A confirmation letter is a show of respect for an organization that has approached you with an offer. Even if you answer with a refusal, confirming that the question has not been ignored will give you the opportunity not to offend your opponent and, if necessary, return to the dialogue later.
Necessary
- - details of your company;
- - details of the addressee's company.
Instructions
Step 1
If you are writing a confirmation letter on behalf of a company or organization, do so on letterhead. The head of the document should contain the name of your company, its legal address, main state registration number, individual taxpayer number, contact numbers, sometimes the website and email address of the company are indicated. All this information should be located in the upper left corner of an A4 sheet. If the letter is sent from a private person, write your last name, first name, patronymic, permanent residence address and contact information.
Step 2
Opposite the data of the sender, on the right, write the data of the addressee: name of the organization, postal address, position and last name, first name, patronymic of the person to whom this confirmation letter should be personally delivered.
Step 3
Below on the left, indicate the date of preparation of the document and its serial outgoing number. Next, in the middle, write the name of the letter, which should reflect its essence and the content of the question. For example, "Confirmation of receipt of an invitation to a seminar."
Step 4
Next, write the text of the letter itself. He should be concise, specific, without unnecessary words and emotions. Your goal is simply to make it clear to the addressee that his proposal is either accepted or simply not ignored. You do not have to agree with the proposal with your letter, but you can show attention and respect, even if you refuse something, the most important thing is the backlash to maintain the relationship. You can simply acknowledge receipt of an invitation to an event or receipt of this or that information. In the text of the letter, address the addressee by name and patronymic.
Step 5
The letter must be printed in duplicate and signed by the head of the organization or the sender, if he has the right to do so. One copy remains with you, the second is sent to the addressee.
