Confirmation letter format

A letter of confirmation is a professional document usually written in a standard format. It is aimed to bring clarity and to ensure that no confusion is blurring the agreement between the two parts.  This article will answer all your questions about how to write a confirmation letter.

The standard format of a confirmation letter

Confirmation letter structure

Below you have the elements you must include in any confirmation letter. Make sure you don’t miss any of them when at the hour of composing your confirmation letter.

  • How can a compliance be as accurate and transparent as possible if the date is not mentioned? Start your letter with this important element that clarifies when was the document sent.
  • If you don’t use a letterhead – which is preferable -, we strongly advise you to include the contact details of your own or of your company.
  • Right after, use a formal greeting or salutation: Dear, followed by the name and the title of the person you are writing to. Attention, use the title only if you are certain about his/her relationship status. In case you are writing to a company, you can simply say To… (and the company’s name).
  • The first paragraph must include the central, most important information. If it is possible, try to resume it in a single, concise phrase that encapsulates the WHY do you send this document. You can use one of the following introduction: This letter is to confirm, I am writing to confirm, As we previously discussed, According to the preceding meeting. If you want to express your excitement you can opt for I am happy to inform you… .
  • The second paragraph is for the details needed to clarify the core information previously addressed. Here is where you mention about the documents attached, the terms and conditions of current agreement or any other worth mentioning aspects.
  • In the third paragraph you can encourage the receiver to address any question in case of a misunderstanding. You also might want to ask for an additional confirmation of receivement in order to be sure your letter reached its destination.
  • Close your confirmation letter with a general statement, and don’t forget to mention your name, your title and your signature after.

Although this is the basic format for any confirmation letter, the structure can change depending on the recipient and the purpose. Here you have the main types of confirmation letters.

What font should you choose?

Considering the official overall tone of your letter, you should also use an appropriate formatting. Is not your creativity that you want to emphasize here, but your professionalism, so pick one of the three widely accepted formal fonts: Sans Serif, Times New Roman or Arial. Regarding the size, opt for something between 10 and 12 points.

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