GUIDELINES
- This is a brief and formal letter to reiterate the complex agreement. The reader would clarify any misunderstanding if required. As this is a confirmation of the previous agreement, you could be informal.
- Begin the letter by thanking the reader for confirming your program.
- Reiterate all the relevant details of the presentation. Request for any help required such as arrangements of equipment at the venue.
- If necessary, clear the payment details as per your expectation.
SAMPLE LETTER
[Address line]
[State, ZIP Code]
[Letter Date]
[Address line]
[State, ZIP Code]
[Subject: Normally bold, summarizes the intention of the letter] -Optional-
Dear [Recipients Name],
I appreciate your decision to choose me to speak at your Florists Convention, which will take place in Monterey Park on December 3-7.I would be more than delighted to receive the honor as your principal guest.
Thank you for sending me the information packet. I have gone through its contents and find most of the terms favorable, although I would like to request clarification regarding some details. First, will you make arrangements in advance for my transportation from the airport and during the length of my stay? Renting a car or using your company vehicle are both okay with me. I would just like to ask which it will be so that I can set aside a budget if needed. Also, have you confirmed to keep my return flight open with the airport? I feel like I want to spend a little more time in the city after the convention and would like the freedom to choose when I come back home. Thank you for taking the time to iron out these details for me. You can reach me at 333-3333. I look forward to hearing from you and seeing you soon.
Sincerely,
[Senders Name]
[Senders Title] -Optional-
[Enclosures: number] - Optional -
cc: [Name of copy recipient] - Optional -
Sample letter to confirm attendance and talk on a convention.
Further things to consider when writing confirmation letters to event organizers
Confirmation Letters
Confirmation letters are letters sent by individuals, businesses, or companies to summarize details such as verbal agreements between two parties, job interviews, or appointments. Broadly speaking, they are written to verify certain details upon request or recognize previous agreements. A confirmation letter can serve as a formal document to confirm the receipt of orders, schedule of an important appointment, or recruitment of new employees. It can also be used to confirm travel arrangements and reservations and in instances such as immigration to confirm marital status. Confirmation letters are mostly used by businesses to keep formal records and to avoid conflicts regarding transactions or agreements.
Confirmation letters are brief and contain only the necessary information. State what is being confirmed clearly and accurately. If you are verifying an employee's position in the company, for example, take note of his/her official title. Be cautious about times, dates, and places. Include all relevant details and anything else that needs to be confirmed. If necessary, restate the previously agreed terms and conditions to ensure that there are no conflicts or misunderstandings in the future. Close the letter with a positive remark and your signature. This letter should be printed on the company's letterhead.
Letters to Event Organizers
Letters to event organizers are letters sent to people who arrange and prepare for events. These could be inquiry letters to inquire after event organizing services or thank-you letters to thank event organizers for amazing events. The letters could also be application letters from candidates applying for event organizing positions. Letters to event organizers, especially those thanking them for their services, can make the recipients feel valued and appreciated in a big way. Remember these are people who work long and spend sleepless nights planning and executing every detail related to an event to make it a success. Therefore, just a simple message to say thank you after an excellent event would mean the world to them.
Letters to event organizers could be formal or informal depending on the purpose. If you are writing to request information or to apply for a job position with the event organizing company, then the letter must be formal. However, if you are writing to say thank you for an excellent event, you can be less formal. Regardless, all letters must be professional and must carry only the intended message. Be clear and concise and maintain a polite tone. End positively.
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