Confirm an Oral Agreement • Letter Examples and Guide

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Example Letter #1

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This letter summarizes the verbal agreements made between Robert Johnson of Springfield, Kansas, and Jane Doe of Doe Construction as of 3:00 p.m. June 16, 2018. The agreements concern Mr. Johnson' home, which is under construction at 1600 Main Street, Springfield, Kansas:

If this summary is correct, please sign below. We at Doe Construction thank you and hope to continue a mutually rewarding relationship.

Example Letter #2

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So we all have the same understanding, I have drafted this letter to confirm our decisions on the telephone at 11:15 a.m., November 24, 2018. We decided that:

Please call me immediately if you have any concerns about these decisions. Otherwise, please sign, date, and return the enclosed copy. We value your contributions and want you to feel good about working for Doe Corporation.

Example Letter #3

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This letter is to confirm the terms of our agreement made yesterday over the phone. As I understand our conversation, I am to supply additional top soil, grade your front and back yards, and install a Waterbird sprinkler system #1234 in both yards. You will pay me $1,500.00 upon completion. Finally, you want me to start on Monday, May 6.

If this accurately reflects your understanding, please sign your name in the space below and return the original to me in the envelope provided. I look forward to working for you.

Example Letter #4

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This letter is intended as a follow-up to our discussion yesterday, June 14, regarding the new employee benefits package. We agreed to the following provisions:

Please let me know as soon as possible if this information is accurate so we can finalize this part of our negotiations. After reviewing this letter, you may call me at 555-5555 to discuss any necessary changes.

Letter-Writing Tips

It is wise to confirm an oral agreement in writing to ensure that all parties share the same understanding and that you have a written record for future reference. A confirmation letter accomplishes this end, as it reviews the details of the agreement.

Step-by-Step Guide

1 Refer to your last contact with your reader and review what you discussed or agreed upon.

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2 Review any pertinent details of the agreement.

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Let me reiterate the specifics of the agreement so we avoid any misunderstanding. We agreed that orders of more than ten items per week will be discounted 10%, more than twenty at 12%, and more than thirty at 15%. We also agreed to review this agreement in October to see whether it is still working for both of us. Let me review the terms of the arrangement as I understand them. We will resume shipments of two 46-gallon barrels of grease per month to your plant at 1600 Main Street. As before, we will have Jane Doe sign for the shipment. Once every month we will send a bill for $1,300 to John in the receiving office at your plant. Please phone me immediately if your understanding is different from mine. Our standard fee is $400 per hour. I will send a weekly bill to your secretary, as you requested. John will arrive Monday at 8:00 a.m. with equipment to remove the tanks. Before he can get started, you will need to sign some forms, so please be ready to meet him at that time. Once the forms are signed you won't need to stay unless you choose to. I suggest that we set a time to meet and discuss options and strategies. I will contact you soon. If I remember correctly, we agreed on a sum of $4,500 for the entire job. The breakdown for the payment schedule is as follows: $1,500 to be paid up front for supplies to get us started, another $1,000 once we have reached the half way point, and $2,000 upon completion. We will start on Monday if that is convenient for you. We would like to work every day, but will respect your wish that we not work on Sunday. Please let me know how we can gain access to the building.

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3 Express satisfaction with the relationship or agreement. If you want this correspondence to be binding, request the reader to sign it and return it.

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