Confirmation Letter

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Glossary

A confirmation letter is a letter given after the employee completes his or her probation period in the company. 

As the name suggests, the confirmation letter proclaims and heartily accepts the employee as their asset. For an employee, getting a confirmation letter proves his mettle, and he feels secure as he is officially and legally an integral part of the organization.

Creating letter of confirmation is easier with recruitment software

It is also known as an employment confirmation letter and job confirmation letter. 

The Importance of Confirmation Letter 

A job confirmation letter is the best document a company can send the employees as they wait for it throughout their probation period. As mentioned earlier, the document not just makes an employee feel secure but also confident for officially being a part of the organization. 

Furthermore, an employment confirmation letter is also crucial for the following reasons: 

  • It confirms/locks an oral agreement 
  • Eliminates any confusion between the employer and employee along the way 
  • Increases morale and trust among employees
  • Acts as a legal proof 
  • Clarifies the roles and responsibilities of the employee towards the company 
  • If the employee moves to another company, this letter acts as proof of the position and salary he held in his previous job 

In simpler words, a confirmation letter is a vital document for both employees and employers. Hence, every employer out there should provide it to its employees. Employees, on the other hand, must ask for the letter if they do not receive it at the specified time. 

7 Must-Have Components in a Confirmation Letter 

A confirmation letter should include the following components: 

  • Name and address of the employee 
  • Joining date 
  • Salary 
  • Confirmation date 
  • Details of benefits 
  • Any vital terms and conditions
  • Designation 
  • And job description of an employee 

No matter which employee confirmation letter format you use, do not forget to use a formal tone, standard font, size, and proper spacing while drafting the letter. 

5 Steps to Write a Confirmation Letter 

Now that you know the must-have components to include in a confirmation letter, it is time to understand how to write it effectively. 

Here are five steps that will certainly make your letter writing process easier: 

  • Add a Letter Header 

The top of your letter must have a header that includes the contact details for yourself and the employee. This will help both you and the employee to find one another’s contact information effortlessly. 

  • Start Explaining 

Start explaining the whole purpose of the letter. Spell out the decision you have made for the employee. This will help the employee understand the whole thing in the first paragraph itself. 

  • Get into Detailing 

Once you have given a brief explanation, the next step is to include detailed information about the confirmation. 

  • Highlight the Vital Attachments 

If you do not have any attachments with the confirmation letter, this step is not for you. If you have, then make sure to explain what they are and what the employee should do with them. 

  • Conclude with a Supportive Statement

End the letter with a strong and conclusive statement. This will have a good impact on the recipient. 

5 Bonus Tips 

Consider these tips to make it more impressive: 

  • Keep the body of your letter concise and to the point
  • Use active voice from starting to the end of the letter 
  • Maintain a professional tone
  • Proofread the letter before sending it 
  • Use high-quality paper 
  • Sent it at the right time

Now that you know what a confirmation letter is, its purpose, and how to write one, here is a free confirmation letter template for you. 

It is a letter given after the employee completes his/her probation period in the company. This letter proclaims and heartily accepts the employee as their asset. For an employee, getting a confirmation letter proves his mettle and he feels secure as he is officially and legally an integral part of the organization.

A confirmation letter includes the salary, joining date, confirmation date, designation and job description of an employee. Later, if the employee moves to another company this letter acts as proof of the position n salary he held in his previous job.

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Sukriti Saini

Sukriti Saini works as a content marketing strategist at HROne. She has done Bachelors in Journalism from Delhi University and carries several years of experience in content development. HR trends, Productivity, Performance and topics related to Employee Engagement garner most of her writing interest here. During leisure, she loves to write and talk about fashion, food & life.

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