Meeting Confirmation Letter

In any business dealing, there is always a particular set of etiquettes that should be followed every time. While arranging a meeting or going for a meeting, a proper process should be followed. This shows how efficient your company is in planning and makes an impression on the other party. The precise date, time and venue should be communicated well in advance and then followed strictly. But if these arrangements are mismanaged, it reflects badly on you.

While fixing a meeting, the other party's schedule should be taken into account and accordingly a convenient place, date and time should be fixed. A list of people who need to attend the meeting should be made and mailed to them before-hand. Seeking their approval confirms their attendance on the given date.

Another important aspect of this letter is that it not only serves as a reply but also assures the other party of your availability on that date and at that time. Your confirmation letter should reiterate the given day, date, time and location as this ensures your receiver that you are not misinformed about these details in any way. The letter needs to be concise and clear. It also includes a line about you appreciating the invitation and that you are very much interested in attending it.

Moreover, if it's not a written confirmation and only a verbal meeting confirmation, it may be difficult to remember and you may miss the meeting. So this is one more advantage of writing such letters. Following points need to be kept in mind while writing any meeting confirmation letter:

• One must avoid the use of unnecessary words or phrases in the letter which only tends to take the letter off track and makes it long and unnecessarily time-taking to read
• Never use hard words or diverse vocabulary. It has to be simple and easy to read
• Make sure to state all the important points like date, day, venue and time for the meeting
• Make sure there is no grammatical or spelling mistake in your letter because such mistakes never impress the reader. For this, always proofread it
• State in the letter if there are any important points of agenda to be discussed in the meet. Make it small, bullet points.

Following is a sample letter showing how an effective meeting confirmation letter can be written keeping in mind all the above mentioned points. You can refer to it while drafting your own meeting confirmation letters and make suitable changes to content as applicable.

Meeting Confirmation Letter Sample

Hugo Watson (Production Manager)
J.K. Infrastructure
706 E Western Ave
Avondale, AZ
(623) 925-0484
hugo.watson@jkinfrastructure.com

12st October,'11
Mike Alfred (General Manager)
Blue Steel Pvt. Ltd.
617 E Western Ave
Avondale, AZ 85323
(623) 932-0870
mike.alfred@bluesteel.com

Subject- Confirming the meeting schedule as communicated by you in your previous letter

Dear Mike,

In response to your letter pertaining to our meeting next week, I, hereby, confirm my presence for it. The meeting is to be held on Saturday, 23rd October,'11 at 1100 hrs in your office, 706 E Western Ave, Avondale, AZ .

As per the agenda of the meeting, we will be discussing the following matters:

• Inventory supply chain restructuring
• Supply augmentation
• Contract details revision and extension of the same

My secretary has already chalked out the main points of discussions and will shortly send you the revised terms and conditions of our contract agreement for your consideration.

Let me also take this opportunity to state that we will be more than happy to renew our contract with your company, subject to the revised terms and conditions. We at Blue Steel are also very excited about the new project which we are going to undertake in association with your company.

Hope to extend our association for the mutual benefit of both the companies. See you soon.

Yours Sincerely

(Signature)

Mike Alfred,
General Manager,
Blue Steel Pvt. Ltd.

By sending in such a confirmation letter and reiterating the points of discussion in the upcoming meet, you show to the other party that you have a clear idea about the agenda of the meet. Always make sure that you include the date, time, venue and day of the meeting. Also, you can look for Employment Confirmatin Letter and Interview Confirmation Letter for more samples.