How to Write a Confirmation Letter: 20 Free Templates

A formal letter confirming or verifying a contract, selection, or another exchange involving two recipients is known as a confirmation letter. It acts as an official record of the disclosure’s specifics and assists in the avoidance of potential mistakes or disagreements. It is also known as a job confirmation letter or an employment confirmation letter. 

What is a confirmation letter?

Confirmation letters are written to verify facts or procedures that have previously been talked about orally. In the corporate sector, this kind of letter is frequently used to verify purchases, make inquiries about facts, or follow up on an interview or telephone call.

It is important to authenticate the correctness of every single piece of data in the letter.

A letter of confirmation can be delivered via email, postal mail, or fax and utilized in a variety of contexts, including company, school, and legal concerns. It’s crucial to be precise and thorough when composing a letter of confirmation and to provide all necessary details.

What is to be included in a confirmation letter?

Include the date and recipient details.

The very first thing on the page should be the letter’s date. The recipient’s identity, place of residence, and any other pertinent contact details should also be included in the letter. Make sure to use the right salutation when addressing the recipient.

Include the purpose of confirmation.

The aim of the verification and any pertinent context should be included in the letter’s introductory sentence. This includes your reason for writing a confirmation letter, whether all the details are correct in the agreement, etc.

Include the details of the agreement.

The letter must contain all necessary data on the deal, including all important dates, times, quantities, and other specifics. This is also where you would confirm the salary, start date, etc., in case of a job confirmation letter.

Include the confirmation statement.

A specific statement confirming the specifics of the contract or deal should be included in the letter. Additionally, the letter should make obvious any necessary next actions, such as additional documents or activities.

Include your contact information and signature.

Your contact information, including your name, phone number, email address, and any additional pertinent details, should be included in the letter. Your signature and, if appropriate, your official title or status should appear on the letter.

How to write a letter of confirmation (Tips)

Ensuring that all the job details that have been provided to do are perfect and have no errors is important, and confirming these with the employer is even more important. A contract or deal can be completed without any confusion or disputes with a well-written confirmation letter. These points will surely help you write the perfect confirmation letter:

Make it brief

A confirmation letter must be precise, short, and contain just the necessary information. Avoid making it unnecessarily long by using complex sentences. An excellent confirmation letter precisely represents the transaction’s specifics and accurately conveys what you want to say. A straight-to-the-point letter is crucial. 

Be specific

When describing the contract or deal, be precise and thorough. Include essential information, like dates, places, time frames, and any additional relevant details. Everything you need to confirm should be included without excluding anything.

Use a professional tone

Everywhere in the letter, use formal language and a businesslike tone. Slang and casual language should be avoided. Additionally, be sure to double-check the letter’s data to ensure that everything is correct.

Check for errors

Be certain the letter is clear of typos and mistakes in grammar before sending it by proofreading it. Errors make a letter difficult to read and comprehend. Writing a mistake-free letter gives a good impression to your employer. 

Follow up

Add any necessary next actions, such as more paperwork or steps in the letter if they are necessary. Contact the receiver again to make sure things are in place. If any specific documents or other things are missing, you can provide them with the same. You can also keep a copy of the confirmation letter with yourself to refer back to in case of any discrepancies.

Key Takeaways

A well-composed confirmation letter must be straightforward and written with a formal and polite tone. It should be clear of typos and mistakes in grammar. All necessary details about the job or employment confirmation must be conveyed clearly. Also, make sure to include other important details like both parties’ names, contact information, addresses, etc. Signing off the letter with a relevant closing and your signature is a must.

Letter Template: 1

Work Done Confirmation Letter

[Name Of The Sender]

[Name If The Company]

[Job Title]

[Address, Zip Code]

[Phone]

[Email]

[Date]

[Name Of The Recipient]

[Name Of The Company/Organization]

[Job Title]

[Address, Zip Code]

Sub- Confirmation of Work Done.

Dear [Name Of The Recipient],

We are delighted to let you know that your [Company/Organization] has successfully done the work we have given you on [Date]. It is our official confirmation letter to you. You have got [Length Of Time] to complete the work, and within this period, you have done this work brilliantly.

We must admit that you have impressed us with your skills. Your work efficiency is commendable. While working, you have carefully taken care of the needs and requirements of our company.

This is appreciable. We have seen your dedication to your work. You have a great sense of professionalism which makes you different from others. Your hard work deserves to get our praise.

Thank you for all the efforts you have made for us. We have loved your work, and we definitely want to give you more work in the future.

Yours sincerely,

[Name Of The Sender].

work done confirmation letter

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Letter Template: 2

Work Done Confirmation Letter

[Mention the name of the sender]

[Mention the address of the sender]

[Mention the contact details]

[Mention the email address]

[Mention the date]

Subject- [Mention the subject of the letter or email]

[Mention the name of the recipient]

[Mention the address of the recipient]

[Mention the contact information]

Dear [Mention the name of the recipient],

I am [mention the name of the sender], and I am in the post of [mention the post of the sender], wants to inform you that your work has been confirmed. Thank you for the excellent work you’ve been doing recently for our company [mention the name of the company or organization].

Your hard work and dedication to the project [mention the name of the project] have been extremely beneficial to our company during a difficult period. We just wanted to let you know how much we value and appreciate you.

We know that the recent round of layoffs has had a negative impact on company morale. Not only are people concerned about losing their jobs, but many are being asked to perform tasks that are not part of their job descriptions.

We also know that you have worked tirelessly both before and during this time to keep your department running. Not only do you complete high-quality work for yourself, but we’ve also seen you assist your coworkers. You arrive early, stay late, and even use your lunch break to pitch in and help out. Furthermore, you do all of this with a fantastic attitude and eagerness.

Thank you, [mention the name of the recipient], for your hard work and dedication to this company [mention the name of the company or organization] in recent months and even before that. We sincerely appreciate everything you do. For any further information, please do not hesitate to contact me.

[Mention the name]

[Mention the profession]

[Mention the contact details]

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Letter Template: 3

Work Done Confirmation Letter

[Mention the name of the sender]

[Mention the address of the sender]

[Mention the contact details]

[Mention the email address]

[Mention the date]

Subject- [Mention the subject of the letter or email]

[Mention the name of the recipient]

[Mention the address of the recipient]

[Mention the contact information]

Dear [Mention the name of the recipient],

This is [mention the name of the sender], writing this letter to inform you that your great work done on [mention the name of the project done by the recipient] has been confirmed by the [mention the name of the company or organization].

Thank you so much for taking the time to interview me for the open sales position. I appreciate you taking the time to explain the hiring process and your training program. You obviously know a lot about sales and marketing. I enjoy working in sales and believe I am a good fit for the position. I enjoy a good challenge, and your innovative training program piques my interest.

My sales numbers at my current job have increased by [mention the percentage]% in the last [mention the total number of years] years, as we discussed during the interview, and I was at the top of our sales force [mention the number of years] year. I’m confident that by combining my current experience with your training program, I’ll be able to rise to the top of your sales team as well.

Thank you once more for taking the time to speak with me about the position. I believe I can help your company and hope to meet with you again soon. Meanwhile, please let me know if you require any additional information. You can contact me by calling at [mention the contact number of the sender] or even you can mail me at [mention the mail id of the sender].

[Mention the name]

[Mention the profession]

[Mention the contact details]

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Letter Template: 4

Agreement Confirmation Letter

[Name Of The Sender]

[Name Of The Company]

[Job Title]

[Address, Zip Code]

[Phone]

[Email]

[Date]

[Name Of The Recipient]

[Name Of The Company]

[Job Title]

[Address, Zip Code]

Sub- Confirmation of Agreement.

Dear [Name Of The Recipient],

This letter is the confirmation of our agreement regarding [Subject Of The Agreement]. After the previous discussion, we are ready to sign this agreement with your company. I hope this agreement will be helpful for both of our companies. We have agreed to the following things.

[State the agreed things].

You need to accept some terms and conditions and at the same time have to obey these terms and conditions. Those are the following.

[State Terms And Conditions].

We hope you will surely obey these terms and conditions.  You are also informed that if your company breaks this agreement, We will take legal actions against your company. So, you are requested not to break this agreement.

We are attaching two copies of this agreement with this letter. Please sign both copies. Send me one copy and keep the other for your consideration.

Yours sincerely,

[Name Of The Sender].

Agreement Confirmation Letter

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Letter Template: 5

Agreement Confirmation Letter

[Mention the date]

Subject-  letter of confirmation for agreement

Except as expressly revised herein, the Credit Agreement shall remain in full validity and effect on the date hereof in accordance with its contents.[Mention the name of the team members]  and terms of similar import in the Credit Agreement refer to the Credit Agreement after such Amendment unless the context dictates otherwise.

Any reference herein or in any such document to the Credit Agreement or any of the other Credit Documents refers to the Credit Agreement and Credit Documents as revised hereby. These Confirmation Letters apply to[Mention the name]  and Patriot in the same way that an End Customer Contract does, and they are in full force and effect until they expire or are terminated according to their provisions.

After the effective date of this agreement, confirmation letters between [Mention the name] and the end customer are explicitly excluded from the scope of the end-customer contract and have no bearing on this agreement.

This confirmation serves as proof of a complete and binding agreement between you and us regarding the parameters of the transaction to which it relates. It supersedes any prior agreement between us on the subject matter hereof. This confirmation, or any confirmations or agreements between us that reference the [Mention the form], are deemed to supplement, form part of, and be subject to the same single agreement.

It does not have any quasi-material information about the Shares or the Issuer as of this [Mention the date]. It agrees that if it obtains material non-public information about the Issuer or the Shares, it will not seek to execute, terminate, amend, or otherwise change the Transaction.

Kind regards

Sincerely

[Mention the name of the sender]

[Handwriting signature]

[Mention here, if there is any post note to be given]

Agreement Confirmation Letter

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Letter Template: 6

Leave Application Confirmation Letter

[Name of the Sender]

[Company Name]

[Job Title]

[Address, Zip Code]

[Phone]

[Email]

[Date]

[Name of the Recipient]

[Name of the Company]

[Job Title]

[Address, Zip Code]

Sub- Confirmation for Vacations.

Dear [Name of the Recipient],

This is to inform you that your leave application for vacation is confirmed. I got your leave application on [Date], and now, after going through that application, I have decided to confirm this for your vacation from [Date] to [Date].

I understand the need for a break and appreciate your decision to go on vacation with your [Family/Friend]. After all, we need to look after our personal life and professional life.

You have been working very hard, and I seriously think you need a break. As an employee, you have shown your excellence in doing every project constantly, and you truly deserve this break.

We must take care of every employee’s needs and necessities. So these vacations will be good refreshments for you. Go for this break and enjoy it to the fullest.

 For queries, please contact me.

Sincerely,

[Name of the Sender].

leave application confirmation

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Letter Template: 7

Visit Confirmation Letter 

[Name of the Sender]

[Company/ Organization Name]

[Job Title]

[Address, Zip Code]

[Phone]

[Email]

[Date]

[Name of the Recipient]

[Name of the Organization/Company]

[Job Title]

[Address, Zip Code]

Sub- Confirmation for a visit.

Dear [Name of the Recipient],

With reference to our previous correspondence, I would like to confirm my visit to [Name Of The organization/Company] on [Date] at [Time]. Please consider this letter as confirmation of my visit.

This is to let you know there are particular reasons behind this visit. The reasons are the following.

[State the Reasons]

I also want to inform you that I will be there for [Length of Time]. So, you are requested to inform all the [Employees/Members] about my visit, and the presence of each and every [Employee/Member] is mandatory on that day.

I will definitely talk to some of them to know about the present status of this [Organization/Company]. It is going to be your responsibility to arrange all the necessities regarding my visit. I do not want any kind of inconvenience on that day.

See you soon. For any questions regarding this matter, feel free to contact me.

Sincerely,

[Name of the Sender]

Visit Confirmation Letter

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Letter Template: 8

Vendor Confirmation Letter

[Name of the Sender]

[Company Name]

[Job Title]

[Address, Zip Code]

[Phone]

[Email]

[Date]

[Name of the Recipient]

[Name of the Company]

[Job Title]

[Address, Zip Code]

Sub- Vendor Confirmation Letter

Dear [Name of the Recipient],

On behalf of this company, I would like to inform you that we have confirmed your work as a vendor for this company.

This is our official confirmation letter acknowledging our willingness to work with you. You will be our vendor for [State the Project Name], which starts from [Date].

We have received the vendor proposal you sent us on [Date] and have gone through it carefully. We have found your proposal quite suitable for the needs of our new project.

Our company works [Your sector, and other details] and we are looking forward to having timely services from your side.

You have to stick to the following terms and conditions while working with us on this project.

[State Terms and Conditions]

We would like to arrange a meeting as soon as possible to discuss further proceedings and payment. Please contact us for further details.

Yours sincerely,

[Name of the Sender].

vendor confirmation letter

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Letter Template: 9

Increment Confirmation Letter

[Name of the Sender]

[Company Name]

[Job Title]

[Address, Zip Code]

[Phone]

[Email]

[Date]

[Name of the Recipient]

[Name of the Company]

[Job Title]

[Address, Zip Code]

Sub- Confirmation of Increment.

Dear [Name of the Recipient],

We are very happy to notify you that your salary increment has been confirmed. Your salary will be increased by [Amount] starting from [Date]. So your new salary will be [Amount] per [Month/Annam].

We must say that you truly deserve this increment. This salary increase results from your constant hard work in this company. Your dedication to work has made you eligible for this increment.

You always have assured maximum work outcomes and served this company with your heart and soul. It is our pleasure to have such a great employee like you.

Our company appreciates your efforts and wants to reward you for that. Our company is always keen to keep our committed employees happy and satisfied. We hope this increment will give you an incentive to perform better.

We congratulate you and also thank you for your dedication and hard work. Best of luck in the future.

Sincerely,

[Name of the Sender].

increment confirmation letter

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Template: 10

Employment Confirmation Letter After Probation

[Mention name of Sender]

[Mention designation of the sender]

[Address of the sender]

To,

[Mention recipient name]

[Address of recipient]

Subject- Confirmation Letter after probation [Mention the position]

Dear Sir/Madam,

We are glad to inform you that our company has confirmed your probation after witnessing your expertise.  Our examiner has praised your skills a lot.

You will work under [job position] [name of leader] in the [Name of the department]. You will get all the required documents as a permanent employee of the company within the mentioned period.

You confirm to provide you with all the allowance and perks as discussed at the time of the interview. You will require to submit some more documents before joining as a permanent employee, details of which you will get attached with this confirmation letter.

Wish you a stroke of good luck.

Regards,

[Name of authorized signatory]

[Designation of authorized signatory]

[Date]

letter of confirmation after probation

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Letter Template: 11

Financial Support Confirmation Letter

Date:

Your name:

Organization name:

Address: 

Addressee name: 

Organization name of the addressee:

Address:

Subject: Confirmation Letter for Financial Support

Dear (sir/madam)

I am writing this letter to confirm that I will give financial support to your organization. 

I know due to this pandemic situation, your organization is facing a financial crisis. There is always a good relationship between the two companies. So, this time how I can deny you help? You always stand beside us under every crisis condition. You never thought once also for extending your helping hands to our organization.

You were there like an angel. This time my turn came, and I am so glad to help you with your difficult situation. I hope this support will help you to come out of this crisis. 

I will send you the money on (date) in your financial department through (mention the process of transfer)

We will definitely maintain a good relationship with your company/organization and hope to get it prolonged. For any queries, please feel free to contact us. 

Active cooperation is highly solicited. 

Thank you very much.

Warm Regards, 

(Company/Organization Name)

Authority Signature

financial support confirmation letter

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Template: 12

Immigration Confirmation Letter

Date:

Your name:

Organization name:

Address: 

Addressee name: 

Address:

Subject: Confirmation letter for immigration

Dear (Sir/Madam)

We are delighted to inform you that your application for immigration to (country’s name) has been confirmed. The documents that we received from your side are as follows:

  1. ABC
  2. XYZ
  3. PQR
  4. MNO
  5. LMN

We have verified all the documents, and no defect has been found. We did a thorough background check. You will soon get a visa to stay in (country name). The officer will ask you to show this approval letter, as well as your passport and your supporting documents. Do not pack your documents in your checked luggage. 

This confirmation letter will not help you to board your flight without your passport. But this letter is important, so, don’t replace it.

For further details, if needed, you can contact me through the mail (mail id) or contact number (mention contact no.).

Thank you very much.

Regards

Name and signature

Immigration Confirmation Letter

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Letter Template: 13

Maternity Leave Confirmation Letter

Date:

Your name:

Organization name:

Address: 

Addressee name: 

Organization name:

Address:

Subject: Confirmation Letter for Maternity Leave

Dear (Name of addressee)

Your request for maternity leave has been confirmed.  Congratulations, and thank you for confirming the intended date for your maternity leave. 

A few days ago, you applied for leave as you are a pregnant woman of _____ (weeks). I have granted your maternity leave from (start date) to (end date) as you indicated that the expected date of your unborn birth is (date). If you want to join before your commencing date, you have to inform us before 28 days of joining.

Maternity leave indicates a full-paid absence from work. We all know that giving birth to a child is very painful. But creative pain is immediately possessed by creative pleasures.

Earlier, you stated that you are not physically fit. That is why you cannot join your job. You want to take some rest as the doctor has recommended bed rest. So, take care of yourself and you’re unborn.

You have already submitted the prescriptions and reports of the doctor to ensure your pregnancy. You will receive all details in the mail.

For further details about this letter, please feel free to contact me.

Thank you very much.

Regards

Name and signature 

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Letter Template: 14

Promotion Confirmation Letter

Date:

Your name:

Organization name:

Address: 

Addressee name: 

Organization name:

Address:

Subject: Confirmation Letter for Promotion

Dear (Name of addressee)

Congratulations on your promotion! This letter is to confirm your promotion to the position of (mention the position) in our organization. 

We are happy to have you in our organization and look forward to working with such an efficient employee. You have always given your best to our organization.

I was particularly impressed with your hardworking skills, maintaining things calmly in a stressful situation. You are an asset to our organization. You were always dedicated to developing and improving your skills.

Your new appointment and responsibilities will commence on (mention date). As per the new position, your work will begin at (mention time), and you have to work at least (mention hours) every day.

Your salary will be (amount) per (mentioned time). To ease your move into the new position, I have arranged an orientation on (date and time).

I expected you to read and comply with the rules and regulations of our organization. 

 I wish you all the best in your new position. For any queries regarding the promotion, please feel free to contact me.

Thank you very much.

Regards

Name and signature

promotion confirmation letter

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Letter Template: 15

Lease Agreement Confirmation Letter

Sender Name:

Address:

To

Name of the recipient: 

Address:

Subject: Letter of Confirmation of Lease Agreement

Dear (Sir/Madam)

I am writing this letter to confirm the request that you made on (date) for the lease agreement.

The documents that we have received from your side are as follows:  

1) ABC

2) XYZ

3) LNM

4) PQR

5) UVW

We have verified all the documents and found that everything is correct. You are eligible for a lease agreement.

There are some rules and regulations that you have to maintain. The property that will be leased for you will only be used for residential purposes. The leased premises contain some property furnishings (such as a washing machine, microwave oven, and so on.).

If some damage occurs or repairs are needed, that should be borne by you.  The lease period shall be for (mention time), beginning on (date) and shall end on (date). You can renew this (after a specific time). You have to pay (amount) per (mentioned time).

Any other rules and regulations will let you know soon.

For any queries regarding this confirmation letter, please feel free to contact me.

Thank you very much.

Regards

Name and signature

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Letter Template: 16

Resignation Confirmation Letter

[Sender’s Name]

[Company Name]

[Job Title]

[Address, Zip Code]

[Phone]

[Email]

[Date]

[Recipient’s Name]

[Company Name]

[Job Title]

[Address, Zip Code]

Sub- Confirmation of Resignation.

Dear [Recipient’s Name],

This is to inform you that we have received your resignation letter on [Date]. I have gone through it and found it is in line with our company policy; hence I accept your resignation letter.

I would also like to reiterate the fact that the final acceptance of the resignation will be subject to clearance from other respective departments, and upon successful completion of a due notice period of [Number Of Days], the certificate of release will be provided.

As our journey together comes to an end, I would like to thank you for your sincere service to our company, and your presence will be missed among our colleagues. If ever in the future about path crosses, together will be a great pleasure for me to work with you again.

Best wishes for your upcoming journey, and may you have a more successful career ahead.

I request you to arrange a few sessions to transfer knowledge to your colleagues to ensure a smooth transition.

Sincerely,

[Sender’s Name].

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Letter Template: 17

Job Transfer Confirmation Letter

[Name of the Sender]

[Name of Company]

[Title of Job]

[Address, Zip Code]

[Phone]

[Email]

[Date]

[Name of the Recipient]

[Name of Company]

[Title of Job]

[Address, Zip Code]

Sub- Confirmation of Transfer.

Dear [Name of the Recipient],

This letter is to confirm that your request for a transfer from [Name of the Department] to [Name of the Department] has been approved. Your current job title is [Job Title], and after your transfer, you will be working as [Job Title] in [Department Name] under the guidance of [Name of the Person]. 

Your timing schedule will be the same. You will get [Amount] as your salary per [Month/Year]. You are requested to follow the regulations of the department and you are not allowed to cross your limit and interfere in any matter of [Name of the Department].

We have attached your transfer contract with this letter. Please consider the terms and conditions, and sign on that.

We will organize a training session at [Time] on [Date] for you and after this session, you can continue your job as a regular employee. Hope you will work with dedication.

Sincerely,

[Name of the Sender].

job transfer confirmation letter

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Letter Template: 18

Unemployment Confirmation Letter

[Name of the Sender]

[Name of Company]

[Title of Job]

[Address, Zip Code]

[Phone]

[Email]

[Date]

[Name of the Recipient]

[Name of Company]

[Title of Job]

[Address, Zip Code]

Sub- Confirmation of Unemployment.

Dear [Name of the Recipient],

With deep sorrow, we are informing you about your unemployment in our company. This is our official letter to confirm this unemployment.

You have been dedicatedly serving our company since [Time] as [Name of the Post]. With the help of your hard and sincere work, you have always assured profit for this company. Your contribution cannot be denied. We truly appreciate your work. But we have to bid you goodbye because of the present situation of this company we cannot help but to fire you. As you know, the reason for firing you is [State the Reason]. We hope you will understand.

Your unemployment will be a great loss for this company. We are extremely sorry for this sudden unemployment. But we will definitely compensate you [Amount] for this unemployment. This is what we can do for now.

Thank you for being an earnest worker. Good luck with your future endeavors.

Sincerely,

[Name of the Person].

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Letter Template: 19

Insurance Confirmation Letter

To 

Name of the addressee

Address

Date

Subject: Letter of Confirmation of Insurance

Dear (Sir/Madam)

I am writing this letter to confirm the insurance that you made on (date). 

Your insurance policy number is ____ (mention). The period of your insurance is from (date) to (date). The name of our insurance company is (mention the name) and your policy limits are _____ (mention). You have provided all the documents which are needed for this insurance.

You have paid an amount of _____ for a contract of your insurance. The policy became valid after paying the first premium.

The insurance policy assures you to live your life without worrying. You need not worry about your loved ones, or whether they will have financial security in the future. You will also be assured that they will be protected from any future financial difficulties.

Financial security for your family is the primary issue. The key to acquiring security and peace is to set up an insurance policy for the needs of your family. 

You will receive a copy of our insurance policy. For further details, if needed, you can contact me. Active cooperation is highly solicited. 

Thank you very much.

 Regards

Sender name

(Company/ Organization Name)

Address 

Authority Signature

insurance confirmation letter

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