How to make a certification letter

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How to make a certification letter
A certification letter must follow correct business protocol. (Comstock Images/Comstock/Getty Images)

Several situations may call upon you to write a letter of certification, such as verifying a worker's employment or a student's completion of a course. Certification letters are basically letters of confirmation, and ideally should be direct and concise. If you must make a certification letter for any purpose, use a standard business letter format and be as specific as possible. Because this type of letter may be used as an official record, it is important that the information is explicit and the language clear.

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  1. 1

    Type the letter on stationery with your professional letterhead. If you do not have one, create a header at the top of the document that includes your name, address, phone number and professional e-mail address.

  2. 2

    Double space and type the current date. Double space again and type the name of the recipient and his job title, his company name and the company's address.

  3. 3

    Open with a formal salutation, addressing the recipient by name with the appropriate prefix. For example, "Dear Mr. Jones."

  4. 4

    Type a subject line and a short heading indicating what the letter is in reference to. For example: "Subject: Letter of certification of employment for Mary Charleston."

  5. 5

    Type an introductory paragraph and explain exactly what you are certifying. If the matter involves names of either individuals or companies and dates, include them here. For example: "This is to certify that Mary Charleston was employed by Roberts Bank from November 3, 2008, to March 4, 2010."

  6. 6

    Type a second paragraph and explain on what authority you are writing the letter; in other words, why are you the individual called upon to certify the request. In the previous example, the sender might be Mrs. Charleston's boss at Roberts Bank.

  7. 7

    Thank the recipient for his time and end with a formal closing, such as "Sincerely." Double space twice and type your name. Print the letter and sign your name above your typed name.

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