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Confirmation Letter: Format, Email & Sample Letter Templates

A confirmation letter (or confirmation email) is a formal document used to verify and acknowledge an agreement, contract, appointment, or transaction. It serves as a legal and professional record that both parties have agreed on specific terms, dates, and responsibilities.

2 Plus Confirmation Letter Sample Template For Example

On this page, you’ll find everything you need—write confirmation letter format, sample letter template for example, ready-to-use templates in Word & PDF, and a step-by-step guide on how to write a confirmation letter.

What is a Confirmation Letter / Email?

A letter of confirmation is an official written statement that confirms decisions, agreements, or actions. Unlike informal communication, a confirmation email or letter is considered valid proof in professional and legal settings.

Types of Confirmation letter and their common uses:

1. Job Confirmation Letter for Employment
2. Contract Confirmation
3. Agreement Confirmation 
4. Appointment Confirmation
5. Bank Transaction Confirmation
6. Order Confirmation for Purchase
7. Meeting Confirmation
8. Salary Confirmation
9. Payment Confirmation
10. Address or personal detail confirmation & verifications
 
1. Job Confirmation Letter for Employment
Issued by HR or an employer to confirm an employee’s appointment or successful completion of probation. It provides official proof of employment and job terms.
 
Short Snippets for Example:
 
Subject: Job Confirmation Letter
Dear [Employee Name],
We are pleased to confirm your employment with [Company Name] as [Designation], effective [Date]. This letter serves as official confirmation of your appointment and terms of service.
View & download the Sample Letter in Word & PDF Format
 
2. Contract Confirmation
Sent between businesses, vendors, or clients to acknowledge and confirm contract terms. It ensures both parties agree on obligations before execution.
 
Short Snippets for Example:
 
Subject: Contract Confirmation Letter
Dear [Recipient Name],
This is to confirm our contract agreement dated [Date] between [Your Company] and [Recipient Company]. The agreed terms and obligations stand valid and binding as discussed.
View & download the Sample Letter in Word & PDF Format
 
3. Agreement Confirmation
Used to formally confirm acceptance of an agreement, such as service terms or partnerships. It avoids disputes by documenting mutual consent.
 
Short Snippets for Example:
 
Subject: Agreement Confirmation
Dear [Recipient Name],
We hereby confirm our agreement regarding [Service/Product/Project], as per the terms finalized on [Date]. Kindly acknowledge this confirmation for record purposes.
View & download the Sample Letter in Word & PDF Format
 
4. Appointment Confirmation
Sent to confirm scheduled appointments between professionals (e.g., doctor, lawyer, consultant) and clients. It clarifies date, time, and location.
 
Short Snippets for Example:
 
Subject: Appointment Confirmation
Dear [Recipient Name],
This is to confirm your appointment with [Person/Department] on [Date] at [Time], at [Location/Virtual Link]. Please let us know if you require any changes.
View & download the Sample Letter in Word & PDF Format
 
5. Bank Transaction Confirmation
Issued by banks or financial institutions to customers after transfers, deposits, or withdrawals. It serves as proof of transaction.
 
Short Snippets for Example:
 
Subject: Bank Transaction Confirmation
Dear [Customer Name],
We confirm receipt of your transaction of [Amount] on [Date] via [Mode of Payment]. The updated balance in your account is [Balance].
View & download the Sample Letter in Word & PDF Format
 
6. Order Confirmation for Purchase
Sent by sellers or e-commerce platforms to customers confirming orders placed. It outlines product details, pricing, and delivery dates.
 
Short Snippets for Example:
 
Subject: Order Confirmation – [Order Number]
Dear [Customer Name],
Thank you for your purchase. We confirm your order #[Order Number] placed on [Date]. The expected delivery is scheduled for [Date].
View & download the Sample Letter in Word & PDF Format
 
7. Salary Confirmation
Issued by HR or employers to verify employee salary details for official purposes, often needed for loans, visas, or financial proof.
 
Short Snippets for Example:
 
Subject: Salary Confirmation Letter
Dear [Employee Name],
This is to confirm that your monthly salary with [Company Name] is [Amount]. This certification is issued upon your request for official purposes.
View & download the Sample Letter in Word & PDF Format
 
8. Payment Confirmation
Sent by businesses, vendors, or service providers to confirm receipt of payments. Acts as a receipt and proof of settlement.
 
Short Snippets for Example:
 
Subject: Payment Confirmation
Dear [Customer Name],
We confirm receipt of your payment of [Amount] against invoice #[Invoice Number], received on [Date]. Thank you for your timely settlement.
View & download the Sample Letter in Word & PDF Format
 
9. Address or Personal Detail Confirmation & Verification
Used by organizations, banks, or Human Resource departments to verify employee or customer addresses and personal details. Helps maintain accurate official records.
 
Short Snippets for Example:
 
Subject: Address Verification Confirmation
Dear [Recipient Name],
This is to confirm the address and personal details you provided: [Address/Details]. Kindly review and acknowledge if any corrections are needed.
View & download the Sample Letter in Word & PDF Format
 

Confirmation Letter Format - Key Elements 

 

A professional confirmation letter should include the following parts:

• Letterhead / Sender’s details
• Date & recipient address
• Subject line (clear & specific)
• Salutation (Dear Mr./Ms.)
• Confirmation statement – “This is to confirm…”
• Details of confirmation (terms, dates, conditions)
• Disclaimers or conditions (if applicable)
• Closing & signature
• Attachments (if any)
 

Confirmation Letter Format Skeleton:


[Company Letterhead]

Date:_____

To,
[Recipient Name & Address]


Subject: Confirmation of [Agreement/Order/Employment]


Dear [Recipient Name],


This is to confirm [details of what is being confirmed]. The terms agreed are [insert terms].


Sincerely,

 

[Your Name, Designation, Signature]

 

How to Write a Confirmation Letter (Step-by-Step)

1. Identify the purpose of confirmation
2. Choose a formal or semi-formal tone
3. Start with a clear confirmation statement
4. Include all relevant details (date, amount, terms, names)
5. Specify next steps or follow-ups
6. Close professionally (Sincerely, Regards)
7. Proofread for clarity and correctness before sending
8. Be concise and professional
9. Use a polite and formal tone
 

Conclusion

A confirmation letter is an essential document in professional, business, and HR contexts. Whether it’s a job confirmation letter, order confirmation, or meeting confirmation email, the right format ensures clarity, professionalism, and legal safety.

 

Sample Letter of Confirmation & Emails

Find right confirmation letter format and Download our free confirmation letter sample in Word & PDF and start writing effective letters today.

 

 
 

Frequently Asked Questions of Confirmation Letter

  • Que: What is the difference between a confirmation letter and a confirmation email?
  • Ans:

    A letter of confirmation is usually printed and signed, making it more formal, while a confirmation email is digital but can also serve as a valid professional confirmation.

  • Que: Is a confirmation letter legally binding?
  • Ans:

    Yes, a confirmation letter can be legally binding if it clearly outlines the agreed terms and is acknowledged by both parties.

  • Que: Can I send a confirmation by WhatsApp or SMS?
  • Ans:

    While informal confirmations via WhatsApp or SMS are possible, it is recommended to use formal letters or emails for professional and legal validity.

  • Que: How long should a confirmation letter be?
  • Ans:

    A letter of confirmation should ideally be concise, between 150–250 words, depending on the purpose and details being confirmed.

  • Que: What should I do if I disagree with some terms in a confirmation letter?
  • Ans:

    If you disagree with certain terms, reply in writing, clearly stating your objections before signing or accepting the confirmation letter.

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