Confirming an appointment, meeting or interview might be in a form of an actual letter or email. Your letter should include your acknowledgement of the sender’s request for a meeting, finalized the venue, the date, expected attendees and agenda of the meeting. It must be brief but the details should be complete. Make sure that the details are correct. If there are agreements that you have to give in your response, this is the avenue to clarify the terms before the meeting.

You have to send your response within a few days after receiving the letter. It would be rude to reply if it’s more than one week already. If the meeting involves other people, make sure to furnish them a copy regarding the current events.

If the letter to be given is not within the company, it should be in a letter format and use the letterhead of the company even if it will be sent through email. Your reply should be formal, businesslike, in a positive tone, and in a straightforward manner.

Formal letter doesn’t mean you have to use very academic words. Remove unnecessary details and do not beat around the bush. Your letter should project a professional image by checking if there are misspelled words, grammatical errors or even the tiny details like the date. Review your letter before you send it.

Below is a sample confirmation letter that can serve as your template:

SAMPLE

December 10, 2010

Mr. John Smith
Director
Design Group
123 Mitchell South, Suite 110
Los Angeles, California 90001

Dear John,

Hope this note finds you well.

As discussed during our telephone conversation yesterday, I am writing to confirm our meeting on December 15, at 9:30 a.m. at the Bowe Corporate Office located at the 19th Floor of Tower One, Mall of Asia Complex, Honolulu, Hawaii. Theodore Nugent, our Marketing Manager, will be joining us.

Should you need more information, kindly call Mary, our administrative assistant, at 632-555-0106. Or if there will be changes in the date, time or venue, do inform us. I am very confident and optimistic that this meeting will be a success.

Thank you.

Sincerely,

Juan dela Cruz
Vice President for External Affairs
MS Group of Companies

The traveler or the arranger of a travel package or itinerary usually writes this letter. This letter’s objective is to confirm travel arrangements or itinerary made by a customer. Pertinent details of the travel plan should be specifically written in this letter.

This letter should be written business-like, concise, brief, and positive. In the letter, include specific requests or clarifications that you may have.

Since this correspondence deals with the confirmation of a customer or clients’ reservation or registration, it is important to repeat the details.

In doing so, the recipient or reader can respond properly, avoiding conflicts and potential misunderstandings.

Example:

A. Letter from Traveler:

Date

Name of Addressee
Address

Dear (Sir/Madame):

This is in response to the reservation I made last month. I am confirming my booking for a 5-day cruise vacation to Mexico. Please also note that we prefer to start traveling early in the morning because of the children.

I would also like to clarify the itinerary you have sent us. Could possibly I request that you change a few things and include in the itinerary for a local restaurant and cultural museums tour while we stop on one of the cities?

Please proceed with the final bookings and confirm as soon as possible with my additional requests.
Your assistance is highly appreciated. Thank you!

Sincerely,
Name of Sender

B. Letter from Travel Agent:

Date

Name of Addressee
Address

Dear (Sir/Madame):

This is to confirm your reservations to a 5-day cruise for a family of 4, with two children for your vacation in Mexico. We are delighted that you have chosen our company to arrange your travel package.

As you have requested, we made the necessary changes in the itinerary to include a restaurant and museum tour while you are touring the city on the third day.

However, we regret to inform you that we cannot accommodate your request to leave by early morning since the only available schedule will leave after lunchtime.

Attached herewith, are the copies of the itinerary and details of your cruise accommodation.
Thank you very much for your continued patronage. We are pleased to be part of your memorable vacation experience. If you need any more assistance, please feel free to contact me.

Sincerely,

Name of Sender
Title

It is important to be brief, accurate, prompt, and polite when writing a letter confirming a registration or reservation. Never forget to include important details regarding the reservation.

To avoid any misunderstanding between two parties, the details should be repeated or reiterated to convey clarification.

There are two kinds of letters in this section:

1) written by the client/customer, and

2) written by the business, or organizer.

These letters answer each other with regards to both parties concerns. It talks and repeatedly confirms and clarifies the reservation or registration made by the customer.

Examples:

A. Letter from Customer:

Date

Name of Addressee
Address

Dear (Sir/Madame):

I have read your invitation for the Developmental Training in Management Program scheduled on June16-17. I am very much interested in participating in the training and so I would like to confirm my registration to the program.

I will pay the necessary fees for the said activity as soon as I receive confirmation from your office of my slot in the event.

Thank you very much.

Sincerely,

Name of Sender
Title

B. Letter from Business or Organizer:

Date

Name of Addressee
Address

Dear (Sir/Madame):

This is in response to your letter confirming your registration dated, (insert date), regarding your interest in joining our Developmental Training in Management Program. It is my pleasure to inform you that there is an available slot that can accommodate you for the June 6-17 schedule. It is to our delight to inform you that we have included you in the list of participants.

The payment details for the training are attached in this letter. To confirm your slot in the program, please deposit the amount on or before June 6. If in the event 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
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It is advisable that you make follow-ups through correspondence, if in an event you’ll be invited to be a speaker or special guest. Writing a letter to confirm your own attendance as a speaker or special guest helps you reiterate the details of the event as you understand them.

The importance of reiteration of details helps you clarify things that may have been left unnoticed or misunderstood.
This type of letter should be straight-forward. Since this is a response to a previous communication, one may opt to be less formal with the tone.

Also, be sure to write with enthusiasm, let them know your interest and show it in your letter. Convey your appreciation to the inviter for having been invited as a speaker or special guest.

Example:

Date

Name of Addressee
Address

Dear (Sir/Madame):

I am writing to you to confirm attendance to your event/program, (Title of Event). It is to my understanding that this will be on (date of event) and will be held on the (place of event). From our previous discussion in our meeting, you have scheduled me to present some DIY arts and crafts at (time of event). As I have requested, please include the following materials, and equipment for my demo:

(List of materials and equipments)

I have attached all the types of art and craft that will be used in the demo as per your request. Please feel free to make copies for the participants.

I cannot express how I deeply appreciate that you have chosen me as one of your guests in your event. I look forward to making my favorite crafts that can be useful for starting a small business industry and sharing this knowledge to all of you, especially the audience/participants.

Sincerely,

Name of Sender
Title

Since this letter is a result or response to an invitation or from a previous contact, this may be written with a personal tone.

However, you may want to repeat the important details in the received conformation letter of your attendance as guest to avoid or clarify any information for the event.

Example:

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, “Give Green a Chance” which will be held on March 22 at the City Convention and Event Hall. Your presentation, “The Importance of Bringing Your Own Bag When Shopping,” is scheduled to begin at 3:00 in the afternoon.

As we have agreed upon, you will be given 30 minutes for your presentation, will be followed by a 10-minute period for audiences’ participation/questions.

The objectives of the symposium are:

(List of objectives)

The audience of this symposium will be composed of green activists and student from different schools in the city. 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

Errors are to be corrected. When you make an error in a business transaction, it is but proper to rectify it immediately. Remember that your clients put a great deal of trust and confidence in the company.

They did not only invest their money but also their confidence that you would be sending them the correct shipment. Businessmen are always precise in their orders. They set a certain date for them to replenish their stocks, especially if their business is sales.

It is important to send the correct items immediately after the discovery of the error. This will prevent customers from withdrawing their orders.

Here is an example of a letter explaining why an error that has been made and how the company can rectify such mistake.

SAMPLE

December 13, 2010

Joanna Reed
2345 Antioch Drive
Queens, NY 02345

Dear Ms. Reed,

I apologize for the mix up on your last shipment. This pertains to the shipment our company sent you last November 20, 2010. We just found out that our order sheet does not tally with our sales invoice. Our order sheet indicates that you wanted 500 pieces of leather jackets but our sales invoice indicates that 500 pieces of linen sheets have been delivered. Our clerk mixed up the accounts of our customers.

Thus, the wrong items were sent to you. The clerk is a new employee and she is still undergoing training. She has only been with the company for one week and she is not yet familiar with our order sheets and sales invoices.

I am not trying to make any excuse for this mistake. We value our customer’s business. We know that you have been expecting this shipment for a week. We are very sorry for the inconvenience that this error brought you. I assure you that this will not happen again. I will make sure that someone will double check the list of invoices before the shipment.

As a way of making up for this error, the company is extending your credit for another 15 days. You have been a customer of our company for a long time and we hope that you will still put your trust in our company. Thank you so much for understanding the situation.

John Smith
Customer Service Manager

We are only human. Mistakes are always part of being human. We must learn from our mistakes and treat it as a precious life lesson that can only be learned the hard way. When mistakes are committed and another person’s feelings have been hurt, we must apologize.

In apologizing, we must show our sincerity and we must not blame the other person for what we have done. Taking responsibility for our own action is the right thing to do.

The purpose of making a personal apology is to make amends; to cure whatever wound was caused to another person.

Below is an example of a letter of a personal apology.

SAMPLE

September 14, 2010

Dear Michelle,

I deeply apologize for my actions last November 20, 2010. It was really unthinkable for me to have done such a thing. I knew at that moment that I had hurt your feelings. I should not have uttered harsh words to you especially in from of all our friends. I just want to tell you that I deeply regret what had happened. If only I could turn back the time, I would take back all the words. Believe me, I value your friendship. We have been friends and workmates for three years now. I do not want to make a gap in our relationship.

I am asking for your forgiveness and understanding. Please find in your heart to forgive me for what I have done. I have been contemplating on calling you or even meet you in person but I was ashamed of myself. I opted to write this letter. I believe that a letter is the least threatening method. I do not want to put pressure on you to respond or to react in the moment. I know that this situation needs time for reflection. I am asking you to forgive me for I know the gravity of the offense I have done. My mind was clouded during the incident. I had lots of problems with my work. My reports are already delayed that is why my I lost my temper.

My friend, I promise never to do that to you again. I am begging for your forgiveness.

Sincerely,

Anthony Grier

Time isn’t always an ally, but the proper use of it will make things better. When apologizing for missing a deadline, it is best to be truthful and contrite when expressing yourself.

Do not make excuses, take responsibility, and plead for mercy that you may receive a second chance.

Here is a sample of an apology letter for missing a deadline you promised to make.

Example:

December 8, 2010

From:
Anthony Pierce
987 Business Center Circle
Beaumont, Alaska 99876

To:
John Smythe
5673 Antler Way
Kronos, California 92050

Dear Mr. Smythe,

May I please request your good office to accept my apology for having missed the deadline which is on November 26, 2010. I am aware of the policy of the company that every deadline must be met on the set date but I was not able to submit my work on time because my Innova stopped on the highway. Smoke started to come out of the engine. I had to call the car shop for my car to be towed. It took them an hour to tow the car.

When we were at the car shop, the mechanic told me that I had a sludge damaged engine which is a usual problem with cars. He said the repairs would be extensive and it would take at least two mechanics to do all the repairs. Some parts should be replaced but they cannot attend to it because they have a lot of job orders for the day. They further told me that the repairs would be finished after two days. I had to go around town to look for the spare parts that would be used replace the damaged ones.

I am very sorry for the inconvenience that this delay might have caused you. I assure you that this will not happen again. I am asking your good office for a second chance. I hope you will give me another assignment and I promise to submit it on time. I will see to it that I will never wait for the deadline before submitting my work and I will endeavor to submit all my reports at least one day before the deadline.

I will consider it as my priority. I do my work on time as can be proven by my previous assignments with your company. I have been doing my reports for more than a year now and this is the first time I have incurred such delay in the submission of my reports. I am a professional person and I do my work seriously.

Thank you and hoping for your consideration regarding this matter.

Anthony Pierce

There may be times when expectation are not met when providing a service or product. To enhance goodwill, it is best to issue a letter of apology for poor or inadequate service.

It will always help to express your regret and give assurance of a better experience to the client in the future.

Here is an example of a letter of apology for poor service:

Example:

December 5, 2010

From:
Michelle Thompson
Guest Services Manager
Comeback Resorts
987 Business Center Circle
Beaumont, Alaska 99876

To:
John Smythe
5673 Antler Way
Kronos, California 92050

Dear Mr Smythe,

Please allow me to express my deep apology for the poor and inadequate service your staff received during the seminar they have conducted in our resort. I am so sorry we were not able to provide training facilities and other accomodation you needed during your stay with us. I was informed by management that the training facilities should be part of the contract but the shipment for our equipments arrived late so we were not able to provide your staff with training facilities.

This experience will serve as an eye-opener for us. The management will have to make abrupt changes in our training rooms and after this, I will request you to come and experience the new service. It is our policy to keep our customers happy. Your comments regarding the service you received at our resort are very important to us. We want customers to enjoy their stay with us. You deserve only the best service especially when you come to visit the resort. We understand that a resort is for relaxation.

The blue waters is ideally suited for those in need of just lounging by the pool, sipping cocktails on the beach or relaxing with a good book under the shade of swaying palm trees. It is a nice and quiet place, away from the pollution. Our resort is situated in the heart of the Island, in an artistic tradition with a combination of modernity and simplicity, but still classic and at the same time native. It is a beachfront resort. It also provides a veritable oasis of calm and understated luxury with its wonderfully modern ambience, perfect for seaside-casual living.

We are asking you to visit us again so you could see the changes made in the resort. We would like to redeem ourselves, give you the best service ever. On your next visit, we will give some discounts on our training areas and cottages. We really want you to enjoy staying here, to enjoy the ambiance. We want to keep the general impression that our resort is a complete get-away from the city life.

Please visit us again soon.

Michelle Thompson
Guest Services Manager

APOLOGIZE FOR OFFENSIVE BEHAVIOR

This is every business establishment’s worst nightmare, bad behavior by their employees.

It is important, upon learning of such rude encounters by guests or customers for a supervisor or manager to issue a letter of apology for offensive behavior.

There is no excuse; the customer is who pays your bills.

Here is a sample letter of apology for offensive behavior:

Example:

December 5, 2010

From:
Annika Frust
Customer Service Manager
Comeback Industries
987 Business Center Circle
Beaumont, Alaska 99876

To:
Anthony Pierce
5673 Antler Way
Kronos, California 92050

Dear Mr. Pierce,

I want to express my heartfelt apology for the way I treated you yesterday. I was having trouble with my boss because he rejected all the report I have made and I was cursing on my way to the cafeteria. You came to my table and you said you wanted to join me for dinner and those words blurted out of my mouth. I am very sorry for saying, “get lost!” I did not really mean it. I saw the tears in your eyes and I felt sorry instantly. I tried to run after you but my feet seemed to be glued to the floor. I am expressing my sincere and honest apology due to my offensive behavior, with the end and view of asking your forgiveness and kind understanding on the matter.

I know that my act was one done in an ungentlemanly way for which reason I am now asking for your kind consideration and forgiveness. Please understand that it was not you I was mad at and I am really ashamed of the way I treated you. You did not deserve what I did. You are a kind and generous person. You always had a smile for everyone.

I assure you that your acceptance on my apology will surely change my ways in dealing with others. I am willing to correct this offensive behavior in any way I can especially if you could help me with your piece of advice. I will cherish it in my heart if you could extend that advice as you are the one who felt the blunt of that misbehavior I made.

Allow me, therefore, to express my sincere apology with the hope that this letter will help ease the hurt that I have caused. I have learned my lesson the hard way and I can assure you that I will no longer commit any offensive behavior towards you in the future. I promise to be sensitive and kind in dealing and talking with others. I hope you will forgive me and I also hope to have lunch with you one of these days.

Annika Frust
Customer Service Manager

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