Sometimes when you are looking for a job or in a corporate meeting, an executive will promise you new work or relocation. Knowing that somebody on a higher level will look after your career lessens your worries, however saying it verbally is not enough. An oral agreement can easily be forgotten. That is why you have to confirm an oral agreement through a formal letter.

A confirmation letter is a formal corporate letter to remind the person about an agreement. It is also used to acknowledge the terms that you both agreed on. State the terms as far as you remembered and allow the person to notify you if there is something needs to be revised.

Attach documents if it is necessary. Be precise and straightforward in making your letter and put it in a clean paper and envelope.

Here is an example of a supplier’s letter of confirmation of an oral agreement:

SAMPLE

January 5, 2009

John Hall
President, Poe Machine Enterprises
1563 Poe Lane
Kansas City, KS 66101

Dear Sir,

I am writing this letter to confirm our conversation over the phone last December 29, 2008. According to our conversation, I will be the main office supplier of your company effectively on January 12, 2009. It will be providing you with carbon papers, staplers, pencils, point pens, paper clips and envelops. Every month, you have to pay me the amount of the supplies that you will request.

If this agreement is not of your understanding, feel free to contact me. You can call me at my office phone number at 401-309-5323 from 8:00am – 6:00pm or email me at oscarsellers@diamondpapersinc.com. You can also send me a post letter with the address on this envelops.

Thank you and I am looking forward to have business with you.

Sincerely,

Oscar Sellers
Diamond Papers Inc.