Confirmation Letter Template

A confirmation letter is a formal document used to verify an agreement, attendance, or outcome following a discussion, meeting, or offer.

It captures the essential details of what was agreed, who was involved, and when it took place. This ensures that all parties have a clear written record of the commitment or arrangement made.

A confirmation letter is important because it provides clarity and prevents misunderstandings. By documenting details such as dates, times, locations, and agreed terms, it ensures that everyone is on the same page.

It also acts as an official record that can be referred back to if questions or disputes arise later. Beyond HR purposes, it is equally valuable for legal, financial, and operational records, making it a versatile tool across many business situations.

A standard confirmation letter usually includes:

• Recipient’s name, title, and address
• Date of the letter
• Clear subject line
• Purpose of confirmation (attendance, meeting summary, job acceptance, service or delivery confirmation)
• Key details (date, time, location, reference number, terms, deadlines)
• Required documents or actions, if any
• Closing statement and contact information
• Signature block

Absolutely. They are often used to confirm internal meetings, approvals, or decisions made during discussions between departments or teams.

Confirmation letters are useful whenever verbal agreements or informal messages (like phone calls or chats) need to be formally documented. Common scenarios include confirming meeting attendance, job offers, acceptance of terms, or delivery arrangements. Sending the letter within 24–48 hours of the agreement is best practice.

No. A confirmation letter only summarizes agreed details. It can serve as supporting evidence, but for binding commitments such as payments or liabilities, a full contract is needed.