What is a Confirmation Letter?

A confirmation letter is an essential letter of authorization that the appropriate authorities offer to the concerned person. The person is supposed to agree to the process mentioned in the letter. Companies often offer confirmation letters as part of the onboarding process.

What are the elements of a confirmation letter?

Various elements are included in the confirmation letter like –

• Job Responsibilities
• Joining Date
• Onboarding process
• Salary details
• Work Timing and Location
• Company policy

Once a candidate is selected for the role, HR sends a confirmation letter. It contains all the necessary details for the candidate to confirm the job role.

How to write a confirmation letter?

Writing a confirmation letter ensures that both parties trust each other enough to proceed with the hiring process. That’s why it is important. Here is how you can write a confirmation letter.

Ensure you provide all the details the candidate needs, like the CTC details, the benefits you offer, the job responsibilities, the onboarding process, etc.

• Start with your greetings. Add the company logo and the company name on the letterhead.
• Then mention the candidate’s name and address in the confirmation letter.
• The letter format should also include a subject line like – Confirmation Letter for XXXX
• Congratulate the candidate on making the cut and give a brief overview of the job post and responsibilities
• Add other details like salary details, onboarding process, work timings, etc.
• Sign off with your signature and contact details, so candidates can get in touch with you whenever needed.

FAQs

What is a company confirmation letter?

A company confirmation letter is a letter offered by a company to a candidate after they have decided to hire them. It formalizes the hiring process and sends a confirmation notification to the candidate who has to accepts the position. It is basically a confirmation from the company that they have chosen the candidate for the position.

Is a confirmation letter mandatory?

A confirmation letter is mandatory if your company follows a standard hiring process. It also notifies the candidate of the progress in the hiring process, so it is necessary. However, confirmation letters after the probation period are optional. Sometimes, it is a given assumption that the candidate’s position has been confirmed in the company. In that case, both parties understand that the position is confirmed and do not need written confirmation.

What is the difference between an offer letter and a confirmation letter?

Confirmation and offer letters sound similar and can sometimes be used interchangeably. However, while an offer letter is only offered during onboarding, the employer also provides a confirmation letter after probation or in other scenarios where a written confirmation is needed.