Have you recently been asked to write a certification letter on someone's behalf? Writing a letter of certification can be daunting, and you may not even understand what a certification letter is — much less how to write one. This guide will help you through the entire process, step-by-step.
A certification letter — also very frequently referred to as a letter of certification — is an official letter that serves the purpose of verifying information. A letter of certification is usually written by a person of authority in an official capacity in order to assist an applicant of some kind in completing the required steps.
Anyone may be asked to provide a letter of certification, and that includes people who do not often write such letters. The official nature of this request can easily make you feel intimidated, but you will typically simply need to state the facts.
Why are certification letters used? While the reasons for needing a letter of certification can vary, and therewith also the reasons for writing such a letter, the most common types and uses are:
The information presented in a certification letter depends on the nature of the request. In some cases, official forms may need to be completed in lieu of writing a certification letter. Where this is not the case, however, and you are called on to compose a letter, it should follow the standard US business letter format (in the following order):
Although the contents of the letter of certification will depend on your purpose for writing as well as the capacity in which you are writing, your letter should always explain:
When an applicant of any type asks you to participate in the process by providing a letter of certification, the requesting party may provide a form or announcement in which they specify details of the information they require. This should help you understand precisely what kind of information is being requested.
If you were not previously informed about the request, you can check in with the party on whose behalf the information is being requested, and ask for their permission to forge ahead with the letter of certification. The party in question will then understand that you are going to write a certification letter in accordance with, to the best of your knowledge, the exact truth.
Some people will be used to writing and providing certification letters on a regular basis. These include employees working within administrative departments of colleges and large employers who often need to provide formal references. Not everyone who is asked to write a certification letter falls into this category, however.
You may be a small employer who is encountering a request for a certification letter for the first time, an everyday citizen being asked to write a certification letter for a friend seeking a visa, or a Pastor who was asked to offer a character reference on behalf of an inmate.
In this case, you may have no idea how to move forward. Here are some useful tips that will help you write a professional and credible certification letter:
It is crucial to use formal and polite language throughout any letter of certification. You are advised to remain factual and business-like throughout the letter you write but, where relevant, you may include supporting details that support the applicant's cause (or indeed, depending on the context, dismiss it).
It is equally important to be truthful. Letters of certification are official in nature, and you should never use them as a vehicle to present false information.
Should you still be unsure how to proceed with your certification letter, the following samples may help you. However, never copy the exact wording and only use these samples as inspiration.
Dear Mrs Strand,
This letter is to confirm that Mr Alexander Smith was employed at Total Auto Body Repair as a general mechanic during the period from March 2, 2017 to September 19, 2021. While working at our company, Mr Smith's duties included auto body repair as well as customer service. He demonstrated great attention to detail and an admirable work ethic.
I was disappointed when Mr Smith had to move away from Smallville to care for his mother, but am confident that he will make an excellent addition to your team.
Total Auto Body Repair
To Whom it May Concern,
I am writing on behalf of Fast Trucking School to confirm that Miss Cate Hill completed her CDL training with us on February 9, 2022. She showed great competence and we fully support her in her further career.
Dear Sir or Madam
I am writing to confirm that Mr Edward Parker has been employed as a marketing consultant at MadWorldMarketing from December 2011 to the present date, and that his annual salary is $120,400.
On behalf of MadWorldMarketing's HR Department, I can verify that we have full knowledge of Mr Parker's application for a temporary work visa.
Please do not hesitate to request further information,
This should offer you ample ideas that will allow you to continue writing your certification letter, whether the purpose is similar to those highlighter in the examples or different. Where specific information is requested, pay attention and ensure that you provide it. Should you not know what is required, you may make a short phone call to the requesting party for clarification. So long as you provide the requested details, have the applicant's permission, and maintain formal language, your certification letter will meet the requirements.
How do you request a letter for certification?
In some cases, applicants may have to contact the party providing a letter of certification directly. If you are applying for the renewal of a passport while living abroad, for instance, you may have to find an appropriate person to provide a character reference independently. You may do so verbally or in writing. In other cases, the verifying party will contact the party providing the letter directly.
What is a standard letter of certification?
Standard certification letters follow a standard business letter format and use formal language.
What makes a certification valid?
Where you are writing on behalf of an organization, use the appropriate official seals and letter heads. If you are writing as an individual, sign your name.
How do you write a self-certification letter?
Take a similar approach to certify that the information you are providing is full and correct. Write a standard business letter and stick to the facts.