How to Write a Professional Confirmation Letter (With Templates and Examples) (2024)

Sending a formal confirmation letter is a key part of professional communication. Whether you’re confirming a job offer, a conference booking, or an appointment, a confirmation letter adds a personal touch.

Crafting a polished, thoughtful confirmation letter establishes goodwill as you kick off a new business relationship It also serves as a handy written record of the details you’re confirming

In this post, I’ll walk through the steps to write a professional confirmation letter that makes a great impression. I’ll also share templates, examples, and tips to adapt confirmation letters for various situations

When to Send a Confirmation Letter

Here are some common scenarios when a formal confirmation letter is appropriate:

• Accepting a job offer
• Booking a conference room or event venue
• Scheduling an appointment with a VIP client
• Registering for a trade show or conference
• Placing a large order with a vendor

The key trigger is when you want to confirm the details of an important arrangement and have a paper trail for reference. Treat it as a value-added touch to cement the deal.

How to Format a Confirmation Letter

Follow these basic steps when formatting your confirmation letter:

Include a Letter Header

At the top, include your contact information, the date, and the recipient’s contact information. This header establishes the letter’s purpose right away.

Start with an Explanation

Open with a simple sentence explaining why you are writing. For example, “This letter confirms your reservation of our Maple Room conference space on March 15, 2023 from 9am to noon.”

Add Detailed Information

Confirm the key details like dates, times, locations, items ordered, delivery terms, or payment info. Organize the information in clear sections or bullet points.

Highlight Attachments

If you have included any supplemental attachments like contracts, menus, or schedules, note them upfront so the recipient knows to review them.

End with a Supportive Statement

Close by expressing your enthusiasm for the arrangement, offering your assistance, or providing next steps. This makes the tone supportive and partnering.

Job Offer Confirmation Letter Example

Here is an example format for a confirmation letter accepting a job offer:

March 1, 2023

Mary Johnson
Director of Sales
ABC Company
123 Business Rd.
Chicago, IL 60601

Dear Ms. Johnson,

I am thrilled to accept the offer of employment at ABC Company for the Position of Sales Associate reporting to you. This letter confirms my acceptance of the role under the following terms:

• Start date of March 15, 2023
• Annual salary of $50,000
• Full medical and dental benefits eligibility after three months

I look forward to my future with ABC Company!

Sincerely,

John Smith
[emailprotected]
555-123-4567

Event Venue Confirmation Letter Template

Use this template to confirm an event booking at a hotel, conference center, or other venue:

Today’s Date

Recipient Name
Venue Name
Venue Address

Dear [Recipient Name],

This letter confirms your reservation of [Venue Room or Space] at [Venue Name & Address] for [Event Name/Description] on [Date] from [Start Time] to [End Time] for a total of [Number of Hours].

The reservation is for [Number of Attendees]. We have noted the following details for your event:

• Food and beverage menu selected (see attached contract)
• Audio/visual requirements: [List details]
• Room setup: [Describe table/seating arrangements]
• Wifi access for all attendees

Please carefully review the attached contract, which outlines the terms of the reservation and total fee of $[Amount] to be paid by [Date]. Contact me immediately if you have any questions or need to make any changes.

We look forward to hosting your event and making sure everything runs smoothly for you.

Sincerely,

[Your Name]
[Your Title]
[Your Phone]
[Your Email]

Tips for Writing a Confirmation Letter

Follow these tips to make your confirmation letters as clear and helpful as possible:

• Use a warm, enthusiastic tone to continue building the relationship.
• Confirm all pertinent details so there is no confusion. Err on the side of over-communicating.
• Highlight any new or changed information if amending a previous arrangement.
• Offer to provide additional information if the recipient has any questions.
• Thank the recipient and express your anticipation of their participation, order, or event.
• If possible, include contact information where they can reach you if needed.

Taking the extra time to send a confirmation letter cements exciting new partnerships and events. With a well-organized, thoughtful letter, you can set the stage for shared success down the road.