How to Write a Confirmation Letter

by WriteExpress Staff Writers

  • 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.

A well-worded confirmation letters helps you ratify, approve, strengthen one’s resolve, or give new assurance of the validity of something.

Confirm an Oral Agreement • Example Letters, Plus Guides and Samples

A cordial and tactful request may get you what you want!

Choose a topic to view example request letters:

Request a change in a contract or agreement

Request a copy of an official document

Request a raise or promotion

Request a response to a survey or questionnaire

Request an endorsement or testimonial

Request assistance or cooperation from someone in another firm

Request confirmation of an authorization to take action

More Request Letters

Credit Line

Request an explanation for a denial of credit

Request an increased credit lineRequest correction of an error in a credit report

Request or apply for a credit account

Information

Request information

Request information about an applicant

Request information from a government agency

Request information on a product or service

Sales

Request a discount or a complimentary product or service

Request a refund or reimbursement

Request correction of a billing error

Request samples or information about products or services

Service

Request a favor

Request an individual to volunteer services

Request government service or action

Miscellaneous Request

Request a retraction or correction from the media

Request application materials for admission to college

Request confirmation of receipt of earlier mailings

Request correction of an error in a check

Request correction of an insurance company’s errorRequest estimates or bids

Request payment of a personal loan

Request permission to use another’s materials

Request that someone write a letter of recommendation in your behalf

Request Related

Accept a request to serve in an honorary position

Announce actions to be taken during a strike (management’s announcement)

Announce an employee training session

Announce an imminent strike (labor’s announcement)

Answer a request for information on a product or service

Appeal to higher authorities when complaint letters don’t work

Approve a request

Ask an applicant for credit to submit more information

Ask for an investment

Ask for personal advice

Ask to extend or shorten a deadline

Cancel a membership or subscription

Change official records

Complain about a billing error

Complain about harassment

Complain about poor service or a faulty product

Decline a request for a claim or adjustment

Decline a request for a donation

Decline a request for credit

Decline a request for employment

File a warranty claim

Inform a customer of an incorrect payment amount and ask for the balance

Inform a customer that the check you received was not signed or the payment was not in the envelope

Investigate an applicant’s credit reference

Invite or request suggestions from employees and customers

Make an insurance claim

Notify an insurance policyholder of a pending cancellation of the policy

Remind an organization member to pay a fee, duty, or pledge

Respond to a complaint, but needing more information

Respond to a job advertisement and request an interview

Respond to a request for your resume

Respond to a request or application for additional training

Transmit equipment or supplies that a company employee has requested

Use networking in a job search

Write a collection letter

Write a fundraising letter

Write a letter in a job search

Write a persuasive letter that makes a charitable request