Confirmation letters are not mandatory but are commonly used to verify employment status. They are not essential or mandated for rental agreements or general service provision in Singapore.
This guide clarifies common questions surrounding confirmation letters, providing insights into their content, legal implications, and formatting requirements within the Singaporean context.

What is a Confirmation Letter and When is it Required?

A confirmation letter can be a formal document issued by an organization, but its purpose, content, and regulatory context can vary significantly. For instance, an employment confirmation letter confirms employment details, while in auditing it refers to evidence from third parties, and in aviation it serves regulatory purposes.

In employment, it might confirm a job offer, the completion of probation, or simply verify employment details. It's required when:

• Formalizing a job offer: Outlines employment terms, building trust and clarity.
• Post-probation: Officially confirms permanent employment status, boosting morale and security.
• Legal/Administrative Purposes: Serves as a legal record of employment terms, crucial for future reference and dispute resolution. It acts as proof of employment for visa applications, loans, or other official processes.

How to Write a Confirmation Letter for Employment in Singapore

A well-crafted employment confirmation letter should include:

Company Details

• Company letterhead (name, address, contact information)

Date

• Date of issuance

Employee Details

• Employee's full name
• Job title
• Employee ID (optional)

Confirmation Statement

• Clear statement confirming employment status (e.g., "We confirm your position as [Job Title]").
• Effective date of confirmation.

Employment Details

• Start date of employment
• End date of probationary period (if applicable)
• Work schedule (full-time, part-time)

Terms of Employment

• Mention any changes to terms (salary, benefits) or state that existing terms remain unchanged.

Performance Acknowledgement (Optional)

• Acknowledge positive contributions during probation.

Closing and Signature

• Congratulatory message and well wishes
• Signature of authorized signatory (HR or supervisor)

Sample Template

[Company Logo]
[Company Name]
[Company Address]
[Company Contact Information]

Date: [Date]

[Employee Name]
[Employee ID (Optional)]
[Employee Address]

Dear [Employee Name],

Subject: Confirmation of Employment

We are pleased to inform you that you have successfully completed your probationary period which commenced on [Start Date of Probation]. We are pleased to confirm your position as [Job Title] with [Company Name], effective [Effective Date of Confirmation].

Throughout your probationary period, we have been impressed with your [mention specific positive qualities or contributions].

[If applicable, mention any changes to terms of employment after confirmation]

We congratulate you on your confirmation and wish you continued success in your role.

Sincerely,

[Authorized Signatory Name]
[Title]
[Signature]

Additional Tips

• Maintain a professional tone.
• Proofread carefully.
• Keep a copy for records.

Essential Elements of a Singapore Confirmation Letter

The following are crucial for any confirmation letter, regardless of purpose:

• Company letterhead
• Date of issue
• Employee details (name, job title, employee ID)
• Confirmation statement
• Effective date of confirmation
• Probationary period details (if applicable)
• Terms of employment (including any changes)
• Performance acknowledgement (optional)
• Closing and signature of authorized personnel
• Professional tone and accuracy

Legal Implications of False Information in the Confirmation Letter

Providing false information in a confirmation letter carries serious legal consequences, potentially involving:

• POFMA (Protection from Online Falsehoods and Manipulation Act) implications: While primarily focused on online falsehoods, the principles extend to situations where false information is communicated electronically and impacts the public interest.
• Contractual and Employment Law: Disputes and legal action for breach of contract or misrepresentation.
• Criminal Law: Fraud or other criminal offenses, leading to fines or imprisonment.
• Civil Liability: Liability for damages or losses caused by the false information.

Notarization Requirements

Notarization is generally not required for internal HR purposes within Singapore. However, it might be necessary for international use, legal proceedings, or specific requests from receiving organizations. Hence, always check with the recipient.

Confirmation Letter Language Considerations

While English is common, confirmation letters can be written in other official languages (Mandarin, Malay, Tamil) based on the employee's preference, aligning with TAFEP guidelines.

Validity of Confirmation Letter

Confirmation letters don't have an expiry date because they serve as permanent records. However, if employment details change, an updated letter or amendment might be issued.

Formatting Requirements

Follow the formatting guidelines previously outlined for a professional and compliant letter.

Authorization to Issue Confirmation Letters

Typically, the HR department or designated personnel (HR managers, department heads, supervisors) are authorized to issue these letters with company policies will dictate the exact process.

Supporting Documents

While the confirmation letter is primary, additional documents might be needed depending on the purpose:

• Visa/Work Permit: Passport copy, proof of qualifications.
• Loan/Credit Card: Proof of income (payslips).
• Rental: Proof of income (confirmation letter may suffice, but landlord might request payslips).

Conclusion

In conclusion, mastering the art of writing a confirmation letter in Singapore is essential for ensuring a smooth and efficient onboarding process. With clear, professional communication, you set the stage for a positive working relationship from day one. At Gutsy HQ, our HR services are designed to simplify new employee integration by providing all the necessary documentation—including well-crafted letters—to streamline your onboarding experience.