GUIDELINES

  1. This letter is written to confirm a decision or resolve any ambiguity in a directive. It should clarify the statement made earlier.
  2. Make a reference to the actual problem area.
  3. Clarify the directive(s) or the decision(s) made earlier.
  4. Include all the necessary instructions.
  5. Conclude expressing confidence in the decision(s) or directive(s) and anticipate reader's??s response.

SAMPLE LETTER

[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],

I came to know that Sean asked you to devote your time to editing the documents. I agree with him on this decision. We can use your services for editing at this time around.

You are considered to be one of our very best editors. The time needed to complete the project can be shortened if you dedicate all your time to editing. Kindly give me a heads up a day before completing the editing so that I can go through the documents with you.

Sincerely,

[Senders Name]
[Senders Title] -Optional-

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

Sample letter to confirm a job decision.

Further things to consider when writing confirmation letters to colleagues

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 Colleagues

Letters to colleagues are, simply, letters written to coworkers. These letters are written in a business or professional setting for different purposes. Maybe you want to thank a coworker for doing you a favor - write a thank-you letter. You want to congratulate him/her for a promotion - write a congratulation letter. Perhaps you want to apologize for doing something wrong - write an apology letter, or may be you have found a new job, and it's time to say goodbye - write a farewell letter. Although some colleagues may find writing letters a tedious process, it is a great way to maintain a strong working relationship.

Most letters to colleagues are informal. You really don't need to use all that formal jargon to people you know pretty well ? do you? Begin your letter with a warm and friendly salutation and the proper name of the recipient. Clearly state the purpose of your letter. Be specific and know exactly what you are talking about. Use clear language which the recipient can easily understand. Maintain a friendly and pleasant tone. Close the letter positively and with a note of anticipation that the recipient will take the necessary action.

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