This type of letter is written to confirm the receipt or sending of a package or documents. The letter that confirms that you have sent an item informs the reader of what the package is, how it is being sent, and when it is expected to arrive. A letter that confirms a receipt of an item closes the transaction and provides feedback to the sender that the item has arrived.

Generally, the tone of the letter is formal. However, for repeat customers or clients, the tone may be a little less formal. Most replies can be short. Though, if there are any additional details that you need to address, include them in the letter.

Sample Letter – Confirm Sending of a Package or Documents:

Date

Name of Addressee
Address

Dear (Sir/Madame):

This is to notify you that I have already mailed today the revised thesis paper that you requested last week. It should arrive in a day or two through mail courier.

I am pleased that you have taken the necessary revisions for the paper. I have some additional reminders and last-minute notes for you to better improve your study.

I commend you, even at this moment, for your hard work and dedication to finish the paper. I wish you luck on your defense. Please update me on how it went.

Best of luck,

Name of Sender
Title

Sample Letter – Confirm Receipt of a Package or Documents:

Date

Name of Addressee
Address

Dear (Sir/Madame):

I am acknowledging receipt of the revised thesis paper. As always, thank you very much for your professional input on my study. I have looked into the sites that you have given and I have gained additional materials for my paper.

I will surely update you on how my defense went. Wish me luck!

Sincerely,

Name of Sender
Title

While it is not always a necessity to write letters to confirm receipt of an order from a customer, some businesses require having a written proof of compliance for contracts, finance, insurance, and agreements purposes. This letter should indicate all the important details of the agreement so that if there is any misunderstanding, both parties will be able to rectify them.

You need to include what was ordered, the quantity, the quality (e.g. if food, will it be delivered frozen or chilled?), the amount of the purchase order, and when it will be delivered. Indicate in the letter if there are special arrangements agreed upon and if there will be any changes in the delivery of the order. You may also add other products, services, or special promotions you may have at the end of the letter.

As with any business letters, conciseness and to-the-point business-like tone is needed. This type of letter should be sent within a few days of receiving the order. You have to take extreme care in checking the content of your letter as this can be a legal document.

SAMPLE LETTER

Date

Name of Addressee
Address

Dear (Sir/Madame):

Confirmation of order received

We have received your order for:
- twelve bins of seedless watermelon at $180.00 per bin
- sixteen bins of large cantaloupes at $215.00 per bin
- ten bins of white corn at $160.00 per bin

Note that we will charge an additional fee of $40.00 per bin for deposit. The credit for the bins will be issued once the bins have been returned.

Your order will be delivered on the 26th of June, early afternoon.

Please feel free to contact us should there be any clarifications regarding your purchase order or if you wish to place another order. We are delighted for your continued patronage.

Sincerely,

Name of Sender
Title

Whenever we make an error, it is expected of us to take the proper action. Just as with any business, dealing with mistakes made by the company, or any employee thereof, should be dealt with as soon as possible after the incident. Writing a letter to confirm an error correction or revision is the start of owning up to that responsibility.

When writing this type of letter, it is important that you focus on what you intend to do or what have you done to resolve the situation. Don’t emphasize too much on the mistake; rather, explain briefly, but in detail, what happened. Also, never put blame on anyone. Bear in mind that this is a business letter. Be objective. Give facts. Refrain from making excuses and apologize for the mistake made.

With this letter, your tone should be sincere, considerate, and apologetic; remember that your mistake could have caused others some form of inconvenience.

If the error affected several other people, be sure to take time to explain what happened and apologize. Remember to communicate the revisions or corrections made to those who are involved for uniformity of information.

SAMPLE LETTER

Date

Name of Addressee
Address

Dear (Sir/Madame):

We have received your letter, dated February 27, informing us of the error made on page 8 of our product manual. Upon our review, we found out that there was, indeed, a printing error. While it is too late to correct the error made in this printing, we assure you that we have made the necessary revisions and proofread the entire manual again to ensure that the next batch of printing will have accurate information. We apologize for any inconvenience this error may have caused you.

Please accept out sincerest gratitude for the time you have spent in writing this letter. We guarantee that your effort is not wasted. This further motivates us to improve our publication and services in the years to come.

Sincerely,

Name of Sender
Title

To formalize any request in banks and other financial institutions, a written confirmation of the request should follow the telephone or oral request. Such letters are especially required to confirm a telephone request to transfer money, cancel and replace a stolen credit card, or stop payment on a check.

This type of letter should be short and formal. Always include the relevant information, such as the account name and account number. Make sure that you clearly identify your request. State, as well, when the telephone request was made and, if possible, to whom.

Sample Letter – Confirm Request to Transfer Money:

Date

Name of Addressee
Address

Dear (Sir/Madame):

I am writing to confirm the request that I have made to your bank, last April 14, to transfer the money from my account (insert account number) to the following account:

(insert account name)
(insert account number)

Please notify me once money has been transferred. Thank you for your prompt action.

Sincerely,

Name of Sender

Sample Letter – Confirm Request to Cancel and Replace a Stolen Credit Card:

Date

Name of Addressee
Address

Re: Account Number (Insert Account Number)

Dear (Sir/Madame):

This letter confirms the request that I have made over the phone on April 14 regarding the cancellation of my stolen credit card. It should be reflected on my credit report that the account was closed as per my request.

In connection with this, I request that my account be replaced.

Please notify me once my account was closed and update me on my request to replace my account as soon as possible.

Sincerely,

Name of Sender

Sample Letter – Confirm Request to Stop Payment on a Check:

Date

Name of Addressee
Address

Dear (Sir/Madame):

This is to confirm my oral request made on April 14 to stop payment on (insert check number), dated (insert date) with the amount of (insert amount). Enclosed is my payment of (insert amount) to stop the payment on this item.

Thank you very much for your immediate response.

Sincerely,

Name of Sender

Writing a letter to confirm a guest’s attendance at a conference or symposium is a good opportunity to enlighten someone what the benefits are when they attended the conference or symposium. Some guests may still have some qualms as to why they should attend the event, and this letter can give all the information that they need.

Include in the letter all the details for the event: when it will be held, the venue for the conference or symposium, the purpose of the gathering, and why it can be beneficial for the reader.

The letter should be direct and business-like. You may also wish to use a personal tone if you have already engaged in prior communication with the reader. It might help with putting the reader at ease and, hopefully, receive a positive response from them.

SAMPLE LETTER

Date

Name of Addressee
Address

Dear (Sir/Madame):

Thank you for acknowledging our invitation to attend the Annual Parent Teacher Conference on January 17. It will be held on the newly-built gymnasium of the school. The conference will promptly start at three o’clock in the afternoon.

This conference will tackle the following issues:

1. An update of the previous years’ projects
2. Evaluation of previous board
3. Presentation of qualifications and requirements for filing of candidacy
4. Other agenda

As members of the board of the Parent Teacher Association, we highly encourage your participation in said conference. We are hoping to promote camaraderie among parents and teachers because we know how important it is that we set the standards for our children by setting good examples. We also wish to actively partake in activities that will increase the quality of education that our children will receive through funding and raising projects that will support this aim.

For any suggestions or clarifications, don’t hesitate to call us. Thank you and we hope you confirm your attendance as soon as possible.

Sincerely,

Name of Sender
Title

When writing letters to confirm a reservation or registration, it is important that your letter be brief, accurate, prompt, and polite. Include all the important details regarding the reservation just to be sure that both parties have the same understanding and are on agreement on the reservation made.

There are two kinds of letter to confirm a reservation or registration: (a) written by the customer; and (b) written by the establishment, restaurant, or organizer. However, the essential part of the body of this letter is to repeat all the details of the reservation or registration so that if there are any misunderstandings, the party concerned can respond immediately.

If there are any clarifications or changes that needed to be done, include it in the letter as well.

Sample Letter from Customer:

Date

Name of Addressee
Address

Dear (Sir/Madame):

I have read your invitation for the Survival Training Program on May 16-17. I am very much interested in participating and so I would like to confirm my registration to the program.

I will pay the necessary fee as soon as I receive confirmation of my slot.

Thank you very much.

Sincerely,

Name of Sender

Sample Letter from Organizer:

Date

Name of Addressee
Address

Dear (Sir/Madame):

This is in response to your letter dated, (insert date), regarding your interest in joining our Survival Training Program. It is my deepest regret to inform you that there are no more available slots for the May 16-17 schedule.

However, due to the positive response we received, we have scheduled another training program with the same itinerary and trainers on June 16-17. I am delighted to inform you that we have included you in the list of participants.

The payment details are attached in this letter. To confirm your slot, please deposit the amount on or before May 20. If you fail to make the deposit on the said date, we will assume that you are no longer interested and that you are giving up your slot.

For any queries, please feel free to contact us. Thank you very much for your interest.

Sincerely,

Name of Sender
Title

In any event or occasion, it is important to follow-up with all the people involved. To prevent any unwanted “no-shows”, you need to confirm a speaker’s or special guest’s attendance days before the event.

Repeat in this letter all the information that your guests need to know to clarify what is expected of them and the benefits that they could get from attending the event. Include the when, the where, the what, and the why of said event.

The tone of this letter should be short and business-like, but make sure that all the pertinent details are included in the letter. However, since previous correspondence has been made ahead of time, you may want to write the letter in a more personal tone.

SAMPLE LETTER

Date

Name of Addressee
Address

Dear (Sir/Madame):

Thank you for supporting our cause by accepting our invitation to be one of the honorary speakers on our symposium, “Going Green, It’s the In Thing” will be held on April 22 at the Mayflower Event Hall. Your presentation, “The Importance of Bringing Your Own Bag When Shopping,” is scheduled to begin at 3:30 in the afternoon. As we have agreed upon, you will be given 30 minutes to present, which will be followed by a 10-minute period for audiences’ questions.

The objectives of the symposium are:

(list of objectives)

The audience of this symposium will be composed of green activists and supporters from the city and neighboring cities. The expected demographics are aged 18 and above. We expect about 500 participants to attend this symposium.

As a form of our gratitude for your time and expertise, we will cover your travel and food expenses. Enclosed is an expense reimbursement form with the copy of terms of agreement regarding expense claims.

If you have any more queries or clarifications, please feel free to contact me. Again, we thank you for your support. We are delighted and honored for your participation.

Sincerely,

Name of Sender
Title