GUIDELINES
- This is a letter to confirm your order. It may not be a necessity unless you have had some previous issues with the company. It may also be required if you need to change your order.
- Rehash the order details including price, place, time and others.
- If you choose to change the order, include the new instructions for the order.
- You could pay for the order via check, COD, money order, credit or debit cards or any other means.
- End with a pleasant agreement.
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],
This letter is to confirm our order for ten boxes of fabric softener. I sent the order form online two days ago, the 15th of March. My reference code is 567-007-12.
I hope that you have also received the complaint we filed regarding the quality of the materials we ordered last month. The boxes of bleach had water damage, and although you have refunded us the agreed upon 25% for this kind of issue, we would also like to reiterate our request to complete payment only upon the receipt of our order and after doing a manual check of its integrity. We hope for your fair consideration of our request as we are looking forward to continued business with you. Thank you.
Sincerely,
[Senders Name]
[Senders Title] -Optional-
[Enclosures: number] - Optional -
cc: [Name of copy recipient] - Optional -
Sample letter to confirm an order made online.
Further things to consider when writing confirmation letters to companies
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 Companies
Letters to companies are formal letters written by individuals or companies to other companies, commercial businesses, or organizations. Such letters are usually business letters whose contents are formal and professional in nature. There are many types of letters sent to companies, and each has a specific focus. For example, sales letters to promote products and services, order letters to order goods and services, or inquiry letters to request information. They could also be transmittal letters to accompany a package or recommendation letters to recommend employees. In any of the mentioned scenarios, a letter to a company must be addressed to the right person and closed with a proper signature.
All letters to companies are official and require professionality and specificity. Therefore, the letter you produce must reflect this ideology. Know who you are addressing the letter to and how to respectfully address him/her. Make your information accurate and specific so that the recipient can quickly make his/her way through it and understand what is expected of him/her. If you are sending any attachments, mention what they are as well as their importance within the letter. End the letter by asking the recipient to respond or contact you directly.
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