Sample Confirmation Letter

A confirmation letter is a formal letter which is sent in return to validate a spoken agreement. Mostly it’s a business letter but individuals also sent this to each other to confirm a meeting’s time, location and date or as a receipt of an item that you have received earlier. When we discuss a confirmation letter in business world, it’s a letter to confirm an appointment with a visitor, client or business partner, or to confirm an inside meeting in the company to discuss problems or new planning which is decided but only orally with no written document and this letter is just to make this meeting or conference an official thing for the future record. Companies also send this letter to the newly appointed employees to officially let them know that they are hired and need to join the duty as soon as possible.

The key purpose of a confirmation letter is to make sure that both parties in a deal are on the same page and there is no confusion among them. This letter serves as the most important piece of record when it comes to a conflict between two business partners to clarify who is guilty and who is innocent. Inside a company, when superiors call for a meeting either with inside staff or outside clients, they just say it verbally but their assistants are supposed to prepare official documents to inform them and to confirm the time, date and location of the meeting. Once the meeting is over, again the assistants are required to create documents to use it as evidence in the future in case of any misunderstanding.

When you send an order to a vendor or supplier, the receiving party is supposed to check if they can provide the asked items or services and once they have confirmed, they are required to send back a confirmation letter to the buyer to let him know that he will be provided with the needed stuff at the time. This is an obvious thing that when two people deal with each other, it’s not possible always for them to meet personally every time so they communicate with help of documents like letters or order details and as you know there is no proof of what a person said at a specific time or what he agreed to do, the confirmation letter bounds them to stick with the plan. For example when you have asked for a couple of equipment from a supplier, he sends you a confirmation letter to seal the deal. After that if he delays the shipment or cancel the order, you can sue him and use this letter against him in the court.

How to write a Confirmation Letter:

  • As this is a formal letter and mostly use only in business world, it’s very important to use company letterhead to make it official.
  • It’s vital to use proper salutation and address the reader with the most appropriate respect that he deserves.
  • This letter must contain all the needed dates, time, locations and agreement details like terms and conditions to avoid any misunderstanding.
  • Any specials rules or regulations that will be applied in specific circumstances are also needed to discuss here.
  • If you have received the items or products that you have ordered before and you are sending this letter to your vendor, use a sentence like “I am very happy to confirm that I have received the items or the required services are delivered according to my needs.”
  • Close the letter with a proper greeting and good bye such as “Take care” or “Regards”.

Here is a sample Confirmation Letter that confirms a job offer,

Sample Confirmation Letter

Here is download link for this Confirmation Letter,

Download Sample Confirmation Letter

Child Support Confirmation Letter

After divorce, depending on the situation the Court Orders the father of the children to Support them even if they are living with their mother separately. The court examines how much Money the child or children will need in order to make a Good Living and orders their father to provide that figure as a Monthly Allowance. This allowance is called Child Support. In particular cases, the mother of the children is asked to Confirm if the children are receiving their child Support Fund from their father. The Letter that the mother writes to a particular department to confirm this Allowance is called the Child Support Confirmation letter.

Brief description of Child Support Confirmation Letter:

It is a rule in most of the countries that when you divorce your wife and you have kids and you are the father of those kids; you are required to support them and provide for them even if you don’t live with them anymore. This is done just to make sure that even after Separation of their Parents, the kids live a Proper Life and they are provided with Enough Money for their studies and other needs. It depends on each particular situation that what amount the court orders to the father to pay as Child Support i.e. it depends on how much the Father earns and if the Mother also works full time or not.

Later, there are many Situations when you are asked to confirm that you pay the Child Support Allowance and as the Legal Guardian and mother of your children, you are asked to get a signed letter from your ex-wife indicating that your kids are getting child support money on monthly basis. Then, the mother of the children writes this Child Support Confirmation Letter and verifies that she is getting money from her ex-husband to support the children.

Sample Child Support Confirmation Letter

To whom it may concern,

My name is Catherine Donald and I am the mother of Judy McKay. I am divorced and because my ex-husband Jeremy McKay filed for the divorce, court ordered him to pay Child Support for our daughter. I am writing this Letter just to confirm that my ex-husband is making all the Monthly Payments on time for the past two years and he has never delayed any payment. As per the orders from the court, he sends me payment of $1000 per month in my bank account with # 8825-342-5322-5-534. He always deposits the above said amount around 2nd or 3rd of every month.

I have provided the Account Number with the deposited Payments and the dates so that if anyone wants to verify, it’s made easy for that person. Please note that this Letter Confirms to the human rights department that my ex-husband Jeremy McKay is supporting our daughter with the Monthly Allowance that was ordered by the court and has never created any problem for me or our daughter.

Regards,

Catherine Donald

Date: 25 August, 2015

Balance Confirmation Letter Sample

The letter that is sent by the bank or any other financial firm to their clients as a part of inspection and check and balance process of their corporation is known as the balance confirmation letter. Banks use this letter to verify if their statements match with the books that customers or account holders keep along with the confirmation before crediting or debiting a big amount in or out of their accounts. When there is an official audit in the bank, the auditors might ask the bank administration to send balance confirmation letters to all of their account holders in order to make sure there is no error or mistake in the financial statements prepared by the bank officials.

Brief Description of Balance Confirmation Letter:

It is very obvious to understand that the key purpose of a balance confirmation letter is to ask the customer to confirm if the balance in their personal books matches with the financial statements that the bank prepares on periodic basis i.e. every month or three times a year. There are different types of balance confirmation letters. For example, when there is a big check comes in bank for withdrawal, before deducting anything from the account, bank confirms with the client if he did issue the check and if he verifies the amount on the check. Another type of confirmation letter is when the bank is asked to transfer a big amount into another account and before doing so; the bank manager writes this formal letter to the account holder and asks him to confirm the amount and account number.




On the other hand, when there is an audit going on in the bank, the auditors might require seeing if the ledgers match with the account holders’ books. With the confirmations and replies sent by the accounts holders, it is very easy to locate any mistake or error. Banks also send random balance confirmation letters to their account holders in order to make sure that the bank ledgers are showing the same amount as the customers’ books.

Sample Balance Confirmation Letter

From:

Denial Smith

Manager

Western International bank

San Francisco

To:

Mr. Jeremy Donald

Account number: 548-592-14889-19483-001

Date: 24 August, 2015

Subject: balance confirmation letter for annual audit

 

Dear Mr. Donald,

I hope you are fine and doing well. I am writing this letter in order to inform you that we are conducting annual audit at our bank and it’s the time of the year when we ask our account holders to take a couple of minutes out of their busy schedules and confirm the balance in their accounts so that we can match it with our ledgers and make sure there is no error.

You are the account holder in our bank with the account number 548-592-14889-19483-001 and you opened this account on 31 March, 2008. As of today, our ledgers and audit reports are showing a balance of $594,900 in your account and we would like you to check your personal books and confirm this figure at your earliest convenience.

Regards,

Denial Smith

Manager

Western International Bank

Income Confirmation Letter

If you want to get a credit card, the bank or credit card company has to make sure that you are capable of handling the amount of credit that you requested for and you earn enough money to make the credit payments afterwards. For this purpose, the credit card applicants are asked to verify their income from their employer or some banks. Also they need to contact the employers directly and ask them to confirm the salary of their employees. In return of this request, HR department sends the income confirmation letter. This letter verifies that the employee is earning the exact salary as he described in the credit card application.

Brief Description of Income Confirmation Letter:

Money is the primary factor in any kind of business and trading. This is also the factor on which banks and credit card companies work. As a credit card company, before you issue a credit limit to a customer, you have to make sure that he or she will be able to pay back the credit and the limit is suitable according to their monthly income. For this purpose, banks and credit card companies contact the employers of the credit card applicants just to confirm that the income figure on the credit card application is correct.

Once a formal request is made with the company, the HR department verifies that the employee is working in the company and he is earning exactly what he described in the credit card application. In return of the request from the bank, HR department sends the income confirmation letter that confirms the income of the employee along with the details of his or her employment i.e. the date of joining, employment duration and designation in the company.

Sample Income Confirmation Letter

Here is an Employee Income Confirmation Letter Sample in MS Word Format.

Employee Income Confirmation Letter

Here is download link for this Income Confirmation Letter,

download letter

Internship Confirmation Letter

After completing the studies, when students or fresh graduates want to do an Internship in a company for their credit score. They need to send or file an application. If the company accepts the request, they issue a notification to the applicants in return. This notification is refer to as Internship Confirmation Letter. Basically it’s an Appointment Letter for the interns. However due to the fact that the interns aren’t hired on permanent basis.  This letter indicates towards the fact that they are on probation.

Brief Description of Internship Confirmation Letter:

Internships are very common these days. Most of the companies and organizations prefer hiring experienced employees who have worked in the similar field before. This means that it’s very difficult for the fresh graduates to find a paid job. In order to solve this problem, these graduates apply for internships in organizations and companies. It can either be a paid internship or a non-paid internship. Money is not the key purpose behind an Internship but it’s the Experience that the intern gains while working in the organization.

To apply for internship in a company, you need to send them a Formal Request Letter. This letter includes the terms on which you want to get the internship opportunity. After reviewing the application, it’s up to the management if they want to accept it or negotiate with you on the terms and conditions of employment. In either case, they can issue Confirmation Letter to the applicants. This Letter indicates that they are chosen for the internship. It also includes the instructions, conditions and guidelines of the organization. Besides other things, the most important element of this Letter is the indication towards the Probation Period for the intern after which, he might be hired as a permanent employee in the same company.

Sample Internship Confirmation Letter

Here is a Sample Internship Confirmation Letter in MS Word Format,

Internship Confirmation Letter

Here is download link of this Internship Confirmation Letter,

download letter

Sample Confirmation Letter for Employee

When you apply for a job in an organization, before starting your work as a permanent employee, you need to go through a specific process. This includes several stages and the final letter of confirmation from the administration or management of the organization confirming that you are hired as an employee. You can call such letter as the confirmation letter for employee or an appointment letter in general. Usually this letter includes the date from which, your employment begins in the company along with your salary package, incentives, and job description and job responsibilities.

Brief Description of Confirmation Letter for Employee:

Every organization and company around the world has its own process of hiring new staff members. It depends on particular situations if the company wants to hire employees on temporary basis, permanent basis or move the temporary employees to probation period. HR department defines such kind of rules for any company. The confirmation of employment is the full and final stage of this process at which the employee is given a written and signed confirmation that he or she is employed at the company on the position that is described in the letter. After receiving the letter of confirmation, the employee can state that he or she is hired in the company.

The content of the confirmation letter depends on each particular situation. For example, if the employee applied for a job and as he has experience, the company may indicate towards the fact that he is hired as a permanent employee. On the other hand, if the company has a policy to hire new employees on probation or temporary basis, the letter may indicate towards this fact that the company has hired him. But he is still on probation and depending on his performance, a permanent employment letter will be issued by the HR department later. During the hiring process, once the HR department confirms that the applicant is eligible for working in the company, this confirmation letter is issued and handed over to the employee.

 

Sample Confirmation Letter for Employee

From:

David Ellen

Manager HR

Power solutions PVT LTD

San Francisco

To:

John McCarthy

Apartment 534, 20th floor

Plaza One, New York

Date: 12 August 2015

Subject: appointment letter

 

Dear John,

I am very happy to inform you that we have gone through your job application and we find you very suitable for our organization. Please consider this letter as the official appointment letter for the job of manager operations at Power solutions PVT LTD.

I wish you a very delightful adventure and a very pleasant journey at this company. You can start working from next Monday. However we would really appreciate it if you can start by tomorrow as there is a very important meeting scheduled with one of our most important clients. I would like you to attend it as a key member of our team.

Please find the attached documents regarding your salary package, benefits, incentives, healthcare plan and a brief description of your job responsibilities as MO at this company. Feel free to contact us if you have any questions.

Regards,

David Ellen

Manager HR

Sample Bank Confirmation Letter

The letter from the bank confirming that a client or customer of the bank has secured a line of credit is known as the bank confirmation letter. Also known as the letter of bank confirmation is the official notification released by the bank for their customer in order to approve and verify that their customer has enough credit in his or her account in order to go through a financial transaction or a business deal. Often used in real estate purchase, this letter is presented in front of the seller and it provides the security to the seller that the buyer has enough money to buy the property.



Brief Description of Bank Confirmation Letter:

Salary Confirmation Certificate LetterUnlike old times, now we don’t see as much of the actual paper money but we just have bank statements proving that we have money in the bank accounts. When there is no actual cash in hand, it can create confusion or concern for people in personal and professional lives. For example, you want to buy a house but you can’t show the money to the seller and when there is no actual money, it many create confusion for the seller that if you will be able to afford the house or not. When entering in a business deal or joint business venture, concern parties may ask the new partner to provide some kind of evidence that he has enough finances to support his or her part in the deal. This is where the bank confirmation letter comes handy.

This is a letter that is sent by the bank in order to approve or confirm that the said client or customer has secured a line of credit with the back and he has the ability to go through the deal with the other parties. When you want to buy a house, you need to present this confirmation letter to the seller so that he can make sure you will be able to buy the house. The bank confirmation letter doesn’t indicate towards the final decision of the client that if he has decided to buy the real estate property or not but it simply confirms that if the buyer decides to buy the property, he has enough credit.

Sample Bank Confirmation Letter

From:

Henry Emerald

Manager

National bank

New York, NY 53422

To:

Tom Mason

43F, 1st avenue

Broadway Street, New York

Date: 15 August 2015

Subject: confirmation letter for the line of credit

 

Dear Mr. Mason,

This letter is sent to you in reference with the inquiry you made on 7 August 2015 regarding your bank statement.

I am writing this letter in order to confirm that your account at our bank is fully operational and there is no problem or issue regarding this account. On a separate note, we have also decided to accept your request regarding the mortgage that you requested 2 weeks ago. Please consider this letter as the confirmation for your mortgage application as well.

As per your request, we also confirm that you are operating this account at our bank for more than 3 years and other than couple of clerical errors on our side related to your credit payments, there haven’t been any complaints. I hereby also confirm that you are fully eligible to buy the property that you described in the application letter.

Yours sincerely,

 

Henry Emerald

Manager

National bank

Audit Confirmation Letter

Audit Confirmation Letter

Audit is a process in which a third party is hired in order to inspect accounts and financial statements of a company or organization. Audit confirmation letter is a formal notification that is sent to all the involved parties in the process. With this letter, the client can prepare their management for the audit where on the other hand, it gives specifics about the audit to the auditors.



Brief Description of Audit Confirmation Letter:

Audit is a very important and key part of any organization and it doesn’t only mean financial audit but it can be of any kind. For example, in a textile company, the customer sends a third party as an external auditor. This team visits the production units, check the quality of the prepared garments and verify if the garments are made with the specification signed by the company in the initial agreement. On the other hand, financial audit is a little complicated as compared to other types of audits. In this audit, the external auditors check accounts receivable and payable of a company in order to make sure there is no mistake or error in the financial statements. Multinational companies that have dozens of offices around the world hire external auditors because it’s not possible for the owner or partners of the company to physically be at every branch and they can’t either rely on the management completely. In order to make sure that everything is running smoothly, they send auditors to their companies.

Before any audit, a notification is sent both to the management of the company and the auditing team. On one hand, this gives a guideline to the management about what the auditors will check during their visit and what kind of documents they will require. This way the management has enough time to prepare for the audit. On the other hand, this notification or audit confirmation letter is also sent to the auditors. With this letter, they confirm the date, time, place and duration of the audit. This letter also includes the specification of the audit along with the kinds of details that will be provided to the auditors during their visit.

Sample Audit Confirmation Letter

From:

Jane Smith

Managing director

Super natural fabrics international

HQ London

To:

William Orland

General Manager

Production unit

Super natural fabrics international, Ohio

Date: 27 August, 2015

Subject: Audit Confirmation Letter

 

Dear Mr. Orland,

Please consider this letter as the official and formal notification of the upcoming audit of your production unit on 12th of September, 2015. We have hired a third party who will conduct this audit and will prepare reports on their findings.

As you can understand, the key purpose of this audit is to make sure that the production unit is up to its full capacity and the production managers are making sure the unit is giving maximum output. Along with that, the auditors are also asked to inspect the packaging and shipment process of the finished goods. The auditors will also ask you to present some of the finished samples of our running orders in order to check the quality of the fabrics. Please be advised that you are required to fully cooperate with the auditors during their visit.

Please reply with acknowledgement of this confirmation letter.

Regards,

Jane Smith

Managing director