What Is Confirmation Letter And Its Meaning | HRMantra HR Software

What Is Confirmation Letter And Its Meaning | HRMantra HR Software

4-5 minutes 

A confirmation letter is given to an employee after he or she completes his or her probation in the company.

The confirmation letter, as the name suggests, announces and extends a warm welcome to the employee as their asset. For an employee, getting a confirmation letter proves his mettle, and he feels secure as he is officially and legally an integral part of the organization.

It is easy to create a letter of confirmation with recruitment software.

It is also known as employment confirmation letter and job confirmation letter.

A job confirmation letter is the best document that a company can send to its employees, for them to patiently wait, throughout their probation period. As noted above, the document not only makes an employee secure but also confident, formally part of the organization.

An employment confirmation letter is also essential in a number of aspects:

• It confirms/locks an oral agreement.
• It avoids misunderstanding between the employer and employee in the process.
• Boosts morale and trust among employees.
• Serves as legal proof.
• Explains the roles and responsibilities of the employee towards the company.
• In case the employee joins another company this letter will serve as proof of the position and salary he held in his previous job.

In other words, a confirmation letter is an important document for both employees and employers. Therefore, every employer in the world should issue it to its employees. On the other hand, employees should demand the letter if it is not given at the proper time.

7 Essential Elements that Should Appear in a Confirmation Letter

A confirmation letter should contain the following elements:

• Name and address of the employee
• Date of joining
• Salary
• Confirmation Date
• Benefit Details
• Any crucial terms and conditions
• Designation
• Job description of Employee

No matter which format of employee confirmation letter you follow, don''t forget to use a professional tone, standard font and size, and proper spacing while writing the letter.

5 Steps to Write a Confirmation Letter

Now that you know the essential elements to include in a confirmation letter, it is time to learn how one should be effectively written.

• Add a Letter Header: At the top of your letter, a header should be there which should include contact information of you and the employee. In this way, you and the employee will easily locate one another''s contact information.
• Explain it all: Start explaining the whole purpose behind the writing of the letter. Spell out clearly the decision you have made for the employee. The employee would get the whole thing in the first paragraph itself.
• Get into Detailing: After having made the brief explanation, proceed to include detailed information about the confirmation.
• Highlight the Vital Attachments: If you do not have any attachments with the confirmation letter, this step is not for you. If you have, then make sure to explain what they are and what the employee should do with them.
• Conclude with a Supportive Statement: The letter should end with a strong, conclusive statement. This will have a good impact on the recipient.

5 Bonus Tips

Consider these tips for making it more impressive:

• Keep the body of your letter concise and to the point.
• Use active voice from starting to the end of the letter.
• Maintain a professional tone.
• Proofread the letter before sending it.
• Use high-quality paper.
• Send it at the right time.

Now that you know what a confirmation letter is, why it is written, and how to write one, here is a free confirmation letter template.

This is a letter issued after the employee has completed his/her probation period in the company. The letter proclaims and heartily accepts the employee as their asset. For an employee, a confirmation letter means he has proved his mettle, and now he feels secure since he has become an official and legal part of the organization.

A confirmation letter is a letter containing details of salary, date of joining, date of confirmation, designation, and description of the job. The letter is always useful in proving the position one held in a previous job and the salary, in case one later moves to another company.

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