How do you write a letter requesting confirmation?

Answer 1

To request a confirmation, use a business letter format. If it is an informal situation, such as a customer who wants a confirmation, you can use E-mail but maintain a formal business tone.

In your paper or E-mail version, include your return address (street address on one line, city, state and zip code on the second line) on the top right. Skip 2 lines. Type the person's name on line one; street address on line two; city, state, zip code on line three. Skip one to two lines.

Use a specific salutation, such as Dear Mr. Jones with a comma after the name. Skip one to two lines.

Next, construct a paragraph that recounts the last discussion and agreements made. For example, let's say you are a homeowner who talked to your homeowner's insurance company about a claim. The representative made certain agreements but the conversation was by telephone. You forget to ask for a confirmation letter, so you decide to ask for their confirmation. You could start your letter by saying:

Example:

Thank-you for your assistance on June 12, 2010 concerning my claim for water damage to my home sustained in the heavy rainstorm of June 8, 2010. Per our conversation, you agreed that since your company mis-applied my last payment to another customer's account, that you would credit to my account with the correct payment amount and then re-instate my insurance coverage for the full amount I paid to retroactively cover January through July of 2010. Further, you agreed that the damage to my home would still be covered by my insurance. We agreed that the claim will be processed no later than 10 days from the date of our telephone conversation. I have previously submitted the photos the claims agent requested and have completed all the necessary paperwork.

Please take a minute to confirm these details in writing at your earliest convenience.

Again, thank you for the time you took to research this issue and for taking the steps to resolve the matter.

That is just one example of how to communicate what you seek: a confirmation of an agreement or details of a prior conversation.