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Confirmation Letters

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A well-worded confirmation letters helps you:

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 in 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.

Say it right with professional-quality confirmation letters. Write with confidence using:

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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.