How to Write a Letter of Undertaking

Last Updated on February 9, 2022

How to Write a Letter of Undertaking

Today, we are going to learn how to write a letter of undertaking. But first, we will have to understand what letter of undertaking is about, what it is, the need for it, how to write it, and who can write it.

Undertaking Letter Meaning

An undertaking letter or a letter of undertaking is a formal document, but not necessarily a contract that provides assurance from one party to another to fulfill an obligation. It is mostly used from a business perspective, to fulfill some deeds or work for a business and in return, getting paid for it. Moreover, an undertaking format letter is usually brief and clear – unambiguously explaining the sender’s intent.

Furthermore, a letter of undertaking always has to do with prior or previous agreement and is normally employed in the day-to-day transactions between parties. Normally, one party does it to prevent incurring loss. A good example is a situation where some students destroy school properties in the course of a demonstration, the school management requires the students to write a letter of undertaking, showing that they will not do such wrongful act again and also stating the alternative consequences in case of default.

How to Write a Letter of Undertaking

The following should be noted and should serve as a guide to the format of the letter.

  1. Letter of undertaking is a kind of formal letter and like every other formal letter, it must contain the date, your address and that of the recipient, salutation and heading.
  2. The letter must also contain an introduction which should show clearly if the letter is written by a solicitor or by the person in need. State briefly the purpose of writing also.
  3. You then proceed into the body of the letter, where you state your intentions.
  4. Add a complementary close; Yours faithfully, Yours Sincerely, Kind Regards, and sign before you put your full names.
  5. Lastly, as you would do to any official document, cross-check to ensure that your letter aligns with your intentions.
  6. Before you submit, make photocopies and keep one or two for future use. Or convert your Letter of Undertaking to PDF format and save in your gmail (email) account.

In many companies and business organizations, employees with salary and terms of job are required to write undertaking letter for record keeping and for reference purposes.

Sample Formats of Undertaking

Below are formats of Letter of Undertaking for Job.


Format 1



I hereby solemnly confirm that I have carefully studied the rules and regulations contained in my appointment letter and I will abide by them throughout my service. I also hereby confirm that the information I have filled in this form is correct to the best of my knowledge.

In case you require any further information, I will be ready to furnish you with them as soon as possible.

Signature & Thumb impression of the Employee


Format 2

Undertaking Letter by Employee

Mrs Nkechi Presh,

Mea Mater Elizabeth High School,


Dear Sir,


This is to bring to notify you that I have taken the job of substitution teacher at Mea Mater Elizabeth High School for one year (i.e. from 1 September 2020 to 31 August 2021). I agree that I shall be paid the sum of one hundred thousand naira per month. I have completely read and understood all the terms and conditions of the job and my workinghours will be from 8 am till 3 pm daily. I undertake that I can be terminated from job at any time without prior warning if I break the terms of the contract.

Yours faithfully,


Best employee

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