Confirmation Letter: How to Write (with Sample & Format)

A confirmation letter is written as a response to either formal or informal events. These events range from activities such as meetings, appointments, reservations, travel. The letter can also be written in response to a phone conversation to act as written proof of an agreement on the details discussed. Religious organizations such as the Catholic Church write confirmation letters to their believers as a sign of spiritual growth.

A template will make writing these letters simple and fast.

How to write a confirmation letter

Though confirmation letters are written for various purposes, they follow the same basic format. The letter should have these details;


It’s a formal letter thus start with the letterhead or official contacts.

Remember to include the date.

Name and address of the recipient

After the date include the address of the recipient.


Address the recipient appropriately. The salutation should start with the recipient’s title (Mr./MS/Mrs./Sir/Madam) followed by their last name.


The body of the confirmation letter should comprise several paragraphs. The first paragraph must bear specify information about what you are confirming. Other relevant information should be in the second paragraph.


Conclude the letter by thanking the recipient besides encouraging them to seek clarification if any of the details aren’t clear.

What to include in a job confirmation letter

A job confirmation letter should consist of the following;
  • The name of the candidate
  • The reporting date
  • The remuneration package
  • The reporting line
  • The position at hand
  • Terms and conditions of the job

Sample job confirmation letter

Antonio Gurez

Human resource manager

Jenkins Holdings

344 Absuss Ave

Yankee, LA 245001


Seff Kimble

310 New River

Linden MO, 19934

Dear Seff,

I am thrilled to offer you the position assistant marketing manager at Jenkins Holdings.

As the assistant marketing manager, you will perform your duties as described in your job description. I have attached a copy of your job description to this letter.

You will earn$ 35,000 per year which will be paid on a monthly basis. Besides, you are eligible for a full family medical insurance cover and retirement benefits.

As an employee of Jenkins Holdings, you will attract one paid vacation per year to a choice destination, 2 weeks sick leave besides 1 off day per month.

I have attached a copy of the company rules and regulations to this letter. Read carefully and make sure you adhere to the company policies at always.

If you need any clarification, contact my office. Use this opportunity to better your skill and advance the company goals.

Congratulations for the achievement.



Human resource manager

Meeting / appointment / interview confirmation letter

A meeting confirmation letter should include;
  • The agenda for the meeting
  • The venue
  • Duration of the meeting
  • Starting time
  • Updates and reports to be presented to attendees
  • Materials relevant for the meeting


Re: Azidus Project team meeting

Dear Team member,

As we had agreed in our last meeting, we will have another meeting on 14/02/2019 for 10.00 to 2.00pm at Mansion conference room.

The meeting will deliberate on the progress of project implementation and address any emerging concerns. Tea and lunch will be served.

Kindly come with all relevant reports and materials required for the exercise.

Best regards


Azidus project manager

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