GUIDELINES
- This letter should confirm your travel plans. The travel arrangements could be for yourself or for your reader. The letter should be brief and professional. It should describe the plan specifically.
- Confirm your travel with details of your plan.
- Include any instructions that may be required.
- Mention any specific details that would be necessary.
- End on a positive note.
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 confirmation of the reservations you placed through our website for your visit on the 12th of September.
We have put you and your party of eight in four of the Junior Suites in the Sheridan Hotel, just like you asked. All expenses thus far have been billed to your corporate account. We will be sending you an electronic invoice in the next few hours for you to have a copy.
The opening ceremony of our new office for Jameson Flowers will begin at 8:00 am sharp on June 16. Our company driver will be picking you and your team up at 7:30 in the morning. We need you to be on-site a little early, as we will need to brief you on your participation.
If there are any other details that you would like to run by me, please give me a call at 333-0602. I'd be more than happy to fill you in.
We all look forward to seeing you soon and spending time with you at the opening.
Sincerely,
[Senders Name]
[Senders Title] -Optional-
[Enclosures: number] - Optional -
cc: [Name of copy recipient] - Optional -
Sample letter to confirm a reservation made online.
Further things to consider when writing confirmation letters to customer service
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 Customer Service
Letters to customer service are letters sent to the person in charge of offering assistance and advice to customers or clients in a company. The recipient of these letters could be the customer service manager or any other person in the customer service department. There are many types of letters written to the customer service. The most common ones include inquiry letters to inquire information about products and services, complaint letters to file a complaint, and thank-you letters to thank a company for quality services. For any reason you may want to write to customer service, your letter must be formal.
The best letters to customer service are short and straightforward. Make sure to address the letter accordingly. For instance, if you know the customer service manager, address him/her by name. However, if you don't know his/her name or anyone in the customer service department, address your letter as "To whom it may concern". State your name and the reason for your letter. Convey your message clearly. Provide necessary information such as contact details. Be polite and professional even if you are filing a complaint. End the letter positively or by calling the recipient to action.
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