- The reader already knows the information. So confirm the same with a brief mention of required information or instructions.
- Mention that the promotion, transfer, or relocation is confirmed.
- State the date from when the change would come into effect.
- Also, mention any required instructions or relevant information.
[State, ZIP Code]
[State, ZIP Code]
[Subject: Normally bold, summarizes the intention of the letter] -Optional-
Dear [Recipients Name],
We would like to announce that the HR Division will be holding interviews for anyone who is interested in employment for our newly built headquarters in Gainesville.
Ms. Jane Roberts will be accepting applications starting today until the end of the week, Friday at 3:00 pm. Initial interviews and exams will begin next week, Monday, the 23rd of November.
We ask that you include references in the updated resume you will be submitting. Thank you.
[Senders Title] -Optional-
[Enclosures: number] - Optional -
cc: [Name of copy recipient] - Optional -
Sample letter to confirm an employment interview.
Further things to consider when writing confirmation letters to human resources
Confirmation letters are letters sent by individuals, businesses, or companies to summarize details such as verbal agreements between two parties, job interviews, or appointments. Broadly speaking, they are written to verify certain details upon request or recognize previous agreements. A confirmation letter can serve as a formal document to confirm the receipt of orders, schedule of an important appointment, or recruitment of new employees. It can also be used to confirm travel arrangements and reservations and in instances such as immigration to confirm marital status. Confirmation letters are mostly used by businesses to keep formal records and to avoid conflicts regarding transactions or agreements.
Confirmation letters are brief and contain only the necessary information. State what is being confirmed clearly and accurately. If you are verifying an employee's position in the company, for example, take note of his/her official title. Be cautious about times, dates, and places. Include all relevant details and anything else that needs to be confirmed. If necessary, restate the previously agreed terms and conditions to ensure that there are no conflicts or misunderstandings in the future. Close the letter with a positive remark and your signature. This letter should be printed on the company's letterhead.
Letters to Human Resources
Letters to human resources are letters written to the personnel or department that deals with administration, training, and hiring of employees in an organization. The role of human resources personnel is to handle everything from payroll to policy issues and legal grievances. If you have a policy or legal question, a personal issue that affects your work, or a serious problem with a colleague, the first person you may want to contact is a human resources representative. The best way to begin this conversation is by drafting a letter stating your specific problem.
When writing letters to human resources, make sure to follow all the rules of a formal letter. Start by addressing your letter to the right person. Write a clear subject line communicating your problem and indicating that action is needed. Set a formal and professional tone early in the conversation. Keep your sentences short and clear and avoid providing more information than is necessary. Describe the issue precisely giving a timeline of when it started. Explain what you have done or think can be done to address the issue. Request for an in-person meeting. Close on a note of anticipation to seeing the issue resolved.