The reader already knows the information. So confirm the same with a brief mention of required information or instructions.
Mention that the promotion, transfer, or relocation is confirmed.
State the date from when the change would come into effect.
Also, mention any required instructions or relevant information.
[Subject: Normally bold, summarizes the intention of the letter] -Optional-
Congratulations! I am happy to inform you that we have chosen you to be our Marketing Supervisor for our branch in Portland. This contract will take effect on the 1st of April.
Our Accounting Department has also approved the release of a relocation package, which should help you with the expenses for this transition. Please approach Ms. Lily Sanders for the complete details.
We wish you all the best as you embark on this new professional path and are rooting for your success.
cc: [Name of copy recipient] – Optional –
Further things to consider when writing confirmation letters to employees
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 employees 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 companys letterhead.
Letters to employees are letters written to individuals who work for an organization or for another person. If you are an employer or manage a group of employees, the chances are that you will have to write to the employees at some point. It could be an introduction letter to introduce a new product or service to salespersons, a rejection letter to turn down an employees request for a promotion, or a thank-you letter to thank an employee for his/her hard work. You could also write a termination letter to fire an employee for his/her poor performance. Whatever the reason for your writing, the letter must be formal and professional.
All letters to employees must be addressed with the proper names of the recipients. But if your message is intended for all employees in general, you can address your letter as To all employees. State the purpose of the letter. Convey your message briefly but clearly, highlighting all the important details. If the issue that you are writing about requires further explanation, make sure to offer your explanation in a way that the recipient can easily understand. Wrap it up with a positive note or a call to action.
Sample letter to confirm a change in work schedule
Sample letter to confirm a promotion
Sample letter to confirm a transfer to another department
Letter to congratulate to a colleague for her promotion
Request a promotion or salary raise. Sample letter
Request for a salary raise – sample letter
Confirm a special guests attendance. Sample letter
Employment confirmation letter from an employer
Sample letter to confirm a job interview
Sample letter to confirm an employment interview
Sample letter to decline a job offer due to relocation
Example letter to confirm a verbal agreement
Sample letter to confirm a job decision
Letter example to confirm an authorization given to someone
Letter to confirm the cancellation of lost blank checks
Letter to confirm a transfer, promotion, or relocation