How to Write a Meeting Confirmation Letter Reply

The purpose of writing a confirmation letter is to confirm the time, venue and purpose of the meeting or a job interview or any other formal oral agreement. You can even send a confirmation letter in response to an invitation. Such letters are specific and short and follow a simple format.

This post talks about the important steps that are needed to be kept in mind while framing a formal meeting confirmation letter reply. Use these guidelines to write a customized letter with essential points.

  1. Always Use Company’s Letterhead

When you are sending a confirmation letter then make sure that you write such letters on the letterhead, if the confirmation is related with you professional or business matters. This is important because it then becomes an official document of your company. This should carry the contact details and address of your office.

  1. Mind the Salutation

It is very important that you select the right salutation while starting your letter as your letter should address to the right person. The best way to begin your letter is with “Dear Mr./Mrs./Ms./Dr. etc.”

  1. Confirm the Details of the Meeting

The very first paragraph of the letter must focus on confirming the meeting. Make sure that you confirm your presence in the meeting along with mentioning the time, date and location of the meeting to avoid any confusion thereby bringing clarity in the agreement.

  1. Mention Other Important Details

If there is anything important that needs to be mentioned in context with the meeting like terms and conditions, important agreements etc. then you must include them in brief in the next paragraph.

  1. Ask for Follow Up

The last and the final paragraph of this letter must include a line requesting the recipient to contact you if there is any confusion or doubt. Ask them to inform you about any issues that need attention to avoid confusion.

  1. End with a Thank You

Always end your letter with a Thank You. This is considered as a good gesture. This must follow Sincerely, Regards etc. followed by your name and signature. For business letter, make sure you use your full name along with your designation.

  1. Proofread

Make sure you proofread the letter before sending it to the other party to check for any grammatical errors or spelling mistakes.

Using all these steps, you can frame a professional meeting confirmation letter without missing on anything important.

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