Job Confirmation Letter - Definition, Tips,

Format, and More

OR

Job Confirmation Letter - Know Everything that

is Necessary
Have you ever felt the excitement of getting your first confirmation letter? Be it a letter
from your college or from your first ever job, no words can bring joy on the face of the
candidate waiting for the letter of acceptance. It will definitely bring a joyous smile to
your face.

Now it’s time for you to write one for the employees of your company. And being at the
receiving end of the letter someday before, you might be well aware of the fact that this
letter is extremely important for the recipient and you should get its content right in the
first place.

Now you might be wondering that writing this letter is not as exciting as getting one.
That’s probably why you’ve been here, which is great actually. This blog contains
everything that you need to know about the letter of acceptance, from definition to tips
on how to write a Job confirmation letter, format, examples, and more.

Additionally, there are many HRMS Softwares in India that provide you with ready-to-
use HR letters to avoid the hustle of writing the letters repeatedly. Ultimate Business
Systems is a top-notch HRMS software with ready-to-use letters for your convenience.
Not only this, but we also provide you with a live letter editing feature that eliminates
the need to download the template and then edit.

So, without waiting much, let’s get started!!

What is a Job Confirmation Letter?

A confirmation letter is a letter issued to an employee after he or she has completed his
or her probation time with the company. The company confirms the employee's
employment based on his or her performance during the probation phase. During this
time, however, the employer has the right to terminate or cancel the employee's job
due to poor performance or misconduct.

How to Write a Confirmation Letter?

Below are the very simple six steps following which you can learn how to write a letter
of confirmation.

1. Use a Business Letter Format

The very important thing to consider while writing a letter of confirmation is to use the
standard business format. By using a business format, we mean you should include:

- Recipient’s Name and Address

- Date of issuing the letter
- Include proper salutation to address the recipient
- Write the subject line to draw the reader’s attention
- Write a body that contains a paragraph specifying the main details and another
paragraph specifying other related details.

Remember to use a standard font and line spacing as this will help you give a
professional tone to your letter.

2. Mention the Job Title and Details

Start your letter with an enthusiastic tone congratulating the candidate on his/her
confirmation. Here you can write the job position or title with a brief summary of the
job. This can contain the job duties, salary compensation, and also mention the start
date.
3. Describe the Terms and Conditions

Next, you can include the details of the terms and conditions that are relevant to your
company’s offer. Here you can state the documents that an employee needs to sign or
the deadline of important document submission, or any other requirement that needs
to be fulfilled on a priority.

4. Add the Details About Benefits

Now you can explain the benefits that your company offers to your employees. In this
section, you can list all the benefits including paid leaves, health insurance, retirement
benefits, and more.

5. Conclude with Gratitude

Always conclude the letter by expressing gratitude to the employee. You can do this by
ending on a positive note saying thank you for showing interest in the company and
putting efforts to achieve the position. Don’t forget to show the excitement of having
them in your company.

6. Add your Name, Job Title, and Signature

Close the letter with a formal salutation like “Regards” or “Sincerely” and then put your
signature under which you can write your full name, designation, and the name of the
company. Also, you can add your contact details so that the employee can contact you
for further details.

7. Proofread and Edit

Finally, proofread your letter to check if there are any grammatical or spelling errors.
Ask someone from the HR department to cross verify whether you have added all the
necessary details in your letter.
Once you are done with following these steps, your letter of acceptance is ready to be
passed to the employee.

Download Job Confirmation Letter Format

You can download the Job Confirmation letter in the following formats
Live Edit Download Word Download PDF

Are you curious to see the format and some examples of the job confirmation letter?
Let’s roll!!

Job Confirmation Letter Format

Name of the Recipient

Address of the Recipient

Date

Subject Line

Dear [ Recipient’s Name ]

Concerning your performance review during your probation period from [Start Date]
to [End Date], we are absolutely grateful to inform you that your employment has
been confirmed as [Job Role] effective from [Start Date].

The terms and conditions will remain the same as mentioned in the appointment
letter. We look forward to your valuable efforts in the company and wish you the luck
for your fruitful career in our organization.

Please sign the duplicate copy of this letter to confirm the acceptance of this offer.

Sincerely,
Signature

Your Name

Designation

Company Name

Letter of Confirmation Example

Ananya Kumar

2238, Riverside Drive

Augusta, GA, 30907
United States

20th April 2021

Subject - Confirmation of Employment

Dear Ananya

With reference to your performance review during your probation period from 10th
December 2021 to 10th April 2021, we are absolutely grateful to inform you that your
employment has been confirmed as Frontend Developer effective from 11th April
2021.

The terms and conditions will remain the same as mentioned in the appointment
letter. We look forward to your valuable efforts in the company and wish you the luck
for your fruitful career in our organization.

Please sign the duplicate copy of this letter to confirm the acceptance of this offer.

Sincerely,
 Signature

Anjana Kumar

Senior HR Executive

Company Name

Final Words

If you are an employer welcoming a new hire you need to send the letter of
confirmation to the employee once his probation period is over. When you send the
letter of confirmation, employees place more trust in you because you’ve acknowledged
their joining the company. When you can get the pre-written templates for your
confirmation letter and all HR-related letters like Offer letter, experience letter,
application letter, and more; why take the hustle to write the letters repeatedly.

Joining hands with Ultimate Business Systems, number one HRMS Software India will
give you access to all the necessary letters. All you have to do is just live edit the letters,
proofread, and issue them to your employees. Convenient, Right? If yes, then don't
wait, get in touch soon to integrate this amazing HRMS, payroll, and chat software into
your organization.

Meta Description - A Confirmation Letter is issued by the company to the employee

who has finished his/her probation time with the organization. Checkout the latest
format now.

Format 1 - Confirmation Letter for New

Employee Name

Employee Address
Phone Number

Email

Dear [Employee Name],

After the careful evaluation of your application for the [Job Title], we are glad to
inform you that you are being confirmed for the position in our organization.

Your starting salary will be Rs. [Amount] annually. You will receive the evaluation
review after six and twelve months of your employment. As defined by the company
policy, you will be on probation period for [duration].

Fringe benefits information is detailed in the enclosed summary of the full-time

employment programs handout. The details of these programs are discussed during
the employment processing.

Your start date is recorded as on [start day and date]. You will be contacted by the HR
Department to schedule your new hire orientation.

Do not hesitate to contact us if you have any queries about your employment on
[email and phone number]. Meanwhile, we look forward to you joining the staff.

Your Signature
Your Name
Designation

Format 2 - Job Confirmation Letter

Confirmation Letter Format

Date:

Ref./HRD/Conf./001

Name of the Employee

Job role/Designation
Job location
Subject: Confirmation of Employment

Dear [Name of the Employee],

With reference to the review of your performance during the probation period from
[Start date] to [End Date], we are grateful to inform you that your employment is
being confirmed as [Job role] effective from [Date of confirmation].

The terms and conditions as per mentioned in your appointment letter will remain
unchanged.

We look forward to your valuable contributions and wish you all the very best for a
fruitful career with our company.

Please sign the duplicate copy of this letter as a token of acceptance of the same.

From,
[signature of the Employer]
[Name of the Employer]
Designation

Format 3 - Job Confirmation Letter with Salary Increase

Date

To,
Employee Name
Address
Phone No.
Email Address

Subject - Job Confirmation Letter for the Position of [Designation]

Dear Mr./Mrs. [Employee Name],

Consequent to your performance during your probation period from [Start Date] to
[End Date], we are pleased to inform you that your services are confirmed with us for
the position of [Job Title] with all the company benefits as stated in the appointment
letter.

We are also happy to inform you that your annual wage will also increase to Rs.
[Amount] with effect from [Confirmation Start Date].

We expect you to sign the duplicate copy of this Confirmation Letter to show your
acceptance. We appreciate your dedication and hard work and are grateful to have
you in our company.

Your Designation
Company Name