GUIDELINES
- This letter is written to confirm a decision or resolve any ambiguity in a directive. It should clarify the statement made earlier.
- Make a reference to the actual problem area.
- Clarify the directive(s) or the decision(s) made earlier.
- Include all the necessary instructions.
- Conclude expressing confidence in the decision(s) or directive(s) and anticipate reader's??s response.
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],
What happened in the past few days might have made our priorities appear ambiguous. Any misunderstandings should be eliminated, and challenges should be welcomed to work as a team successfully, I will take the time to restate the decisions made. Our holiday sales are significantly dependent on the March 15 deadline that has to be met. Overtime might be required to complete this project that would be rightly compensated for by a bonus being awarded upon the deadline completion.
Our team is considered to be the best in the industry. The finish of this project is very close. You can take this day off and energize yourself for the final kick off that will happen tomorrow in the conference room at nine a.m. sharp. We will see you tomorrow and work hard to accomplish our goal.
Sincerely,
[Senders Name]
[Senders Title] -Optional-
[Enclosures: number] - Optional -
cc: [Name of copy recipient] - Optional -
Sample letter to confirm the company's goals.
Further things to consider when writing confirmation letters to team members
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 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.
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