- 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],
As we decided over the phone yesterday, a pay order for $500 is enclosed in this envelope. This letter is to pay for the reservation for two on the Mediterranean Cruise that is scheduled to leave Kansas on January 5 and to return on January 10, 2004.
I am aware of the total cost of the trip amounts to $2000 and that the balance amount should be cleared off latest by December 30.
I am also aware that this deposit of $500 will be refunded if I submit a formal cancelation letter latest by December 30.
[Senders Title] -Optional-
[Enclosures: number] - Optional -
cc: [Name of copy recipient] - Optional -
Sample letter to confirm a cruise reservation.
Further things to consider when writing confirmation letters to vendors
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 Vendors
Letters to vendors are letters written to people or companies offering goods for sale. These letters could be written to inquire information about a product, terminate a contract with a vendor, or to inform a vendor of relocating of business. If you own a company, writing to your vendors is important as it provides you and the recipient with proof that you actually requested something or took action regarding an issue. It is also an effective way to communicate sensitive information that may not be communicated on the phone.
Letters to vendors must be written in the standard business letter format and should use an official letterhead. Start the letter with a statement that informs the recipient of the purpose of your letter. Explain the letter in details providing all the important information. For instance, if you are writing to terminate your contract with the recipient, mention the date when you want to effect the change. However, if your letter is to inform the recipient of your business relocation, you should provide the new business location and address. Be brief and use a professional tone. Finish on a positive tone and sign the letter with your full name.