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Confirmation Letter

Confirmation letter, Types and Uses with Sample Letter Template in doc & pdf

Confirmation Letter or email is considered a formal and a legal document which authenticate that the deal is done or the agreement which was discussed or communicated earlier is agreed by both the parties.  The letter of confirmation is final and written consent or goes ahead for all the terms and conditions related to the agreement or contract.  Now a days, In any business or in the corporate world, all the communication are done via email and for any small or big decisions, various level of business executive or the stake holder are kept in cc by their executives or the manager and most of the business decision, contract and agreement clauses are amended by exchanging emails and final email confirmation is sent which finally comes in the shape of final Printed contract or agreement and kept in record as an Legal document.  

The uses and the Content of the confirmation letter should be different and it should be as per the need and at various conditions and occasions listed below like for:

  • Order confirmation

  • Appointment confirmation

  • Employment confirmation

  • Job confirmation

  • Meeting confirmation

  • Payment confirmation

  • Bank confirmation

  • Loan confirmation

  • Salary confirmation

  • Address confirmation

  • Employee confirmation

Generally, these above mentioned reasons and situation are required or demand to write confirmation letter.


Objective of the confirmation letter

The objective of confirmation letter or email is to ensure that two parties those are involved in a particular dealing are agreed and acknowledge the content of the engagement and all if and buts or confusion related to anything such as date, place, time, clauses, commitment, and other terms and conditions are over.

Confirmation letter means consent or agreement is a legal and one of the most important documents required to be kept in record. In case of any conflict or dispute arises, this document can be used as an legal evidence because it may can prove that who is at fault.


How to Write a Confirmation Letter?


This is a very common letter and while writing this kind of letter one should keep in mind the followings

  • Company’s Letterhead should be used in case of the official confirmation.  By using a letterhead this letter can be used further as a formal and official document of the company.


  • To make this letter more impactful title of the letter should be properly highlighted in the subject and also just above the salutation one should include complete name and address of the recipient.

  • At the time of writing letter of confirmation for your personal matter then you should use a Good quality Plain paper and follow the subject as to what is the purpose of giving confirmation.  There are many various reasons, an individual professional write such as but important to follow the guidelines business letter writing.


  • Get the Right salutation in place at the starting point of the letter as per your letter like if it is formal letter or it is business letter and accordingly use the right salutation.


  • You can begin your letter with “this is to confirm” or “I would like to confirm” followed with the reason or objective for which the confirmation is required. Generally, we write for meeting, job, employment, salary, payment, address, terms and conditions related to the contract or agreement confirmation are included in the objective of this kind of letter.


  • In case of dis-agreement of few of the clauses you can highlight that very particularly and request the recipient to take a particular responsibility and ask for the written confirmation in return to avoid future complications or misunderstandings.


  • At last, in order to finish this letter you can use terms like “yours Sincerely”, “thanking you”, “Warm Regards” etc. followed with adding your Name, designation and your signature.

Proofreading is very important before Confirming!


Once you are finished writing this kind of letter whether is a formal or a personal letter proofreading is compulsory.  Ensure that the word, spelling, grammar used in the sentence are correct and meaningful. 

Also see that the subject such as “confirmation” is used properly.  The content of the letter should be related to the subject and covering all the important points and objectives.

Find various types of confirmation letter and Email sample template in doc and pdf format for your quick uses and example :



Employment Confirmation Letter

Sample Template

Use Company's  Letterhead



Date: _________


Dear ,


After a consistent review of your performance during your probation period, we are pleased to inform you that your services are being confirmed and will be effecting from ___/__/___.


All the other terms and conditions as detailed in your appointment letter remain unchanged.


We are looking for your valuable contributions and we wish you all the best for your career with the company.


Please sign the duplicate copy of this letter as a token of acceptance of the same.




For Company Name



Name of the Manager 





Confirmation Letter Sample 



Ref No.:-


Dear ,




This letter of confirmation is written to you for the recognition of the work you are doing for the organization, we are confident that you will meet your responsibilities with the same level of enthusiasm & enterprise which you have exhibited with your excellent performance.


So at this time it’s my honour to inform you that you are being confirmed as you have successfully completed your six months with the company w.e.f. (Date).


This is a clear reflection of your hard work, commitment & determination to excel in performance. We are confident that you will use the opportunity of working with xyz for further enhancing the growth of your career and contribute your best to the organization year after year. We sincerely look forward for your association with XYZ Pvt Ltd.



Congratulations on your continued success



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