- A written record of an oral agreement is often useful. It makes sure the reader has the same understanding of the agreement as you do. You could detail the agreement for all your future references.
- Mention all the details of what you discussed with the reader earlier.
- Review your agreement with the reader.
- Mention that you are happy about this agreement with the reader.
- You could also ask the reader to sign a copy for you. You could use this for your future correspondence.
[State, ZIP Code]
[State, ZIP Code]
[Subject: Normally bold, summarizes the intention of the letter] -Optional-
Dear [Recipients Name],
I would like to ask for your confirmation regarding the points that we discussed yesterday the relocation package we will make available to employees who transfer from one of our offices to another. Please read the document attached to see the details.
If, in your opinion, all statements are correct, give me a call so that I can give the go signal to my administrative assistant to start typing up the document for distribution. I hope you can get back to me about this immediately. Thank you.
[Senders Title] -Optional-
[Enclosures: number] - Optional -
cc: [Name of copy recipient] - Optional -
Letter to confirm the points discussed during a meeting.
Further things to consider when writing confirmation letters to team members
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 Team Members
Letters to team members are letters sent to people belonging to a specific group involved in striving to achieve a common goal. These could be appreciation letters to show gratitude and acknowledgment for the efforts of team members or motivation letters to offer encouragement. Communicating with the people who helped you achieve your goals is one of the most effective ways to strengthen your network and your work relationships. Everyone loves to be appreciated for his/her efforts and encouraged when the going gets tough. The best way to do this is to draft a letter to communicate your feelings.
Letters to team members can be informal as these are people whom you know pretty well. Begin by stating the objective of your letter. Go directly to the point and deliver your message. If you are writing to appreciate the team members' for outstanding performance, recognize the skills they used to achieve that performance. If the letter is meant to give motivation to the team, offer your encouragement assertively and in a sensitive tone. Avoid making negative comments directed to members who seem to be lagging behind. End the letter with a positive remark or a statement of encouragement.