- Announce that the candidate is confirmed. Mention the designation, the reporting manager and the date of joining.
- Explain the payment and the entitlements of the employee.
- Wish the employee luck.
[State, ZIP Code]
[State, ZIP Code]
[Subject: Normally bold, summarizes the intention of the letter] -Optional-
Dear [Recipients Name],
We are happy to confirm your employment with [name of the company]. Your current designation is [designation]. Your reporting manager is [name]. You will have to report at the Corporate office on [date] at [time].
Your salary will be [amount] including housing and travel allowances. Your entitlements include fringe benefits and secondary expenditures.
Should you need any clarifications, please get in touch with the Human Resources team. All the very best and welcome aboard.
[Senders Title] -Optional-
[Enclosures: number] - Optional -
cc: [Name of copy recipient] - Optional -
Confirmation letter of employment.
Further things to consider when writing confirmation letters to job candidates
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 Job Candidates
Letters to job candidates are letters sent to applicants who are being considered for certain job positions. These could be acceptance letters to let the candidates know that they have been accepted, rejection letters to unsuccessful candidates, or job offer letters to officially offer job positions to the candidates. In all situations, a letter to a job candidate should be professional, thoughtful, and kind. Although you may think that it's unnecessary to write to a candidate after an unsuccessful interview, there is nothing more unkind than leaving a candidate waiting and wondering. Letters to job candidates are essential in that they eliminate doubts and confusion after an interview.
The best letters to job candidates are professionally and formally written. Use proper address and salutation for the candidate. Start by congratulating the candidate for his/her time. Proceed directly to conveying the intended message. If the candidate has been accepted and offered the job, state so clearly and provide more information about the position. However, if the candidate has been rejected, communicate this assertively and invite him/her to apply in the future. Make the letter short, clear, and to the point and avoid providing unnecessary details. End on a positive note.