A confirmation letter is a formal way to acknowledge or affirm an agreement, appointment, or decision. It’s commonly used in business, employment, academic, and event-related settings. Writing a clear and well-structured confirmation letter helps avoid misunderstandings and ensures that all parties are on the same page. Whether you’re confirming a job offer, meeting, order, or reservation, the tone should remain professional, polite, and concise. Here is how to write a confirmation letter.
- Use a Formal Letter Format
A confirmation letter should follow a standard business letter format. Include the date at the top, followed by the recipient’s name, title, company, and address (if applicable). Begin with a formal salutation such as Dear Mr. Nkosi, or Dear Sir/Madam if you don’t have a name.
- Clearly State the Purpose
Begin the letter by directly stating the reason for writing. Mention what is being confirmed and provide a reference if necessary.
Example:
I am writing to confirm our meeting scheduled for Monday, 15 April 2025, at 10:00 a.m. at your Johannesburg office.
Or:
This letter serves as confirmation of your employment with MZ Holdings, starting on 1 May 2025, as discussed during the interview process.
- Include Relevant Details
After stating the purpose, provide all the necessary details related to the confirmation. These might include:
- Names of involved individuals
- Dates and times
- Venue or location
- Job position or order number
- Agreed terms or conditions
Example:
As agreed, you will be joining our company as a Marketing Assistant with a starting salary of R12,000 per month. You are expected to report to our Cape Town office by 8:30 a.m. on your first day. Your probation period will last three months.
- Be Professional and Polite
Even if the letter is confirming something routine, maintain a respectful and courteous tone throughout. Avoid using overly casual or vague language. Keep the sentences clear and avoid unnecessary repetition.
Example:
Please do not hesitate to contact me should you need further clarification. We look forward to working with you.
- Close the Letter Properly
End the letter with a polite closing such as Yours sincerely, Kind regards, or Best regards, followed by your name, title, and contact details.
Example:
Yours sincerely,
Damaris Gatwiri
HR Manager
Email: gatwiri@company.co.za
Phone: 081 456 7890
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