How to Write an Undertaking | Step-by-step Guide

An undertaking is a promise. It is a binding legal document that is often requested in schools, workplaces, and even at the police station. 

An undertaking letter must thus be clear, formal, and sincere. This article will guide you through the simple steps on how to write an undertaking letter in different situations.

Table of Content

How to Write an Undertaking 

An undertaking is a formal, written document prepared to attest to a person’s character, reliability, and trustworthiness. It could be written by the individual to attest for themself or by a third party to attest for someone else. 

There are different types of undertakings, and we’ve covered them in our previous article on how to write an undertaking letter. This article further details how to write an undertaking for various purposes. 

Also read: How to Write an Application Letter in Nigeria | Step-by-step Guide

How to Write an Undertaking Letter to a Company 

One of the most common uses of an undertaking letter is in employment settings—to secure a job position or a contract. 

An undertaking for a contract is written by the contractor to affirm their commitment to deliver all goods or services agreed upon. On the other hand, an employment undertaking may be issued by a third party to attest that the individual being considered for employment is of reputable character. 

Whether you’re a short-term contractor or seeking long-term employment in a company, this section will show you how to write an undertaking letter to a company.

How to Write an Undertaking Letter to a Company as a Short-term Contractor 

If you’re a contractor writing an undertaking to a company, you can write it in your capacity—you don’t need a third party to attest for you, unless specifically requested by the company. So here’s how to write an undertaking letter to a company as a short-term contractor: 

1. Start with your name and contact details at the top right 
2. Add the date below your contact information
3. Address the letter to the appropriate recipient on the top left corner of the page
4. Use a formal greeting (e.g., “Dear Sir/Madam”)
5. State your name and the contract or project you are undertaking. You can reference your contract letter 
6. Confirm your commitment to fulfill all terms and conditions
7. Assure timely and quality delivery of goods or services
8. Include any relevant dates or timelines
9. Express your willingness to be held accountable for breach of contract
10. Close the letter with a formal farewell (e.g., “Sincerely”)
11. Sign under the farewell, and include your full name and designation under the signature 

Now, that’s how to write an undertaking letter to a company if you’re on a short-term contract. Would you like to see a sample? Click here!

Also read: How to Write Application Letter for Teaching Job in School | Step-by-step Guide

How to Write an Undertaking Letter to a Company as a Potential Employee 

Some organizations might ask employment candidates or new employees to provide an undertaking letter to secure the position. This undertaking is to be written by a third party who can vouch for their trustworthiness and can stand for them if anything goes wrong. So here’s how to write an undertaking letter to a company as a guarantor for a job applicant or an employee: 

1. Write your full name and contact details at the top, with the date underneath
2. Address the letter to the hiring manager
3. Write your formal salutation under the recipient’s details
4. Clearly state your name, position, and your relationship to the job applicant (ensure you state the applicant’s full name and the position they are applying for)
5. In a fresh paragraph, confirm that you know the person well and trust their character; assure the company of the person’s integrity and competence.
6. Declare your willingness to take responsibility if the person defaults
7. Close the letter with a formal sign-off 
8. Sign and include your full name and designation under the signature.

Now you know how to write an undertaking letter to a company as a job applicant or a new employee. It’s also important to see a sample draft to fully understand the steps provided in this section. So here’s a sample undertaking for a new employee. It is provided in word copy so you can use it as a template for your undertaking too! 

Also read: How to Write a CV in Nigeria | Step-by-step Guide

How to Write an Undertaking Letter for University (With Sample!)

Some universities require students to submit an undertaking letter as part of the admission process. This letter is often written by a parent, guardian, or mentor to affirm responsibility and compliance with the institution’s rules. Below is a simple guide on how to write an undertaking letter for university: 

Step 1

Write your name, address and date on the top left corner of your page like a formal letter. 

Step 2

Address the letter to the Dean, VC, or any other appropriate authority. Below is a sample: 

The Dean,
Faculty of Education, 
Oduduwa University,
No 12, Fortune Estate, 
Oyo State, Nigeria 

Dear Sir/Ma,

Step 3

Write a formal heading, e.g. LETTER OF UNDERTAKING FOR {STUDENT NAME}

Step 4

State your name, what you do, and your relationship to the student.

Step 5

Next up, attest to the student’s character, and state that you are willing to undertake any responsibilities that arise from their wrong actions. It is best to list your attestations in bullet points. Below is a sample draft: 

I, Mr. France Eledumare, legal guardian of John Eledumare, a prospective student of your school, hereby sign an undertaking that:

• John is a well-behaved and studious individual.
• John will not involve himself in violent acts for the period of his studies at your school. 
• John will not be part of any cultist or extremist groups within or outside the school premises.
• I am willing to take responsibility for any grievances caused by John. 

Step 6

Reiterate your understanding of the legal implications of the undertaking, then appreciate your recipient and close out. Here is a sample draft! 

Also read: 7 Proven Ways to Get a Nursing Home Job With No Experience

How to Write a Letter of Undertaking for Misconduct (With Sample!)

If you’ve been involved in misconduct and you—or a third party—would like to write an undertaking to take responsibility, you can! Here’s a step-by-step guide on how to write a letter of undertaking for misconduct: 

1. Write your full name and contact details at the top
2. Add the date just below your contact information
3. Address the letter to the appropriate authority (e.g., Head of Department, HR Manager)
4. Use a formal greeting (e.g., “Dear Sir/Madam”)
5. Clearly state that the letter is an undertaking for a misconduct that you were involved in
6. Briefly describe the misconduct you were involved in
7. Acknowledge your mistake and take full responsibility
8. Express sincere regret and apologize for your actions
9. Promise not to repeat the misconduct in the future
10. State your commitment to rectify the issue and adhere to all rules and conduct expectations 
11. Sign the letter and include your full name, ID number, Faculty or position.

Download a sample letter of undertaking for misconduct here!

Also read: 24 Amazing Remote Jobs at $30/Hour With No Degree Required

How to Write Undertaking in Police Station

The most common type of undertaking letter in a police station is that written by a guarantor to secure bail for an accused. 

The guarantor agrees to take responsibility for the accused being released from police custody, assuring the police that:

• The guarantor knows the accused and is confident in their character.
• The accused will return for all required court appearances or comply with any conditions of the bail.
• The guarantor will be held accountable if the accused fails to meet bail conditions.

So here’s a step-by-step guide on how to write an undertaking in a police station, specifically to grant police bail: 

1. Write your full name, address, and date at the top right 
2. On the top left, address the letter to the Divisional Police Officer or relevant officer, and add a formal salutation 
3. Introduce yourself, your relationship to the accused, and your reason for writing the letter, i.e. to stand as a guarantor for the accused.
4. Mention the full name of the accused and the reason for their arrest
5. Assure the authorities of the accused’s good character
6. Promise that the accused will meet all bail conditions
7. Declare your willingness to take full responsibility if they fail to comply.
8. Provide your identification details for traceability 
9. Signout formally 

Frequently Asked Questions

Conclusion: Write an Excellent Undertaking Letter

In our previous article on writing an undertaking letter, we discussed what an undertaking is, the various types, and uses. This article has covered other uses of an undertaking letter, showing you how to write an undertaking in various settings, such as: 

• How to write an undertaking letter to a company, whether you’re a short-term contractor, job applicant, or potential employee
• How to write an undertaking letter for university
• How to Write a letter of undertaking for misconduct 
• How to Write undertaking in police station
• How to Write an undertaking letter for school fees. 

Now that you’ve seen the step-by-step process and samples of how to write an undertaking in various situations, you can write yours excellently! Remember, an undertaking is a promise, and it’s binding; it shouldn’t be entered into unless you’re absolutely ready to bear any legal consequences that may arise.

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References

• Ogsera.ogunstate.gov.ng – Letter of Undertaking by Parents/Guardians 
• WIkihow.com – How to Write a Letter of Undertaking
• Indeed.com – How To Write an Apology Letter in 5 Steps (With Examples)