There are many instances where you need to send emails asking for a confirmation letter from a company. Although the occasions may be different, there are general principles guiding asking for confirmation letters from companies.
In this article, we will discuss everything associated with asking for a confirmation letter from a company and include samples to guide you on how to write your emails asking for a confirmation letter from a company.
What is an Email Asking for Confirmation Letter?
An email asking for a confirmation letter is simply an email sent to a company to confirm some preexisting arrangement, engagement, or interaction.
An email asking for a confirmation letter from a company can be for many reasons, such as a confirmation letter for employment, a confirmation letter for received order, confirmation of application, etc.
While the instances stated above are different, we will list some guidelines that can help you write an email asking for a confirmation letter from a company regardless of the need.
How to Write an Email Asking for Confirmation Letter from a Company
Like all professional emails, emails written to ask for a confirmation letter from a company must also follow a set of guidelines and principles.
In this section of this article, we will list these guidelines and explain how they should affect your email writing to ask for a confirmation letter from a company.
- Remember you’re writing a professional email. This is a professional request email and must be written as such. This means it should check all the boxes of professional emails such as: addressed to the right recipient (s), free from any vernacular, succinct, and be signed off properly. All of these must be noted in your email asking for confirmation.
- State all the relevant information. As said earlier in this article, there are different instances where you would need to send emails requesting confirmation from companies. In all of these instances, make sure to include all the relevant information in the email you’re sending.
This means explaining to the recipient in detail what you want to be confirmed. While this will be obvious in the subject of the email, make sure to include all the necessary detail in the body. All the necessary detail means a recap of the previous interaction you’ve had with the company. - State your expectations. This simply means stating your reason for sending the email. Are you requesting confirmation in the form of a call? An email? An official recourse, etc. What you expect should be stated in the email.
Mind you, when stating your expectations, do not do so rudely. Such as,
“I expected you’d have reached out to me by now.”
Instead, say something along the lines of, “I would appreciate a response so as to…”
How to Respond to an Interview Availability Email: Samples included
Email Asking for Confirmation Letter or Different Occasions
As said repeatedly in this article, there are different scenarios where you may need to send emails asking for confirmation letters.
In this section of the article, we will list the most common instances and provide some samples to aid you in writing your email requests.
How to Write an Email to a Company asking for a Confirmation Letter of Employment
This email is also known as an employment verification letter. There are a ton of reasons to request an employment verification letter. A confirmation letter of employment can be requested if you were just newly hired and you need to present the document to a financial institution or any other organization.
An employment confirmation letter states everything you want it to say. Such as how long you’ve worked in said company, your role in the company, your remuneration, etc.
Bear in mind that the information your employers can disclose varies depending on the state. This means in some states, you may be required to sign a release form before your employer can share details concerning your employment.
Also, when requesting confirmation letters from a company, ensure to do this as early as you find out you need them. For large companies especially, your request may have to go through several channels before it’s officially approved and delivered to you.
Without further ado, here are some samples to guide you toward writing your request emails.
How Do You Politely Ask for Confirmation Email
Here are some emails you can send to ask your recipient to respond to your email politely:
"Dear [Name], I hope this email finds you well. Could you please confirm that you received my previous email? I just want to ensure that my message reached you successfully. Thank you for your assistance."
"Hello [Name], I trust you're doing great. I wanted to kindly request a quick confirmation of receipt for the email I sent on [date]. It would be greatly appreciated. Thank you."
"Dear [Name], I hope everything is going well. I wanted to follow up on my previous email to ensure it didn't get lost in transit. Could you please confirm its delivery? Thank you for your time and attention."
"Hi [Name], I hope this message finds you in good health. I'm writing to kindly request a confirmation that you received the email I sent on [date]. Your prompt response would be highly appreciated. Thank you."
"Dear [Name], I hope you're having a wonderful day. I just wanted to touch base and kindly ask if you could confirm that you received my previous email. Your confirmation would help me ensure effective communication. Thank you."
Sample Confirmation Letter of Employment / Employment Verification request
Subject: Employment Verification Letter Hi Jason, I’m applying for an auto loan, and the company has requested my employment verification. Please include my employment date, my job title, and my current annual salary in the employment verification letter. The company’s information is XYZ Alphabet Company, 123 Croak Street Washington, WA1234 Please let me know If you need any more information. Best Regards, Jim Blessed
Sample Two Confirmation Letter of Employment / Employment Verification request
Subject: Confirmation Letter of Employment Dear HR, I’m writing this email to request an official employment verification letter. On the 15th of June, after my final interview with the head of marketing, I was informed that I’d be presented with an official Letter of employment before the end of the week. It’s been over four days since the week ended, and I haven’t heard anything from the company. Please send me an official employment verification letter to officially begin performing my duties. Thank you. Sincerely, Jim Blessed
How to Write an Email to a Company asking for a Confirmation Letter of Application
When applying for a position or an opportunity, there’s a chance that your application could have fallen through the cracks and been missed, especially when you didn’t get the usual thank you for your application email.
To ensure your application was received, it is essential to send an email asking the company or institution to confirm receipt of your application.
When writing an email asking for a confirmation letter of application, you must:
- Follow all the rules of a professional email. Such as being polite, addressing your email correctly, etc.
- Your email should be written to the letter. Do not leave out any important detail, and do not omit any vital information.
- State when you sent in your application and offer to resend it if it somehow fell through the crack.
Sample One – Confirmation Letter of Application
Subject: Confirmation of application Dear John, I would like to bring to your notice that I recently applied for the position of Clerk in your company. I sent in my application on the 17th of June and have not received any notification of receipt. Kindly get back to me as soon as possible as I look forward to working in your prestigious company. Sincerely, Mary Sinclair
Sample Two Confirmation Letter of Application
Subject: Requesting confirmation of receipt of application Dear Sir, This email is written to follow the application I sent to your college for MSc session 1234. I sent in my application with all the necessary information and documents attached, but I haven’t received any acknowledgement regarding my application. It’s been almost three weeks since I applied, and I’m sending this email to verify if you received my application. Kindly get back to me if I need to reapply or if you need further information from me. Thank you for your time and consideration. Sincerely, Thomas Rudiger
Conclusion
In this article, we’ve listed the most important things associated with writing emails to request confirmation letters from companies.
We’ve also included guidelines to serve as pointers to ensure you have all the necessary information to write your emails for confirmation.
We’ve included samples to guide you when you need to write your emails asking for confirmation for various instances.