How to Write a Confirmation Letter

Use paper that has the company logo printed on it (letterhead). The confirmation letter should be written on paper with the company logo printed on it if the content is related to the business. This will make the letter formal and the official corporate document. Next, just above the salutation, you should write the full name and address of the recipient, including the recipient’s name, position, department or company name they work for (if applicable). ) and company address.

• If you are sending a letter about a personal or personal matter to a company, you should still present it in a commercial format. Write your address and date in the left margin or you can align along the right margin. Space one line, then write the recipient’s address in the left margin. ^[1]

Begin the letter with the appropriate salutation. When sending a confirmation letter, you should use an appropriate salutation along with the recipient’s name and title. A typical greeting would be Dear Mr./Mrs./Ms./Dr. (Dear Mr/Ms/Ms/Professor) along with the recipient’s last name (if foreign) and first name (if Vietnamese).

• Don’t call someone Mrs. (Grandma – for married women) unless you know they are married.
• If you’re writing a casual personal confirmation letter, you can just use the recipient’s name.

Confirm the information of the matter agreed in the first paragraph. Clearly state the problem right in the confirmation letter. You don’t need to introduce yourself or use polite exchanges. Instead, state the specific things you need to confirm in the first paragraph. You will need to clearly write down the date, time and place. Please provide specific information.

• Some popular ways to get started are I am writing to confirm…. (I am writing this to confirm…), I would like to confirm…. (I want to confirm…) or This letter is to confirm… (This letter is written to confirm…). ^[2]
• If you are sending a letter confirming receipt of something, it should be clearly stated in the first paragraph. Please specify what it is, how much it is and the order number. You can start a paragraph by saying: I am happy to confirm (I am pleased to confirm…) or I was pleased to receive (I am pleased to receive…).

Mention other details. You can mention other relevant details in the same paragraph or make it brief in a second paragraph. The content here includes money agreements, terms or anything that needs to be confirmed. In addition, these details can be job-specific responsibilities or backlogs that need to be completed.

• You should repeat the terms of the agreement to make sure there is no misunderstanding of what was agreed before. Repeating agreed terms also helps you clarify the other person’s expectations of you.
• If you ask someone to take over, ask them to confirm their agreement to what was agreed upon. You can specify your request for confirmation in writing, by phone or by email.
• A confirmation letter is not only for confirming an appointment, agreement or receiving something from both sides, but it is also used as an archive. Confirmation letter is a document used as evidence of exchange between two parties. This is a document that protects the parties when problems or disputes arise. ^[3]

Request further communication if needed. The last paragraph should have a line stating that the recipient of the message can contact you as needed. Let them know if there are issues like verification, misunderstanding or trouble, they can contact you.

• It can be written like this: Please inform me if you need additional information … or Please respond if you need to add… Please feedback if you need to add…). ^[4]

End the letter with a thank you note to the recipient. You should remember to end the letter properly. Use phrases like Thank you , Sincerely / Regards / Respectfully . Type your name below and sign right above. Use the full name for business mail.