[tab name=’Guidelines’]

Guidelines : Of Phone Conservation/Meeting

Confirming Phone Conversations or Meetings

Guidelines and Alternate Phrases

• Restate all the important facts and details you want to verify. This repetition and verification is a primary reason for putting a conversation in writing.
• This letter will confirm…
• We are pleased to confirm…
• Thank you for meeting with me about…
• We are pleased to say that…
• As we discussed today in your office, I will be happy to…
• As I promised in our May 6 phone conversation, we can offer you…
• Mention the date and subject of any initial contact. To reference previous discussions by date alone is insufficient.
• Give all necessary details for the reader to contact you in case your letter reveals some error or misunderstanding.
• Let me reiterate all the specifics:…
• Let me see if I have all the details as you specified:…
• Please review all the procedures outlined below; if there are any discrepancies, phone me immediately.
• Provide a signature line for the reader if you want the letter to become a binding contract.
• If this meets with your approval, would you please sign below?
• If you agree with what I’ve outlined here, please sign below, copy this letter, and return the original for my files.
• Do you agree? If so, I’ll appreciate an immediate reply.
• Are we in agreement? Would you write to let me know immediately if we need to modify any of the details?
• If there is some misunderstanding or omission, please write Margaret Hatcher immediately.

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[tab name=’Example 1′]

Example 1: Sample letters for Confirmation of Phone Conversation

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Mr. Taylor:

This letter will confirm our telephone conversation regarding the movement of files and furniture from Towers West to the fifth floor of Cincinnati Commerce Tower in United Fuller Plaza on March 2.

As we discussed, this is a large move because of the Town Davids units involved. We will also be moving file cabinets, chairs, and many boxes. The flat-map file, scout card files, standing map cases, and plotter on the sixth floor will all need special attention. Your movers will need two-wheel dollies and other special equipment.

Please load all furniture at the Bammel Street entrance to the building. The ramp on Berryton Street will be the unloading site. We will furnish elevator operators in both the Towers West and the Cincinnati Commerce Tower buildings. On Saturday, when the boxes are to be moved, please schedule all equipment and personnel as to avoid any delay in our normal Monday-to-Friday office work schedule. We have agreed all movement of furniture and boxes will be complete by 5:00 p.m. on Saturday.

Your personnel must pick up identification badges and log in with our security desk upon arrival at the Towers West location. They must turn in the badges at the end of each shift. Please call our security people at 123-4567 prior to 5:00 p.m. on February 28 to give them the names of your people working each shift.

If we have misunderstood any of your services with regard to this move, please let me know immediately by calling 456-3355. We look forward to a smooth move under your effective guidance.

Sincerely,
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[tab name=’Example 2′]

Example 2: Letters for Confirmation of Phone Conversation

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Mr. Fuzzirry:

As a follow-up to our March 6 phone conversation, we are pleased to authorize you to represent us in seeking to secure a ruling from the Brazilian authorities that the dividend income distributed by Murphy Government Securities Fund, Inc. to shareholders living in The Commonwealth of Pabbleitz is nontaxable.

We understand you will bill us at your customary rate of $120 an hour for your services. Please include with your monthly bill an itemized statement. We will pay the amount in full within 30 days of receipt of your bill. Also, we request with your bill a brief letter describing the status of the work.

If this is your understanding of our agreement, would you please sign on the line provided below and return one copy of this letter for our files?

Enclosed are all pertinent documents about the ruling: my January 4, 19–, request to the Bureau of Income Tax and four letters from Murphy Government Securities Fund’s general counsel concerning recent developments in Texas and Louisiana that may be of interest to you.

Yours truly,

Larry P. Randall
Ardmore and Ardmore, Legal Counsel

_______________________________________ ________________________
Mr. Harold J. Fuzzirry
Date
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[tab name=’Example 3′]

Example 3: Letters for Confirmation of Meeting

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Myron,

During our recent conversation with Benton, Inc.’s customer, Ardo Chemical, I think I may have created some confusion concerning whether you should call on them in the future. Let me restate my position:

There is no reason for you or any of your representatives to venture into Benton’s territory. As we’ve discussed on several occasions, territory boundaries are sacred. On occasion, of course, two shop managers may agree that, for a specific situation, crossing boundaries is acceptable. Both shops must agree fully in such a situation, and they should limit such contact to only one transaction.

Benton has a plan to straighten out their problem with Ardo Chemical, and we want to give them the right to do just that. I’m sure you would want the same consideration were the situation reversed.

If, however, you do not agree with my position and feel the situation warrants further review, you may appeal to have a certain territory transferred to your shop. You may direct any such proposal to Marvin Vindler in the Shreveport office.

Keep up the good work you’re doing for us.

Sincerely,
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