- Reiterate the terms and conditions of the agreement as per your understanding. The reader must be able to communicate any misunderstanding. Using a formal tone to brief the agreement is recommended. But since this is a confirmation of previous understanding, the tone could be informal.
- Start the letter by thanking the reader. Add a compliment if required.
- Reiterate the relevant details of the agreement. Offer help if necessary.
- Mention any payment that you have planned to offer.
- Express your confidence in the reader. End on a positive note.
[State, ZIP Code]
[State, ZIP Code]
[Subject: Normally bold, summarizes the intention of the letter] -Optional-
Dear [Recipients Name],
We appreciate you and Mrs. Brooke taking the time out to honor the Annual Business Summit, arranged by XYZ Corporation in July, with your presence as guests of honor. Your expertise in the area of Business and Economics will benefit the listeners at our conference significantly.
You will be introduced to the audience at 10:00 a.m. sharp in the morning of coming Wednesday. The comments about your newly published book will then be listened to in your speaker session. A one-hour long session will follow the speaker session when questions from everyone will be entertained.
While we could not provide for your accommodation and traveling, we certainly will be able to assign you a room where the signing and selling of the copies of your book can take place. A representative from XYZ Corporation will also be at your service to facilitate the process of selling the copies.
Your and Mrs. Brooke's arrival at the conference on Wednesday 16 July 2000 is much awaited. Feel free to call me if you require any further assistance.
[Senders Title] -Optional-
[Enclosures: number] - Optional -
cc: [Name of copy recipient] - Optional -
Confirm a special guest's attendance. Sample letter.
Further things to consider when writing confirmation letters to guests
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 Guests
Letters to guests are letters written to people who have been invited to visit somewhere or take part in a function. There are numerous instances when people write letters to their guests. For instance, a hotel manager may write an apology letter to a guest to apologize for a booking error or an appreciation letter to show gratitude to the guest for making reservations with the hotel. In other instances, event organizers may send invitation letters to guest speakers to formally invite them to an event and thank-you letters to all guests after attending the event. In all situations, these letters must be addressed properly and sent promptly.
Letters to guests can be formal or informal based on the situation. For appreciation and thank-you letters, the layout can be less formal and casual. However, if you are writing to invite a guest speaker to a function, then the letter must follow the formal letter rules. It must also contain all the information the guest needs to make a decision on whether to accept the invitation or not. Make the letter easy to read, clear, and respectful. Provide your contact details where appropriate. Close with the appropriate call to action.