- A letter to confirm hotel booking may be required if a phone conversation is not enough. If detailed instructions are required or for overseas customers, this letter would be apt. Rehash the details of the booking so that any miscommunication could be clarified. Mention any minor changes that the reader must know.
- Reiterate the terms and conditions agreed in the earlier communication. Include the details like date, time or price.
- Make sure the booking is confirmed.
- State any clarifications required for the terms and conditions.
- End on a positive note. You could choose to thank the reader.
[State, ZIP Code]
[State, ZIP Code]
[Subject: Normally bold, summarizes the intention of the letter] -Optional-
Dear [Recipients Name],
The registration was made a few weeks ago via phone, to attend the annual conference held by Mental Health Association. When I was getting registered, I had asked to be enrolled in the workshop for behavior therapy. The registration fee and the workshop fee both were as I specified to be charged on my credit card (777 7777 7777).
Over the phone, I was informed that I should expect a formal confirmation letter from the association that would confirm my seat in the conference, but I haven't received any such confirmation as yet.
I would appreciate it if a confirmation letter is sent to me right away via fax (666-6666) or mail so that I could proceed with my plans.
[Senders Title] -Optional-
[Enclosures: number] - Optional -
cc: [Name of copy recipient] - Optional -
Sample letter to confirm registration to a conference.
Further things to consider when writing confirmation letters to event organizers
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.