Example 1: Sample letters for confirmation request letter

Memorandum

TO:

FROM:

DATE:

SUBJECT: Confirming Request for Company Plane

This memo is to confirm my phone request for the Rising Star on Monday, October 15, 19–. B. J. White, R. T. Bleyl, and M. K. Wilson will be flying to Atlanta to talk with Nelcro representatives about the delayed U1-terron Project.

We plan to depart the company hangar at 7:30 a.m. on Monday, October 15 and will leave Atlanta at 2:30 p.m. that same day.

If there is any conflict, please let me know immediately.

Example 2: Business Confirmation request letter

Company Name or Letterhead
Address
City, State, Zip

Date

Addressee
Address
City, State, Zip

Dear Ms. Dieterich:

We have received your request for copies of the company accounts spanning the last six months. Currently, we are photocopying the necessary materials for you. We should be able to deliver the information to you by the beginning of next week. If there is any information you may need before that time, please let us know. Angela is handling this assignment and may be reached directly at Ext. 350.

Sincerely,

Example 3: Confirmation request letter

Company Name or Letterhead
Address
City, State, Zip

Date

Addressee
Address
City, State, Zip

Dear Ms. Lane:

We are reviewing your request for an extended hearing into office policy violations. Due to the gravity of the alleged violations, our initial meetings will be closed to the general office. After we have investigated each charge we will schedule a company meeting to discuss our findings; at that time, employees will be encouraged to voice any concerns they may have regarding office policies.

Sincerely,

Example 1:Sample letters for Confirmation of Registration

Memorandum

TO:

FROM:

DATE:

SUBJECT: Natural Gas Regulation Course

This will confirm your registration for the Natural Gas Regulation course to be held at the Shamrock Hilton, March 3-4, 19– from 9:00 a.m. to 5:00 p.m. both days. If you must cancel, let us know immediately (ext. 4477).

In order for you to receive the most benefit from the course we recommend you review your course materials (attached) prior to attending the class.

The first workday after the course, please submit a completed “Training Evaluation Form” (also attached) and a brief summary commenting on benefits you derived, deficiencies in the course content, instructor’s presentation, and meeting format. Feel free to suggest improvements in any of these areas.

If you have other questions about the workshop preview assignment or evaluation, please ask.

Example 2: Letter for registration

Company Name or Letterhead
Address
City, State, Zip

Date

Addressee
Address
City, State, Zip

Dear Mr. Murphy:

Thank you for completing your software registration form. Let me outline briefly some of the benefits of registering with us:

• Free software support 24 hours a day by simply calling 1 (800) WE HELP U

• Enrollment into our Discount Software Club

• Free monthly catalog and User Tip Sheets

• Membership in Instant Upgrades

You will receive a packet in the mail in approximately two weeks which will provide further details concerning the services we offer.

Sincerely,

Example 3:Registration Letter

Company Name or Letterhead
Address
City, State, Zip

Date

Addressee
Address
City, State, Zip

Dear Mr. McGuire:

We have recently received your registration form for the SoundTronic stereo system you purchased. We are processing your information and you can expect a second mailing in approximately two weeks detailing your extended warranty information. Should you need to contact us concerning any aspect of your warranty before you receive your mailing, call our 24-hour customer service department at (800) 555-8444.

Enjoy your new SoundTronic stereo!

Yours Truly,

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.

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,

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

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,

Example 1: Sample letter for changing personnel contact

Company Name or Letterhead
Address
City, State, Zip

Date

Addressee
Address
City, State, Zip

Dear Distributors:

As some of you may have heard, Albert McGillis will no longer be with our company as of August 15. While we are saddened to see him go, we wish him well in his new career.

Albert’s position as regional customer service manager will be taken over by Glenda Watts. Glenda has 15 years experience in customer service for a state branch of our company. She is well versed in all aspects of our product lines, and will be able to immediately handle all questions and/or concerns regarding ordering and shipping.

We are pleased Glenda has become the head of our productive customer service team. We are sure that after speaking with her, you will feel the same. If you have any questions concerning the change, you may direct them to Kate Moody, our office manager.

Sincerely,

Example 2: Letter for Change of Contact Personnel

Company Name or Letterhead
Address
City, State, Zip

Date

Addressee
Address
City, State, Zip

Dear Ms. Phelps:

Upon returning from a business trip, I was informed that Tim Grossman, our public announcements contact at your office, is no longer with you. We will miss Tim at Brown & Associates. He created some superb announcements for our firm.

We have been informed that Josh Henderson is to be our new contact. Like all of your employees, we understand Josh is a highly dedicated professional with an abundance of creativity. We are looking forward to getting to know Josh at our upcoming January 8 meeting. If he has not already received copies of past work Tim has done for us, we would be happy to provide him copies from our files.

Sincerely,

Example 3: Change of Contact Personnel Letter

Company Name or Letterhead
Address
City, State, Zip

Date

Addressee
Address
City, State, Zip

Dear Mr. Gibbons:

I am writing to inform you Jenny Blakemore is no longer with Tarkington Publishers. She has decided to become a freelance agent.

My name is Peter Davies, and I will be assuming Jenny’s current editorial duties, including working with you on your technical manual.

Jenny was very enthusiastic about this project, and after reading over the draft of the manual I can see why. Too many manuals suffer from excessive dryness of tone. Yours, however, manages to engage the reader while still providing them with a wealth of information.

Jenny has briefed me on all meetings, both by correspondence and phone, so I feel I can safely say your goals for this book are very clear to me. Perhaps we can schedule a meeting over lunch to discuss the project more fully?

You can reach me at (318) 888-8888. I look forward to working with you.

Regards,

Example 4: Example letter of changing personnel contact

Memorandum

TO:

FROM:

DATE:

SUBJECT: Santa Theresa Exchange

We confirm that your memo of March 12, 19– and the contract you enclosed with it are acceptable for our purposes on the Santa Theresa Exchange. We have forwarded our check for $88,000 to Boyton National Bank.

When you are ready to begin the final phase of this transaction, please give us five days’ notice before forwarding the contracts.

Example 1: Business Letter for Change of Address

Company Name or Letterhead
Address
City, State, Zip

Date

Addressee
Address
City, State, Zip

Dear Corporate Caterers:

We recently received correspondence from you asking that we change your credit billing address from:

Corporate Caterers
572 Welton Ave
Tellville, ME 07442

To the following address:

Corporate Caterers
803 Welton Ave
Tellville, ME 07442

We understand your telephone number will remain the same: (412) 263-8063.

In order for us to send any information regarding your current account to the new address, we request that you call our accounting office at (800) 555-6655, ext. 286 to confirm this change. Please be ready with account codes that will verify you are authorized to make address changes. Until we receive verification, we cannot process any transactions on your account. While we realize this may inconvenience you, our goal is stop possible illegal accessing of your credit account by an unauthorized user(s).

Sincerely,

Example 2: Change of Address Letter

Company Name or Letterhead
Address
City, State, Zip

Date

Addressee
Address
City, State, Zip

To Charbonnet Interiors:

Please be advised of our new address and telephone number, effective July 15:

Avalon Design
800 Camp Street
New Orleans, LA 70115
Telephone/FAX: (504) 895-0000

Please call or fax our office to confirm that your records have been updated. Thank you for your time and attention.

Sincerely,

Example 3: Letter Of Change of Address

Company Name or Letterhead
Address
City, State, Zip

Date

Addressee
Address
City, State, Zip

Dear Mr. Baxter:

This is to confirm the change of address I gave you over the phone on July 8. While we are sad to leave the office we occupied for so many years, we are excited about the expansion of our company. Our new address is:

Peabody Advertising
1434 Kingston Way
Cedar Rapids, IA 52245
phone: (319) 233-6363
fax: (319) 233 6362
E-mail: adman.peabody@plainsserv.com

We look forward to working with you on your upcoming promotional in our new offices!

Sincerely,

Example 1: Career plan letter

Memorandum

TO:

FROM:

DATE:

SUBJECT: Confirmation of Future Career Plans

Thank you, Ms. Morton, for the chance to sit down with you last Friday afternoon and discuss my career objectives and contributions to Universal’s training program. If I am correct, we have agreed on the following matters:

1. Within six months or less, my job title will be changed to Assistant to the Director of Employee Education.

2. My assignments will include all I am now doing; additionally, I will be allowed to sit in on administrative meetings and voice ideas about curriculum plans.

3. My salary will be raised to $26,000 at the time I assume this new title.

4. I’ll be given a car allowance of $75/month to cover trips to outlying centers.

If I’m correct about our agreement, would you sign this memo and return it to me for my files?

Example 1: Sample Letter Of Cancellations/Receipt

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Mr.Parkinson,

This letter will serve as confirmation of our telephone conversation last Wednesday. At that time you requested we cancel your existing account with Credit Masters and transfer the remaining balance due to your Mega-Interest account. This has been done per your request.

Thank you for choosing Credit Masters for all your retail credit needs. If I can be of further assistance please let me know.

Sincerely,

Example 2: Business letter Of Cancellations/Receipt

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Mr. Jones,

Your automobile policy was canceled effective January 1, 1997, per your request. A balance due of $175.86 remains on the account. This is the earned premium for the policy period of August 1989 through February 1990, which you did not pay pending a change to the policy. We have applied your refund check of $102.69 resulting in the $175.86 balance.

Please forward final payment on the account immediately.

Sincerely,

Example 3: Confirmation of receipt letter

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Ms. Oswald,

We have received your formal complaint to the Department of Insurance. A review of your file and complaint has been initiated.

You should be aware that your increased rate is based on a rate filing which was made to the Department of Insurance in accordance with the ruling of the Ohio Supreme Court and subsequent Department Regulation. The increase was placed in effect for businesses renewing on and after January 12, 1996. All policyholders in your area received this increase. This was not directed at you individually, but was determined necessary based on the losses we had been experiencing.

This may or may not be germane to the issue at hand, but I thought I would make you aware of it. Please feel free to contact our office if you have any questions.

Sincerely,

Example 4: Confirmation the cancellation Receipt Letter

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Mr. Bennett,

We have received your questions and concerns regarding coverage on your account. Your letter has been referred to our benefits office for further review.

We will make every effort to respond to your letter in a timely and thorough fashion. However, we are at present shorthanded in that department. So please bear with us. If you have not heard from our office within 2-3 weeks please give us a call.

Sincerely,

Example 5: Example Letter of Cancellations/Receipt

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Mr. Dobbs,

We received your request to reinstate group Health Coverage for Alfred Q. Martinez, to be effective as of February 1, 1997. Your request has been forwarded to our Internal Review Board for review.

However, we do require some additional information. The application cannot be properly processed without Mr. Martinez’s current driver’s license, and/or birth certificate. Please forward these materials to us as soon as possible.

If you should have any questions please do not hesitate to contact our office at (555) 555-5555.

Sincerely,

Guidelines : Of Attendance at Event

Confirming Attendance at Event

Guidelines and Alternate Phrases

• Express pleasure that the individual will be attending the event.
• We are so pleased you will be attending the…
• We are happy to confirm your attendance at…
• This letter is your confirmation for attendance at the …; please present it at the registration desk for your name badge and welcoming packet.
• State objectives of the event.
• We hope to accomplish several things during our discussions.…
• Our primary purpose is to.…
• We’ve pinpointed four focus areas for our meeting.…
• The meeting will focus on.…
• Our agenda outlines several key topics for discussion.…
• Establish the credibility of any speakers.
• Bill Baker is highly regarded among his colleagues for such presentations.
• Bill Baker has been a keynote speaker at major conventions across the nation, including…
• As a board member for six major corporations, Bill’s firsthand knowledge of the philosophies he espouses will give that practical application we all need.
• As “one of us,” Bill understands the intricacies of the procedures he will be outlining for us and appreciates the specific adjustments we must make in our local arena.
• Repeat all pertinent details for verification–time, place, dress, accommodations, fees.
• Please feel free to dress casually. You’ll have plenty of time for golf in this resort setting.
• In addition to the registration fee you have already submitted, you will have out-of-pocket expenses for three days’ meals and local transportation by cab or bus.
• Mention necessary pre-event preparation on the part of the attendee, such as readings to be completed or special files or materials to bring.
• Give the contact name and number of the meeting coordinator for readers with special situations and questions.
• Call Gretchen Calhoun for any other details I may have failed to make clear here.
• If we can help you in any other way to prepare for the conference, we would be happy to do so.
• For any special circumstances, please contact Gretchen Calhoun at ext. 123. If neither Gretchen nor I hear from you to the contrary before August 6, we’ll see you in Atlanta.

Example 1: Sample letter for Confirmation of Attendance at event

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Mr. Faxton:

We are pleased you will be able to join us at the two-day Effective Writing Workshop on October 6-7 at the Woodlands Inn Conference Center. We will begin promptly at 8:30 a.m. in the Spanish Republic Room and end promptly at 4:30 p.m. on both days.

As we mentioned in our initial brochure to you, the objectives of the program are to help each participant:

• reduce writing time
• improve clarity
• select appropriate formats for reports
• design effective visuals
• condense document length

We ask you to please read pages 10-38 of the Technical Writing text we are mailing to you separately. The instructor will expect all attendees to have previewed these concepts and will begin her presentation on that assumption.

Dr. Sylvia Battmane will be leading this workshop, as she has done on two previous occasions for us in-house. Dr. Battmane has 18 years’ experience in presenting effective writing principles and has received excellent evaluations from audiences within the top corporations around the nation.

The dress is normal business attire. If you have any special concerns about the accommodations or schedule, please phone Gretchen Calhoun in our office, ext. 123. She will be glad to answer questions and help you make this a most worthwhile learning experience.

Plan on a productive two days!

Sincerely,

Example 2: Letter for Confirmation of Attendance at event

Company Name or Letterhead
Address
City, State, Zip

Date

Addressee
Address
City, State, Zip

Dear Mr. Allen:

We are pleased to have you as our featured speaker at the Business & Environment Conference this summer in Missoula, Montana. Your work in the field is highly valued, and our conference attendees are looking forward to your presentation.

As you know, we will be providing both your travel and hotel accommodations. This is to confirm the information I relayed to your secretary on June 7. Travel plans are as follows:

• Depart from Austin on Thursday, July 16 at 7:45 a.m. on Greater Southern Airlines flight 402. Window seat as requested. Arrive Missoula at 5:45 p.m. Upon arrival, you will be met by Jack Kryden and myself at the airport.

• You will be staying at the Hampton House, directly across the street from the university. All of your requested room accommodations have been met.

You should receive both your airline tickets and your hotel confirmation voucher from Global Travels no later than July 2. If they have not arrived by that time, please feel free to call Ann Jackson at Global (555) 260-9395 or myself at (555) 665-7432. Jack and I look forward to meeting you on the 16th.

Yours Truly,

Example 3: Attendance at Event Letter

Company Name or Letterhead
Address
City, State, Zip

Date

Addressee
Address
City, State, Zip

Dear Ms. Masters:

This is to confirm my attendance at the upcoming Women in Business Writers’ Workshop to be held February 16–25 at Betton Hill House in Birmingham.

In a telephone conversation with Emily Anson, I was told to bring the following items:

• A copy of Women Writers in Business, by Ann Gables

• Technical Aspects, by Chris Clifford

• Adequate note-taking materials

Please call me at (505) 563-9849 if there is anything else we are required to bring.

Regards,

Example 4: Example Letter of Attendance at Event

Company Name or Letterhead
Address
City, State, Zip

Date

Addressee
Address
City, State, Zip

Dear Mr. Taylor,

I am delighted to accept your invitation as guest speaker at the upcoming Sail and Ski Conference in Hilton Head, May 8-10. As a boating safety instructor, I feel there are several aspects of promoting safety in all areas of aquatic recreation of which many insurance representatives are unaware.

Many insurance companies are unaware of how much they can save their clients (and their companies as well) in insurance each year by offering individuals appropriate coverage on boating protection. I trust my speech entitled, “Having Fun in the Sun: How to Avoid Turning Your Boating Pleasures into a Poseidon Adventure” will be an entertaining as well as informative to the audience of boating enthusiasts.

My tentative itinerary is to catch a flight to Hilton Head on May 6, which should provide me with ample time to prepare my presentation area. I have made reservations at the Hilton, which I was told was near the Convention Center.

Kindly have your secretary forward all conference information (including the outline of scheduled events as well as the confirmed list of panelists) to my office address, attention Don Bates, travel coordinator. If you have any questions or comments with regard to my upcoming presentation theme, please feel free to call me at (606) 555-5182.

Sincerely,

Example 5: Event Attendance Letter

Company Name or Letterhead
Address
City, State, Zip

Date

Addressee
Address
City, State, Zip

Dear Mr. Biggs,

We are pleased you will be attending our week-long seminar, Writing on the Web, June 1-7 at Rockwall University. By the end of the week, you will have a working knowledge of design and layout, web site links, on-site maintenance, as well as actually building a web page for your company.

Dr. Barney Mayes, a well-known computer scientist and Web page builder, will be your instructor for the week. Dr. Mayes is widely recognized in both academia and the business world for his work with computers and their applications. He has taught computer programming at Rockwall University for the past 15 years, as well as performed research on technological innovations, and consulted with various international companies and universities.

Classes will begin at 9:00 a.m. each day at Compton Hall, with an hour break for lunch at noon, and a ten-minute break during both the morning and the afternoon sessions. Classes will end at 5:00 p.m. Participants may dress casually and are strongly encouraged to bring light sweaters as the computer lab is well air-conditioned.

Lodging and meal accommodations can be reserved for Freeport Hall, a dormitory which features single rooms with a shared bath. To reserve a room and a three-day meal pass, please fill out the Lodging section of your enclosed confirmation of attendance form. Costs for your room and meals will be added to your registration costs. If you do not wish to lodge on campus, you are free to make other arrangements off campus.

Please read pages 1 through 35 of Web Building before the first day of class. Dr. Mayes will assign further readings as the class progresses.

Two weeks after we receive your confirmation of attendance form, you will receive a packet containing a daily schedule, a list of suggested study aides, your room number (should you choose to stay on campus), and your textbook. If you do not receive your packet, please call (800) 555-6453 and Trudy Miller will mail out another packet to you.

Yours Truly,