GUIDELINES
- 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.
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],
I thank you on behalf of our hospital's Board for participating in our serving the committee convention. Your presentation is awaited. Although you weren't informed of this in our earlier discussions, we would appreciate it if you can keep a questions and answers session after the main meeting.
The topic of your choice is agreed upon as an important one by the Board of Directors. The approach that you are following is also in line with the long-term goals that we have established regarding our community service.
Your accommodation, commute, traveling and food expenses will be taken care of by us. Further contact will be made a few days later to check if I can further assist you as your plans are being confirmed.
Sincerely,
[Senders Name]
[Senders Title] -Optional-
[Enclosures: number] - Optional -
cc: [Name of copy recipient] - Optional -
Letter to confirm a speaker's attendance to a convention.
Further things to consider when writing confirmation letters to speakers, performers
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 Speakers, Performers
Letters to speakers and performers are letters written to people who give speeches at public events and those who entertain audiences. Whether you are organizing a special event, business conference, or graduation ceremony, the speakers and performers you invite will be among the primary attractions. They can give valuable insights and add prestige to your organization. Whatever the theme of your event, the speakers and performers must be suitable for the event as well as the audience. The best speakers and performers are usually booked months in advance. Therefore you should ideally send your invites six to twelve months prior to your event.
Well-drafted letters to speakers and performers will ensure that the parties involved understand all the details of the event. Begin with the right address and salutation. Introduce yourself and mention the objective of your letter. Be specific about what you expect from the recipient. Include relevant information such as date, time, and venue of the event. If applicable, mention any financial arrangements regarding any travel expenses, the fee for the recipient, or honorarium. Include the date for a response and your contact details. Close the letter on a positive note. You may attach the event's program.
These articles may interest you
