1. This is a brief and formal letter to confirm the earlier discussion.
  2. Reiterate the communication you had with the reader in the previous meet. The reader would convey any misunderstandings.
  3. Include any details about the information as required. Mention any constraints that may lead to the change in this agreement.
  4. End with necessary requests or comments.


[Senders Name]
[Address line]
[State, ZIP Code]

[Letter Date]

[Recipients Name]
[Address line]
[State, ZIP Code]

[Subject: Normally bold, summarizes the intention of the letter] -Optional-

Dear [Recipients Name],

Congratulations! We would like to let you know that after deliberation, we have decided to accept your proposal to provide construction services for our office in Portland. You will see that we have attached the terms and conditions for this contract. Please take the time to read through the document. If you deem the stipulations as acceptable, we would like to request that you sign it and send it back to me before July 4. If, on the other hand, you would like to go through any conditions in more detail, please contact my administrative assistant as soon as you can so she can arrange a meeting.

I look forward to doing business with you. Thank you.


[Senders Name]
[Senders Title] -Optional-

[Enclosures: number] - Optional -
cc: [Name of copy recipient] - Optional -