Confirmation Letters

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How to write confirmation letters

• Offer a polite, appreciative response that helps clarify what is expected of you. Be sure you have a clear definition of your role from the outset to avoid problems later.

• Repeat the details of the agreement so your reader can respond to any misunderstandings that may have arisen.

• Clarify or amend the terms of your agreement, if necessary.

• Be accurate. Check (and double check!) your facts before sending the letter.

• Choose your tone carefully. Confirmation letters should generally be brief and businesslike, but because they are the result of previous contact, you may wish to write with a more personal tone.

• Send the letter within a few days of receiving the original letter, report, order, or other document.

• Notify all those involved after receiving the letter of confirmation so that everyone is up to date on current happenings.

• Be enthusiastic when writing this letter if you are the one who is being interviewed, considered as a guest at a workshop, given the opportunity to speak at a conference or banquet, given the charge to head a fundraiser, etc.

Confirmation letters can save a lot of time and money

By forestalling complications or misunderstandings down the road, confirmation letters allow you to:

• Ease any misgivings the person may have about the situation or event. A confirmation letter is also the perfect opportunity to give that person the information he or she needs to benefit fully from the product, correspondence, or event.

• Confirm and clarify a decision or an oral agreement in writing to ensure that all parties share the same understanding and that you have a written record for future reference.

• Acknowledge or confirm that you have received a letter, order, report, or other document and that you are acting on it.

• Communicate important information such as when something will arrive, how you will deliver it, what other products or services you can offer, and so forth.

• Assure a client, co-worker, or associate that you will take the correspondence that you received from him or her seriously.

• Express appreciation for the letter, invitation, or other document that you received.

• Reaffirm information exchanged in a previous meeting or communication.

• Build goodwill and trust.

• Remind others who attended a meeting of the decisions and assignments that were made. This letter is an effective way to move the work along.

• Give information about yourself or an event you are promoting or hosting-tell about yourself, share your enthusiasm, and bring up any questions that may need to be answered.

Need the right words for your confirmation letter?
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Confirmation Letter Topics

Get a variety of confirmation letters for each of these topics:

Agreements/Authorizations

• Confirm an oral agreement

• Confirm that you have given authorization to someone

• Request confirmation of an authorization to take action

Business/Work

• Acknowledge the receipt of a report, letter, or other

• Confirm a directive or decision

• Confirm a transfer, promotion, or relocation assignment

• Confirm an appointment, meeting, or interview

• Confirm miscellaneous business agreements

• Confirm an order you have made

• Confirm receipt of an order from a customer

• Confirm the receipt of a resume, contract bid, or application (receiver's letter)

• Follow up after a meeting to review decisions and assignments

• Request confirmation of the receipt of a resume, contract bid, application, etc. (sender's letter)

• Schedule an appointment to interview a potential employee

Miscellaneous

• Confirm a telephone request to transfer money, cancel and replace a stolen credit card, or stop payment on a check

• Request confirmation of receipt of earlier mailings

• Confirm an error correction or revision

• Confirm the receipt of a package or other item(s)

• Confirm the sending of a package or other item(s)

Social or Business Events

• Confirm a guest's attendance at a conference or symposium (organizer's letter)

• Confirm a speaker's or special guest's attendance

• Confirm your own attendance as a speaker or special guest

Travel/Accommodations

• Confirm a reservation or registration (organizer's or accommodation provider's letter)

• Confirm a reservation or registration (traveler's letter)

• Confirm travel arrangements (arranger's letter)

• Confirm travel arrangements (traveler's letter)

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