Guide To Writing Effective Confirmation Letters in 5 Steps

By Indeed Editorial Team

Published August 18, 2021

Effective communication—both written and verbal—can foster professional relationships and ensure productivity. When professionals write confirmation letters, it's important for them to clearly communicate their decision about an event invitation or offer. If you're planning on writing a confirmation letter, it may be helpful to learn some strategies for doing so. In this article, we explain what a confirmation letter is, provide five steps for how to effectively write one and offer informal and formal templates and samples.

What is a confirmation letter?

A confirmation letter is a memo professionals write in response to an offer or invitation, such as whether they can attend an event, such as reservations, business meetings or appointments. Other ways you may use confirmation letters are to document verbal agreements to ensure there is confirmation in writing or to respond to a job offer. These letters can be formal or informal, depending on what the occasion is or to whom you're responding.

Related: Q&A: Why Is Communication Important?

How to write a confirmation letter in 5 steps

If you need to write a confirmation letter, here are five helpful steps you can use to write your own:

1. Include a letter header

At the top of your confirmation letter, you can include a header with contact information for yourself and the recipient. Specific contact details you can include are full name, phone number and email address. In this header, you could also add the date to document when the communication occurred if you need to reference the letter in the future. Having a header at the top of your confirmation letter is beneficial to make sure both parties can locate each other's contact information easily.

Related: Formal Communication: A Definitive Guide

2. Start with your explanation

You might start your confirmation letter with an explanation that discusses what you are responding to and the decision you've made. Beginning with this information allows the recipient to understand the purpose of the communication immediately. For example, if you were confirming your availability for a meeting, you might mention your preferred time within the first sentence.

3. Add detailed information about the confirmation

Once you've clearly stated your decision, you can provide your recipient with information regarding your choice. For example, if you were responding to a job applicant to whom you are offering a position, you can add information about the duties, salary and benefits. The details and information you add to this section of your confirmation letter may vary depending on the purpose of your response.

Related: Written Communication Skills: Definitions and Examples

4. Highlight anything you might have attached

If you attached nothing to your confirmation letter, you can skip this step. However, if you attached documents or materials to the letter, you can explain what they are and what the recipient should do with them. For example, if you wrote a confirmation letter to someone you plan to work with, you may attach a signed contract or a contract for them to sign and send back.

5. End with a supportive statement

Ending your confirmation letter with a supportive statement can provide a strong, conclusive way to end your letter. The purpose of your response may influence the statement you choose to use at the end of your letter. For example, if you were confirming a meeting, you might include something about how you are looking forward to meeting with them. Meanwhile, if you were writing a confirmation letter about a business agreement, you may end with something about your excitement to begin the new partnership.

Related: 100 Email Phrases for Improving Communication

Confirmation letter templates

Using a template might help you easily write your confirmation letter. Here are templates you can use as an outline for your letter:

Informal confirmation letter template

Use this template for an informal response:

[Your full name]
[Your phone number]
[Your email address]
[Date]
[Recipient's full name]
[Recipient's phone number]
[Recipient's email address]

Dear [recipient's first name],

I have examined my schedule for the week of [month and date] and wanted to inform you about my availability.

After evaluating the times you suggested, [date and time] works best for my schedule. If this day no longer works for you, please let me know. I have included additional times I can meet below:

  • [date and time]

  • [date and time]

  • [date and time]

However, I've marked my calendar for our meeting on [date and time] unless something changes.

I am looking forward to meeting with you, and I hope the rest of your week goes well.

Sincerely,
[Your full name]

Formal confirmation letter template

Here's an example template for a formal confirmation:

[Your full name]
[Your phone number]
[Your email address]
[Date]
[Recipient's full name]
[Recipient's phone number]
[Recipient's email address]

Dear [recipient's title and last name],

I am excited to confirm our [partnership being confirmed] starting [date].

I've carefully reviewed [the materials you've looked over] you sent me via our most recent communication. All the details looked good to our team and [decision you've made].

Attached to this email, you will find [any corresponding documents you've included].

If you or your team have questions, please reach out to [who can they contact] directly. I am looking forward to working together to [what you have agreed to do].

Sincerely,
[Your full name]

Confirmation letter samples

Here is a sample confirmation letter to give an example of what your letter might look like when you finish it:

Informal confirmation letter sample

Tamara Hayes
221-786-1432
tamarahayes@email.com
July 28, 2021
Dorris Matthews
245-375-1528
dorrismatthews@email.com

Dear Dorris,

I have examined my schedule for the week of Aug. 2 and wanted to inform you about my availability.

After evaluating the times you suggested, Aug. 4 at 3 p.m. works best for my schedule. If this day no longer works for you, please let me know. I have included additional times I can meet below:

  • Aug. 3 at 10:30 a.m.

  • Aug. 5 between 12 p.m. and 2 p.m.

  • Aug. 6 at 3:30 p.m.

However, I've marked my calendar for our meeting on Aug. 4 at 3 p.m. unless something changes.

I am looking forward to meeting with you, and I hope the rest of your week goes well.

Sincerely,
Tamara Hayes

Formal confirmation letter sample

Stacey Gibbs
335-423-9586
staceygibbs@email.com
July 28, 2021
Andrew Adams
429-806-5528
andrewadams@email.com

Dear Mr. Adams,

I am excited to confirm our business-to-business partnership starting this upcoming year.

I've carefully reviewed the contract and materials you sent me via our most recent communication. All the details looked good to our team, and we unanimously have decided to work with your company.

Attached to this email, you will find the signed and completed contract, along with answers to the questions your team needed to brainstorm for our upcoming promotional campaign.

If you or your team have questions, please reach out to me directly. I am looking forward to working together to reach our company's goals.

Sincerely,
Stacey Gibbs

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