations.

With its multiple uses, the knowledge on how to write a confirmation letter can provide you with so many benefits. If you still find writing a confirmation letter a challenge up to now, you may download any of the confirmation letter templates and examples uploaded in this very article. Now that you have the right confirmation letter samples, the proper knowledge of its necessary steps and guidelines, soon enough, you can write a confirmation letter that will surely make a good lasting impression to your readers.