Letters – Free Sample Letters

Ms/Mrs.________________

Address_________________

Date _________________

Subject:- confirm a guest attendance

To,

This is to announce that honorable Mr.________________(Name) has agreed to be part of our annual celebrations. He/ She will be the chief guest of the evening and preside over it.

We consider it as huge honor he has agreed to be part of our celebrations and the management is pleased and happy with his agreement to be presence.

The management committee members are directed to make all the arrangements for his arrivals and arrange for this comfort. The committee is also requested to make arrangement for a special badge of honor to be presented to him by our chairman.

The management hopes that committee will serve him in best possible manners and make the evening memorable and success with its arrangements.

Yours,

______________

Dear Sir,

As per our conversation yesterday I have booked flight tickets for six and the departure time is ________ and arrival at _________ will be _________. My manager will be available with the cab at the airport and the rooms have been booked for of or 6 people in ________________ hotel. It is one of the finest hotels of the city and they have a shuttle service to pick you up from the airport just in case you miss the company cab. The rooms are booked from ________ to ________.

Hotel provides free complimentary breakfast and also serves all types of cuisine at reasonable rates. As per your requirement I have booked double rooms and one with the Mountain View. There is a banquet hall and swimming pool and also basket ball and indoor games court.

The hotel even provides AC buses and cabs for sightseeing. The hotel is one of the centre points of all the nearing places. There are good malls and shopping centers around the hotel. This is also near to a_________ beach so that you can just walk in the evening to the beach and enjoy your time.

I will meet you directly in the hotel and I have informed other members also about the meeting and the venue.

If there is any problem please contact me at ___________.

Sincerely

Your Name

Nearly all educational institutions sometime or the other organize conferences and seminars. It is of great prestige and honor to receive an invitation for them. It is a great honor for someone to be invited in a national conference. Giving your confirmation is then an important step from your side.

Here is a sample confirming attendance letter:

From:

Dr. David Ronaldson

Dale College of Medical Sciences,

Vancouver,

Canada

To:

Dr. Richard Norton

The Director,

Medical Council of Canada,

Edmonton,

Canada

21^st May, 2010

Ref: Confirmation of attendance in the seminar

Dear Dr. Norton,

I am very grateful to you for considering me as a part of this international conference and would like to give my confirmation to attend the conference on Congenital Heart Diseases in Children.

This topic holds immense interest to me as I have done a lot of research work on the children suffering from Congenital Heart Diseases. Few months back I received the honor of presenting the research paper in one of the conferences on Heart Diseases.

Now it shall be a great pleasure to hear the renowned researchers and doctors speaking on the issue. I am very excited for the conference and I will be there on the very first day of the conference as I do not want to miss any moment of it.

I hope that the bookings in the hotel will be done by your institution. The air ticket has already been booked by me. I am looking forward to meet you all once again.

Thanking You,

Sincerely,

Dr. David Ronaldson

Your name

Your address

City, state, zip code

Date

Any university

Street address

City state zip code

To whomsoever, it may concern.

Subject: Authority letter for collection of educational certificates

I,(your name),hereby authorize (name of the person you are authorizing) to collect my mark sheets and the convocation degree certificates  on my behalf as I am unable to attend the convocation due to medical reasons .

I have attached all the medical reports, which prove that I cannot be physically present to collect the certificates, and also I do not want it to be posted to my place as I have lost a certificate before via post.

I give my permission to the university or the department to please give all my certificates to (name of the authorized person) as I have to submit it to the (company name ) which I have to join on (date).

Please do the needful at the earliest.

I thank you in anticipation for your support.

This authorization is valid until (date)

Sincerely,

Signature

Your name

Confirmation letter should confirm and clarify that all people involved have the same knowledge of a correspondence and can be used as a record for future reference.

Date

Dear Name,

We are glad you agreed to be nominated as a member of the united church team. We are anxiously looking forward to working with you in the ministry.

We will be submitting your name for approval for all the meetings and authorizing you for concerned reports. Your service with the team would be for two years and every year we will take your approval after the conclusion of the first year.

You will be scheduled to take up training programs to be a team member starting from ________ (date) and if you have any other appointments please let me know I will fix the training for some other period. It’s only after the completion of the training program you can serve in the ministry

Regarding other benefits and insurance coverage you can speak with the clerk at the church office.

If you need any clarification you can feel free to contact me at_______________

Sincerely,

Your name

Position

Dear Sir,

I am writing this letter to confirm as per our discussion my visit along with two other colleagues to ________ city. My flight arrival time is ___________ at _________ airport and as per your direction tour travel manger would be available either the can at exit of Airport.

I am aware that you have booked separate rooms for all three of us ____________ hotel and thanks for booking hotel of our choice. I have heard they are the best in the city. Well we are looking forward to join you and discuss about the project and also go for sightseeing once the discussion about the project is over. Our stay is from ___________ (date) to __________ (date) so I feel we have enough time to discuss the project as well as go for visits the city. I have heard that this city had some of the great opera houses and discotheques. Please also arrange for a guide for sightseeing and we are also interested in going for the beach ball games.

Please revert back with a confirmation .Thank you for your time and consideration.

Sincerely,

Your Name.

Dear name,

During the six months probation period with the (company name), we have reviewed your performance and are pleased with your performance. You have achieved all your targets and finished all your work in time. Even your immediate superior has all words of praises for you.

We are happy to inform you that you have been confirmed to the position of (position) at (company name) with effect from (confirmation date).Your salary has been revised to (Rs.in words) per month with effect from the confirmation date which indicates the cost to company and other benefits.

All other term and conditions as detailed in your appointment letter remain unchanged.

In case of any clarifications, please reach your manager .We sincerely look forward to your association with (company name) and are confident that you will use the opportunity with (company name)for further improving the growth of your career.

Congratulations on your continuous success.

Regards,

Your name

Ms/Mr. ______________

Address

Date: ___________

Subject: Confirmation of appointment

Dear Ms/Mr. ____________

This is to confirm the appointment requested by your company on your behalf in regard to matters of sales and purchase. The meeting will be held in the Hotel Park Sheraton at 6:30 pm.

The meeting will be attended by the manager purchase department from our behalf. The meeting has been approved by the highest officials and is expected to bring fruitful result.

We hope that meeting will be successful.

Yours

Name

Designation

Ms/Mr. ______________

Address

Date: ___________

Subject: Confirmation of the receipt of order

To,

Dear Ms/Mr. ____________

This is to confirm that we have received your order for the purchase of the items as mentioned in the list as attached  along with the covering letter dated __________ (date).

The items as mentioned are:

1. Refrigerator
2. Colour LCD television  21”
3. Micro oven
4. Washing machine
5. Vacuum  cleaner

We also received the payment of Rs 150000 in form of demand draft dated _______ (date) of the _____________ bank (name of the bank).

The items are being sent to the address as mentioned in the letter of order. The items are expected to be delivered on the said address within  the 5 or 6 days of receipt of orders. The statement of orders and bill along with the warranty documents will be delivered along with the items. Any defects in the items or any problems with the statement of orders must be reported at the earliest.

We are thankful to for the order and pleased to serve you and hope that your association with us will continue in future also.

Thank you

Yours

Name

Every organization has several stages towards hiring. They may choose to take an employee on “Contract”, move her/him to “Probation” and then finally take her/him to “Confirmation”. However Human Resource departments of all organizations differ. Confirmation is the final stage of an employee’s move on the status in the organization s/he works for. “Promotions” however are an ongoing process depending upon the capabilities and initiatives of a particular employee.

A Confirmation Letter is a document handed over to an employee informing her/him that s/he is now a confirmed employee of the organization. But most companies have longer notice periods attached to confirmed employees as compared to the ones who decide to leave during their contract or probation period. The terms and conditions of employment definitely change once an employee is a confirmed one.

A Confirmation Letter should be given to an employee as soon as s/he is found eligible for reaching that stage after the proper performance reviews. It is a great source of inspiration for the employee to get the letter as soon as the organization feels s/he deserves it. If the organization has a system where all the employees who are due to be confirmed in a particular month will only be confirmed at the end of that quarter, this policy should be clearly communicated to her/him. A dissatisfied employee is not a very happy to thing to have for an organization.

This letter should be short, crisp and to the point. The date from when the employee will be confirmed should very clearly be mentioned in the letter, as this is an important official document to have. If any terms and conditionsof employment have changed from the time the employee gets confirmed, it should also be a part of the letter. Who the person will report into, in case of any change, should also form an integral part of the letter.

DOS AND DONT’S FOR CONFIRMATION LETTER

• A Confirmation Letter should be given as soon as the employee is found eligible for it
• It should be short and crisp
• A Confirmation Letter should not be a lengthy one as then it looses its value
• If any terms and conditions of employment change at the time of confirmation, it too should be mentioned in the letter
• The date from when the confirmation comes into place should be a part of the letter
• Only content related to confirmation should be mentioned in the letter and the company should not digress from this topic
• Carefully check the grammatical usage, spellings and language of the letter
• A copy of this letter should be signed by the employee in acknowledgement of receipt

SAMPLE OF CONFIRMATION LETTER

___________ (Name of the person who is being confirmed)

___________ (Date)

Subject: Your confirmation

Dear ___________ (Name of the person)

After careful evaluation of your performance this is to inform you that with effect from _________ (date of confirmation) you have been moved to Confirmation with our organization. You will now be __________ (detail of the designation if it has changed with the confirmation) and will report into __________ (name of the person who the confirmed employee will report to).

The terms and conditions of your employment will remain the same except for the notice period. There will be a 3-month notice period from either side with effect from the date that this confirmation.

Your CTC package will be Rs.____________. You may please contact the HR department for the necessary break-up.

We thank you for your initiatives and hope that you will perform with equal enthusiasm as time goes by. We wish you all the best in all your endeavors.

Best regards,

__________ (Name of signing authority)