Guide To Writing Effective Confirmation Letters in 5 Steps

Updated July 22, 2023

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 plan to write 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 to effectively writing 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. You may also use confirmation letters to document verbal agreements in writing or respond to a job offer. These letters can be formal or informal, depending on the situation.

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. Include your full name, phone number and email address. In this header, you could also add the date in case you need to reference the letter later. Having a header at the top of your confirmation letter is also beneficial to ensure both parties can locate each other's contact information easily.

2. Start with an explanation

Start your confirmation letter with an explanation that discusses what you are responding to and your decision. 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

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.

4. Highlight attachments

You can skip this step if you haven't attached anything to your confirmation letter. If you did attach documents or materials, 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 finishes in a strong, conclusive way. The purpose of your response may influence the statement you choose to use at the end of your letter. For example, if you are confirming a meeting, you could write that you look forward to meeting with them. If it's a confirmation letter about a business agreement, you could end with something about your excitement to begin the new partnership.

Confirmation letter templates

Using a template can help you write a confirmation letter. Here are templates you can reference when writing your own 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]

Download Informal Confirmation Letter Template

To upload the template into Google Docs, go to File > Open > and select the correct downloaded file.

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 [what is being confirmed] starting [date].

I've carefully reviewed [the materials you've looked over] you sent me. 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 [contact person] at [contact information] directly. I look forward to working together to [what you have agreed to do].

Sincerely,
[Your full name]

Download Formal Confirmation Letter Template

To upload the template into Google Docs, go to File > Open > and select the correct downloaded file.

Upgrade your resume

Showcase your skills with help from a resume expert

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
777-555-0100
tamarahayes@email.com
July 28, 2023

Dorris Matthews
245-555-0100
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
335-555-0100
staceygibbs@email.com
July 28, 2023

Andrew Adams
429-555-0100
andrewadams@email.com

Dear Mr. Adams,

I am excited to confirm our business partnership starting next year.

I've carefully reviewed the contract and materials you sent me. All the details looked good to our team, and we have unanimously 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 at staceygibbs@email.com. I am looking forward to working together to reach our companies' goals.

Sincerely,
Stacey Gibbs