Avoid using any abbreviations when you type addresses in formal business letters. For example, instead of typing “123 Main St. ,” you would type “123 Main Street. " If your letterhead includes the address for your business, you can typically eliminate the address block for yourself.

For example, you might write: “On behalf of Bob Builders, Inc. , I am pleased to offer you the position of Secretary at a salary of $28,500 a year. Your first day will be January 22, 2019. "

For example, the offer may be contingent on a clean background check, or a clean drug test. This section may also include any documents the new employee needs to sign, such as a confidentiality agreement or a non-compete agreement. If you include any contingencies, provide the new employee with a deadline by which those things need to be completed. If you’re only asking for documents to be signed, you might state that those documents can be signed on the new employee’s first day.

Some employers start benefits at day one, but most require employees to work 60 or 90 days before they become eligible for benefits.

For example, you might say “Thank you so much for your interest in our mission here at Bob Builders, Inc. We’re excited to bring you on board and look forward to your contributions. " Use a formal closing immediately before your signature, such as “Sincerely” or “Sincerely yours. "

For example, you might type “Director of Operations, Bob Builders, Inc. "

Double-check numbers in particular. It’s easy to transpose digits by mistake, and this can lead to a huge misunderstanding. These types of mistakes could also have legal consequences.

Mail the letter promptly, so that your new employee will receive it well before their planned start date.

For example, you might say “As you prepare to receive the sacrament of Confirmation, I am honored to support you as you take this important step to deepen your bond with Christ and the Church. " Use words and phrases from the Catholic Catechism to stress the importance of this step in the confirmand’s journey of faith.

For example, you might discuss memories of when the recipient was baptized. Questions the recipient may have asked you about the Church or about your faith are also good jumping-off points for reflection. Don’t worry about making this long or overly detailed. Brevity can also be powerful.

For example, you might try “The name of the Lord is a strong tower; the righteous run to it and are safe. " (Proverbs 18:10). Another encouraging quote is “For I know the plans I have for you, says the Lord, plans for welfare and not for evil and not for harm, to give you a future with hope. " (Jeremiah 29:11). You might also try “I can do all things through Christ who strengthens me. " (Philippians 4:13).

For example, you might write “I am extremely proud of you, and all the blessings you have brought to my life. I am honored to be your Confirmation sponsor, and pray that you will continue to grow in faith, hope, and charity. "

If you’re going to write your letter by hand, go slowly. Write as neatly as possible, and make sure you aren’t introducing any errors. It can help to type your letter out first and then copy it.

In a legal sense, a confirmation letter also may be used to create a record of an agreement made orally. The formal business letter format is appropriate, as these letters may be used as evidence in court. Because confirmation letters are typically extremely brief, you may find that your letter only has a single paragraph. It should never be longer than a page.

If you don’t know the recipient’s gender identity, simply use their first and last name. Don’t use the abbreviation “Mrs. " unless you know the recipient is a married woman who prefers that title.

For example, you might start the letter “This letter is to confirm” or “I am writing to confirm,” followed by the information you’re confirming. If you’re writing to confirm receipt of something, you can start your letter “I am pleased to confirm,” or “I was pleased to receive,” followed by a list of the specific items you received.

For example, if you’re writing to confirm that the recipient will volunteer at a nonprofit event, you might want to include the day, time, and location of the event, as well as specific acts the volunteer will be expected to perform.

Even if you don’t have anything specific for the person to contact you about, it’s usually a good idea to include a line with your preferred method of communication and let them know that they can contact you if they have any further questions. For example, you might write “If you have any questions or comments, you can reach me at (999) 444-1212. "

For example, if you are confirming someone’s agreement to volunteer at a nonprofit event, you might say “Thank you so much for your commitment to our cause. We are grateful for all of your effort. " Make a statement of your enthusiasm, if appropriate. For example, if you are writing to confirm a job interview, you might say “I appreciate the opportunity” or “I look forward to talking to you. "

Reading your letter aloud can help you pick up on places where your writing could be simpler and more direct, as well as making it easier to notice mistakes. Edit out legalese or other industry jargon. Be clear and direct about what you’re confirming.

If you’re sending the letter in your capacity as an employee or representative of a business or organization, use the letterhead of that business or organization. However, if you’re writing to confirm a personal matter, don’t use the business letterhead – even if you own the business. Most word processing apps have templates you can use to create your own personal letterhead if you want your letter to look a little more polished.

Sign your first and last name exactly as it is typed. It’s typically not appropriate to use a nickname or abbreviation when signing a confirmation letter.

If the letter is confirming something that could possibly have legal significance, make a copy of the confirmation letter for your own records before you mail it.