How to Write a Certification Letter?
A certification letter certifies the completion of a task, procedure or responsibility. It has to be authentic and formal. The contents should be valid and free from any disguise. If you are providing a certification letter to someone be sure to verify all the information before issuing the letter. If you are asking for a certification letter, provide with all the details with proofs for the back up. Never exaggerate and write to the point. Be sure that the certification letter has a signature of the proper person with a stamp of the institution, organization etc. keep the letter short and concise. Proof reading is a must while writing a certification letter. Any mistake can spoil the image of you as a person or of the organization.
Certification letter is given to someone to verify the deeds of that person. It can be regarding any project, competition, task or course completion. These are basically the letters of conformation and should be direct and concise.
Quick Tips to Draft a Good Certification Letter.
- The certification letter should be written in a business format. It should be specific. The information should be explicit and the language should be clear.
- The letter should be typed on a professional letter head. If there is no letter head, create a header on the top of the document including the name, address, phone number and professional email address.
- Double space and type the current date. Again give a double space and type the name of the recipient and his job title, his company's name and address.
- Start your letter with a formal salutation. Always address the recipient by his name with an appropriate prefix.
- Type a subject line and a short heading which indicates what the letter is in reference to.
- Type an introductory paragraph and give details exactly what you are certifying. If this involves the names of others as well, include them here.
- Type one more paragraph and explain on what authority this letter is being written by you. In other words, you should tell the recipient how you are authorized to send him the certification letter.
- Thanks the recipient and end the letter in a formal tone with 'Sincerely'. Give double space and write your name. Sign the letter with date.
- Always use a good quality paper while writing a certificate letter.
- Never use various kinds of fonts. Stick to one font and one format.
- Avoid using bold colors while writing a certification letter.
Writing a certification letter is not very difficult. It is because the content in known, the addressee is known, and the format is decided. Still some points to be remembered are:
- The language of the letter should be very attractive.
- If necessary you can decorate the letter by providing some margins.
Read and re read the certification letter before you hand them out to the addressee. Any mistake on your side will ruin the image of you and your organization.
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