Confirmation Letter Email Sample: How to Write and Send
Source simpleartifact.com
Confirmation Letter Email Structure
Confirmation letters for job applications are crucial for both employers and candidates. They provide candidates with peace of mind and serve as a formal record of the job offer. Here’s a guide to structuring a confirmation letter email:
1. Subject Line:
Clearly state the subject of the email as “Job Offer Confirmation” or “Confirmation of Employment Offer”.
2. Salutation:
Address the candidate by their full name, demonstrating respect and professionalism.
3. Introduction:
Begin with a friendly and welcoming tone, expressing that you’re writing to confirm their job offer. State the position and company name.
4. Job Details:
Provide the following details in a clear format:
- Job title and description
- Reporting Manager
- Start date
- Work location or remote work arrangements
5. Compensation and Benefits:
Outline the compensation package, including:
- Salary or hourly wage
- Benefits (e.g., health insurance, paid time off, retirement plan)
6. Contingencies:
If there are any contingencies to the offer, such as background checks or drug tests, mention them clearly and state when they need to be completed.
7. Next Steps:
Provide clear instructions on the next steps:
- Request the candidate to sign and return the confirmation letter.
- Inform them of any orientation or onboarding procedures.
8. Expression of Enthusiasm:
Express excitement and welcome the candidate to the team, indicating that you look forward to working with them.
9. Contact Information:
Provide the contact information of the sender (HR Manager or Recruiter) for any further queries.
10. Attachments:
If applicable, attach any necessary documents, such as the job description or written offer letter.
| Element | Example |
|---|---|
| Subject Line | Job Offer Confirmation: Software Engineer at XYZ Company |
| Salutation | Dear Jane Doe, |
| Job Details | Software Engineer | Reporting to Head of Engineering | Start Date: March 1, 2023 |
| Compensation and Benefits | Annual Salary: $100,000 | Medical, Dental, Vision Insurance | 20 Days Paid Time Off |
Sample Confirmation Letters
1. Appointment Confirmation
Dear [Candidate Name],
We are delighted to confirm your appointment as a [Job Title]. Your start date will be [Start Date] at [Start Time].
- Your salary will be [Salary Amount] per annum.
- Your job description and benefits package are attached for your reference.
- Please report to [Reporting Manager] at [Location] on your first day.
We look forward to welcoming you to our team.
Sincerely,
[HR Manager Name]
2. Performance Appraisal Confirmation
Dear [Employee Name],
This letter confirms that your performance appraisal for the period [Period] was held on [Date].
- Your overall performance was rated as [Rating].
- We discussed your strengths and areas for improvement.
- We have agreed upon the following development goals:
- [Goal]
- [Goal]
- Your next performance appraisal is scheduled for [Date].
Please keep this letter for your records and contact us if you have any questions.
Sincerely,
[HR Manager Name]
3. Leave Approval
Dear [Employee Name],
This letter confirms that your request for a [Leave Type] leave from [Start Date] to [End Date] has been approved.
Please ensure that you have completed all necessary arrangements before taking your leave.
We look forward to your return on [Return Date].
Sincerely,
[HR Manager Name]
4. Promotion Confirmation
Dear [Employee Name],
We are pleased to announce your promotion to the position of [New Position].
- Your salary will increase to [New Salary Amount] per annum.
- Your new job description is attached for your reference.
- Your effective date of promotion is [Effective Date].
We are confident that you will continue to excel in your new role. Congratulations!
Sincerely,
[HR Manager Name]
5. Termination of Employment Confirmation
Dear [Employee Name],
This letter confirms that your employment with [Company Name] will be terminated, effective [Termination Date].
Your termination is due to [Reason].
- You are entitled to the following severance package:
- [Severance Benefits]
- You are also required to return all company property, including your laptop, cell phone, and any other equipment.
We wish you all the best in your future endeavors.
Sincerely,
[HR Manager Name]
6. Job Offer Rescission Confirmation
Dear [Candidate Name],
We are writing to regretfully inform you that we have decided to rescind our job offer for the position of [Job Title].
This decision was made due to [Reason].
We apologize for any inconvenience this may have caused and we wish you all the best in your job search.
Sincerely,
[HR Manager Name]
7. Reference Check Confirmation
Dear [Reference Name],
I am writing to confirm that I have received your reference check for [Candidate Name].
Your feedback was very helpful and we appreciate you taking the time to provide it.
We will keep your information confidential.
Thank you for your assistance.
Sincerely,
[HR Manager Name]
What Elements Are Typically Included in a Confirmation Letter Email Sample?
A confirmation letter email typically includes the following elements:
- Subject line: The subject line should clearly state the purpose of the email, such as "Job Offer Confirmation" or "Meeting Confirmation."
- Greeting: The greeting should be professional and courteous, and should address the recipient by name.
- Introduction: The introduction should briefly summarize the purpose of the email and provide any necessary context.
- Body: The body of the email should contain the details of the confirmation, such as the job offer or meeting details. This section should be clear and concise, and should include all relevant information.
- Call to action: The call to action should tell the recipient what they need to do next, such as signing a contract or confirming their attendance at a meeting.
- Closing: The closing should be professional and courteous, and should thank the recipient for their time.
Thanks a lot for reading this article on confirmation letter email samples. I hope it’s been helpful. If you have any more questions, feel free to leave a comment and I’ll get back to you as soon as I can. Otherwise, stay tuned for more tips and tricks on writing effective emails. Until next time!