Confirmation letters can be made in various forms, each of which has a different format. A confirmation letter to convey details of the results of a meeting, activity, or other event is usually short and straightforward. An employee acceptance confirmation letter is generally longer because it includes terms and conditions that must be met. If you want to write a letter to someone who will receive the Sacrament of Confirmation, prepare a letter in a more personal style.
Step
Method 1 of 3: Writing Letters to Candidates for Confirmation
Step 1. Begin the letter by stating the importance of strengthening faith
The Sacrament of Confirmation is the confirmation of the blessing received at baptism to strengthen the relationship between the recipient of the sacrament and the Church. Congratulate the candidate for the sacrament personally because he or she is willing and has decided they want to receive the Sacrament of Confirmation.
- For example, say in a letter, "In support of your willingness to receive the Sacrament of Confirmation, I am honored to have the opportunity to serve you in making this important decision to strengthen your personal relationship with Jesus Christ and the Church."
- Use words and phrases in the Catholic Catechism to emphasize the importance of this decision in the candidate's journey of faith.
Step 2. Discuss your relationship with him
Share memories and events that you have shared with him to motivate and strengthen his intentions. Support your presentation with a Bible verse or quote from another source. Tell a past story or incident that shows that you love him and support his journey of faith.
- For example, tell a story about a time when he was baptized. The things he or she has asked you about church teachings or your beliefs can be used as interesting reflection material at the beginning of the letter.
- You don't need to write a long or very detailed letter. A short letter is still useful.
Tips:
Before writing a letter, prepare an outline and make several drafts to form the best letter script.
Step 3. List a Scripture verse that motivates or inspires
Use these quotes to explain the meaning of the Sacrament of Confirmation and the teachings of the Church. Use a website or Bible Concordance to find inspiring Scripture verses.
- For example, include the verse: "The name of the LORD is a strong tower, to which the righteous run and he is saved." (Proverbs 18:10).
- Another example of a verse to quote: "For I know what plans I have for you, declares the LORD, plans for peace and not plans for disaster, to give you a future full of hope." (Jeremiah 29:11).
- Also include the verse: "I can do all things through Him who gives me strength". (Philippians 4:13).
Step 4. Try to convince the recipient that you are ready to provide support
End the letter by explaining that you will continue to support and pray for him. Say thank you because his love and presence make you grateful and feel happy.
For example, write a letter, "Your decision makes me feel very proud and blessed. I am honored to be a witness when you receive the Sacrament of Confirmation. I pray that you continue to grow in faith, hope, and love."
As a variation:
If you know the name of the recipient of the letter, write a prayer to the patron saint at the end of the letter.
Step 5. Prepare a handwritten letter to make it more personal
Unlike formal letters that are usually typed, handwritten confirmation letters feel more personal and authentic as if they are stated directly from the heart, thus giving a very meaningful touch.
When writing a letter by hand, do not rush. Write as neatly as possible and make sure there are no mistakes. To make it easier, type first and then copy
Method 2 of 3: Submitting Employment Confirmation
Step 1. Write a formal letter to do business using company letterhead
Formal letters for business purposes typed on company letterhead are useful for conveying messages effectively and representing letters as an official medium of business communication. Write a letter with standard fonts and margins. Type letters using left-aligned format, 1 line spacing, and 2 line spacing.
- Do not abbreviate the address when writing a formal business letter. For example, instead of typing "Jl. Utama Raya 123", type "Jalan Utama Raya 123".
- You do not need to type the company address if the letterhead already includes the company address.
Tips:
Government agency and company letterhead can usually be downloaded by authorized personnel and includes all legal aspects that must be met in order to submit confirmation of recruitment.
Step 2. List the job title, salary, and start date
Start the letter with an enthusiastic opening word when conveying congratulations on joining as a new employee. You may provide a brief job description, unless the position has explained this.
For example, say in a letter: "On behalf of the management of PT XYZ, through this letter I convey that you have been accepted to work as secretary to the board of directors with a salary of Rp. 10,000,000 per month and start working on March 1, 2019."
Step 3. Provide a summary of the terms and conditions that must be met
State clearly if there are conditions that must be met by the recipient of the letter. Likewise, if you apply for conditions, this must be conveyed in the letter.
- For example, the recipient of the letter must pass a biodata check or pass a drug-free test.
- Also convey in the letter if the new employee has to sign an agreement, such as an employment contract or other contract.
- If you apply for a requirement, provide a deadline for the recipient of the letter to be able to fulfill it before the deadline. If there are documents that he needs to sign, let him know that this can be done on the first day of work.
Step 4. Describe the benefits provided by the company in detail
If the company provides health insurance benefits, retirement benefits, education benefits, leave reimbursement, or other benefits, include them in the letter. Tell the requirements that must be met and how to get more information about this so that the new employee is entitled to the benefits.
Some companies provide benefits from the time the employee starts working, but in general, employees are entitled to receive benefits after working for a minimum of 60 days
Tips:
The employee acceptance confirmation letter may be more than 1 page, but not more than 2 pages. Do not include detailed information that can be read by the recipient of the letter through other documents sent with the letter.
Step 5. End the letter by saying thank you
Say thank you because he wants to work for your company and you enjoy working with him. Express your excitement or enthusiasm about the new employee joining the team.
- For example, say in a letter, "Thank you for your support in realizing PT XYZ's mission. Management welcomes your presence in the team and awaits your contribution to the progress of the company."
- Include a formal closing greeting just above the signature, such as "Sincerely" or "Greetings".
Step 6. Write your title under your name
As per the business letter template, prepare 4 spaces for the signature below the closing greeting. Under the place of signature, include your full name. Below name, list your title and company name.
For example, type in your title and company name: "Director of Operations of PT XYZ"
Step 7. Examine the mail carefully
Make sure the letter is written with correct typing and grammar. Have someone from the personnel department read the letter to make sure the editorial is correct.
Prioritize double-checking the numbers listed in the mail. Numerical errors often occur unintentionally and this can lead to misunderstandings, sometimes even legal consequences
Step 8. Print the letter and sign it before sending
Letters printed using quality paper seem more professional. Even if you're sending a letter using email, send a signed, official letter. Use a ballpoint pen with blue or black ink to sign letters. Include a title, for example "S. Kom." or "M. Si." if needed.
Send the letter as soon as possible so that new employees receive the letter before the scheduled date as the first day of work
Tips:
The address typed on the envelope makes the letter seem more professional. Programs for typing letters provide templates that help you print the address in the correct position on the cover of the letter.
Method 3 of 3: Drafting Another Official Confirmation Letter
Step 1. Type the letter in the format of a formal business letter
This letter shows sincerity and conveys the message with the right words. Many letter typing programs provide business letter templates for creating confirmation letters. Use a standard font, such as Times New Roman or Arial.
- Legally, a confirmation letter can be used as a record of an oral agreement. A business letter is accepted as evidence in court because it uses a formal letter format.
- Confirmation letters are usually very short and no longer than 1 page. Sometimes, the confirmation letter only contains 1 paragraph.
Step 2. Give a proper greeting
In general, confirmation letters begin with a greeting, such as "Dear." followed by "Father" or "Mother" and the full name of the recipient of the letter. If he has a doctorate, include "Dr." in front of the recipient's name. Put a comma after typing the name of the recipient of the letter.
- If you don't know the gender of the recipient, just type the full name.
- Don't use the abbreviation "Mrs." unless you can confirm that the recipient is a married woman.
Step 3. Confirm the deal specifically
Confirmation letters do not need to start with a long introduction or pleasantries. Clearly state the planned activity or agreement that you want to confirm, such as the date, time and location of the meeting.
- For example, start the letter by writing, "As a confirmation," or "I confirm that" followed by the information you want to confirm.
- To notify you that you have received something, start the letter by writing, "Through this letter, I have received" followed by the name of the item you received.
Errors in the aspect of formality: a letter to confirm a personal agreement with someone you know well is fine in a casual style, but make sure your letter sounds formal and professional.
Step 4. Provide other important information
Also include detailed information, such as the name and title of each person involved, their respective duties, schedule of activities, or financial agreements. Emphasize the terms or conditions that are part of the agreement to clarify the expectations.
For example, if you're writing a letter confirming that the recipient is going to volunteer for a nonprofit, include the date, time, location of the event, and the tasks he or she must do as a volunteer
Step 5. Ask for feedback if needed
Before closing the letter, convey that you are asking the recipient of the letter to contact you and provide the information you need. If you're sending a letter to make a request or assign an assignment, ask him to let you know as an agreement to your terms.
Even if you don't ask the recipient of the letter to contact you, it's a good idea to inform him that he may contact you using certain means of communication if there are things he wants to ask. For example, "If you need more information, please contact me by telephone (007) 123-4567."
Step 6. Thank the recipient of the letter
Make a new paragraph to say thank you because he is willing to join the activity or agree to the terms you put forward according to the letter.
- For example, to confirm approval of someone willing to volunteer for a nonprofit, write in a letter, "Thank you very much for your commitment to participating in the mission of this activity. I really appreciate your support."
- Express enthusiasm when needed. For example, if you want to confirm an interview schedule, say in a letter, "I appreciate the opportunity given to _" or "I look forward to discussing with you during the interview."
Step 7. Check and correct the letter before printing
Confirmation letters will not be taken seriously if there are typos or grammatical errors. In addition to being checked, make sure you write a clear and straightforward letter.
- Read the letter aloud so you can determine which sentences need to be rephrased or shortened while correcting any mistakes.
- Avoid business terms or jargon. State the things you want to be confirmed clearly and straightforwardly.
Step 8. Use high quality paper to print the letters
After the letter is checked and there are no errors, print it using premium stationery. Buy enough stationery at a stationery store or online.
- If you want to send a letter in the capacity of an employee or representative of a company or organization, use company or organization letterhead. However, if you want to confirm personal matters, don't use company letterhead even if you are the owner.
- Programs for typing letters provide templates that you can use to create personalized letterhead to make your letter look as well-prepared as possible.
Step 9. Sign the letter using blue or black ink
After the letter is printed, sign it neatly in the space provided above your name. Make sure your signature is professional and valid, rather than trying to sound stylish.
Sign the letter by writing your full name or according to your signature on your ID card. In general, confirmation letters should not use first names, initials, or initials
Step 10. Send the letter to the recipient's address as soon as possible
After the letter is signed, immediately send it on the same day. You are not creating a good impression if the date of the delivery slip is a few days after the date of the letter.
