There are times when you can’t attend to your formal commitments personally. There may be different factors such as an illness, being on a vacation, or having moved to another address. In this case, you must give authorization to someone you know to attend these personal matters. However, there are many people who would pretend to be someone you know to get these important documents and payments. That is why you have to confirm that you have given authorization to someone through a formal letter.

A Letter to Confirm Authorization is used as proof that you authorize the person to act on your behalf. This letter will not break easily especially if you have placed your signature, or attached a photocopy of you and the person’s ID as a proof of relationship. You should be formal and brief when writing this letter.

It must include the reason why you cannot attend personally, name of the authorized person, your relationship, the work to be done, and your contact information in case they have further questions. You can also state the validity of the letter if necessary.

Here is the following example of a Letter to Confirm Authorization:

Charles Mendez
4583 Lochmere Lane
Winsted, CT 06098

February 24, 2010

Subject: Authorization Letter for Effie Starnes

To Whom It May Concern:

I, Diego Starnes, issue this letter to authorize my daughter Effie Starnes, to collect my checks in the approximate amount of $10,000. I cannot go personally to your office due to medical reasons. However, I will resume collecting these checks myself upon my return.

Attached to this letter are photocopies of my medical certificate as well as my daughter’s two valid IDs. I have also included our signatures for authenticity. If you still have inquires please don’t hesitate to call me at 215-555-4022.

Thank you for your time and consideration.

Respectfully yours,

Diego Starnes

A promotion is something to be celebrated, whether you are the promoted employee or the company boss. It means that the employee is very hardworking and worthy of the new job.

To publicize the promotional success of the employee in a very special way, the company must send a Letter of Transfer or Promotion Confirmation.

A Letter of Transfer or Promotion Confirmation is a good company memo especially if the management already told the employee first hand. The letter must be formal and short but very inspirational for the employee to continue his work.

It is also best to include in the letter the new job title, the new annual salary, the person who will be taking his former job and the new office location if any. Add the congratulatory remarks and the last paragraph of the letter.

This is an example of a letter of a promotion and relocation:

SAMPLE

June 22, 2010

Rose Washington
2228 Golf Avenue
Grand Rapids, MI 49503

1234 Narrow Road
Rainbow, PA 10987

SUBJECT: Promotion Letter

Dear Rose,

This is a confirmation of your promotion as the Service Department Head beginning July 1, 2010. You will receive an increase of $12,000 in your annual salary for a total of $38,000. You are also requested to turn over your previous jobasignment as the Service Head Assistant to Pamela Rosenbaum.

As the new Head of the Service Department, you are required to read and fully understand the duties and responsibilities, tasks, and benefits from the job manual attached to this letter. You will also be relocated to our branch in Boston. If you have any further questions, don’t hesitate to call me at 781-972-7356 or send a message to StephenEWallace@MarketingGang.com.

Congratulations on the behalf of Marketing Gang Corporation and may you have a blessed year ahead.

Best Regards,

Stephen Wallace
HR Department Head
Marketing Gang Corporation

Sometimes, your boss might ask you to work on his personal assets including bank accounts and properties. This may be a good time to impress to your boss, but it is also improper to proceed with your work.

To make sure that you are doing something legal for your boss, write a formal letter for a request confirmation of an authorization to take action.

Writing for a Confirmation Request is a must especially if your boss didn’t put your authorization on a piece of paper. It will be a proof that you have gained an authorization from your boss. If you tried to get your work done on a bank without it, the bank management will not allow you just because you might be a thief.

It also saves time by just letting your boss sign on the papers rather than making another letter to confirm authorization. Keep in mind that the letter must be straight forward and accurate based on what your boss asked you to do.

This is a sample letter of a request confirmation of an authorization to take place:

SAMPLE

June 19, 2010

Ross McDonald
Supervisor
Rigger Oil Enterprises
4752 Farm Meadow Drive
Nashville, TN 37210

Dear Sir:

Yesterday, you asked me to withdraw the total amount of $10,000.00 from your bank account in Bank Land with account number of 521212576935. According to our conversation, the money will be used to pay for the bills of the main office as well as to purchase raw materials to be used in the company’s products.

It is for this reason that I request for your signature at the bottom of this page to confirm your authorization to the letter holder. Please include a photocopy of your ID and passbook for the bank’s further reference. Thank you.

Sincerely,

Michael Lewis
Secretary

APPROVED BY:

Ross McDonald
Director
Rigger Oil Enterprises

NOTED BY:

Jeffrey Morales
Finance Head Director
Rigger Oil Enterprises

In business, any error could affect a great deal in maintaining a good and long term relations with a client/customer. It is expected that whenever an error has been done, by the company or any employee thereof, it is only expected and necessary for the establishment to make proper action to solve the problem as soon as possible.

Writing a letter to confirm correction or revision is one way of taking responsibility.

It is important that, when writing this letter the company focuses on the solutions to resolve the situation, your tone should be sincere, considerate, and apologetic. Take time to explain briefly, detailing what happened.

Blame no one. Be objective, give straightforward facts, and avoid making excuses.

Also, communicate the revisions or corrections made to those who are involved for uniformity of information.

Example

Date

Name of Addressee
Address

Dear (Sir/Madame):

We have received your letter, dated February 28, informing us of the error made on page 18 of our product magazine. Upon our review, we found out that there was, indeed, an error in printing.

While it is too late to correct the error made in this printing, we assure you that the necessary revisions are already made and have been proofread the entire magazine again to ensure that in the next batch of printing we will have the accurate information. We apologize for any inconvenience this error may have caused you.

Please accept our sincere 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.

Thank you.

Sincerely,

Name of Sender
Title

A confirmation letter of receipt order from a customer may be necessary in the subject of purchasing orders.

However, to avoid any delays or problems like in the delivery and changes in details of an item, or a request from the customer, a written confirmation of the receipt of an order should be provided.

Example:

Date

Name of Addressee
Address

Dear (Sir/Madame),

This is to confirm that we have the Receipt of Orders as per requested.
The company has received your order for:

- Three (3) rolls of 36 meter x 60 inches of white pure cotton fabric that cost $10.00 per meter.
- Four(4) female adult size mannequins made from fiber glass, white in color at $75.00 each
- One (1) roll of 36 meter x 45 inches of floral printed silk at $20.00 per meter.

An additional fee of $20.00 has been added for delivery charge since the items have exceeded the required weight that covers freight cost.

Expect your order within 5-7 days from our receipt of your orders. You will be given the tracking number of the cargo once it is ready for shipment for your referral.

Do feel free to contact us should there be any questions and clarifications on your purchase order or if you wish to place another order. We are pleased to have served your needs.

Thank you for your continued patronage.

Sincerely,

Name of Sender
Title

To enlighten and ease any uncertainties or reservations a guest may have about an upcoming event he or she is invited to, this letter of confirmation of a guest’s attendance at a conference or symposium is an opportunity to give to the guest peace of mind.

In this letter, it should mention the important details of the event: venue, date, the purpose of the gathering, and the benefits from the event, to avoid unnecessary complications.

There are many ways to confirm, such as texting or calling the host/guest, but writing a letter is best practice.

This type of correspondence should be direct and business-like.

However, if there is a personal encounter with the guest prior to the event, putting a personal tone in the letter may help in getting a positive response.

Example

Date

Name of Addressee
Address

Dear (Sir/Madame):

Thank you for acknowledging and accepting our invitation to attend the Annual Parent-Teacher Convention on January 27. It will be held on the newly-built gymnasium of the school. The convention will promptly start at three o’clock in the afternoon.

This conference will address the following issues:

1. An update of the previous years’ projects
2. Board member’s performance assessment
3. Qualifications and requirements for filing of candidacy for Board position
4. Other agenda

As members of the board of the Parent Teacher Association, we highly encourage your participation in the convention. 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 take part in activities that will increase the quality of education that our children will receive through fund 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

CONFIRMATION OF VERBAL ORDER

Date: _

To: _ [Supplier]

This letter shall confirm your acceptance of verbal order
communicated to you on _.
A copy of our purchase order containing the state terms
is attached.
Unless we receive objection within ten days of your
receipt of this order, we shall expect delivery of all ordered
goods on the date indicated.

Very truly yours,

Dear

This will confirm our telephone conversation of [date]
wherein I informed you that there was a problem with the
[service performed]

As I stated, [description of problem]

It is my understanding that you will [commitment of service
company]
in order to resolve this problem.

Thank you for your cooperation in this matter.

Dear

This letter will serve to confirm our agreement regarding
your purchase of, and payment for, certain merchandise
from our company.

We have agreed to ship the following merchandise to you:

You agree to abide by our printed terms and conditions,
and you additionally agree to pay for the merchandise in
three equal payments. The first payment shall be sent
so as to be received by my office not later than [date]
The second payment shall be received not later than thirty
days later, and the third payment shall be received not
later than thirty days after the second payment. In no
event shall payment be received later than [date]

Please sign a copy of this letter and return it to me.
Upon receipt of your confirmation of our agreement, I
shall release shipment of the aforementioned merchandise.

Dear

Thank you for your courteous request to interview one of our
officers for the article you are writing about our business.

[name of individual] will be pleased to meet with you at our
offices at [address] , on [day] , [date]
, at [time] I belive that you will find him to
be extremely knowledgable about our business and the role we
play in relationship to our industry.

Thank you for your interest in our firm