Letter to Confirm an Authorization given to someone

You may own authority over something and may sometimes have to transfer that authority temporarily or permanently to somebody else. For this reason, authorization letters are written. Authorization letters are also legal letters which means they can be used as legal proof in case needed. The already granted authorizations at times have to be refreshed by writing confirmation of authorization letters.

In such a letter, the sender mentions the matter or thing the authority of which has been granted and confirms his granted authorization. Since authorization or confirmation of an authorization letter is a legal letter, it should be signed by the sender to confirm the letter has been written by him.

1-

Under provision given in Company Rules [name of rule] and authorization given by Director of Policy Mr. [name], [title] Mr. [name] from [accounts firm name] is hereby authorized to access the [name] account details for a period of [no of months/weeks/days] from [date to date]. He is a very competent accountant and his firm has been dealing with all the tax issues and account audits for the past [number] years.

He has been hired by the company as an external resource to audit, and identify anomalies/irregularities (if any) to enable us to rectify them before the Annual Accounts Audit scheduled at the end of the year. He has been given complete clearance by the Head office to audit this account and you are requested to offer your full co-operation from your staff and accountants.

You are also requested to nominate a liaison officer with Mr. [name] for the duration of the audit. Administrative assistance required for him has already been coordinated with the administration section, details of which will be shared with your department by the Human Resource Department shortly.

In case of any further queries please contact Mr. [name] of [Department Name] at [phone number] or email him at [email address].

2-

Dear Mr. [name]

This letter is to confirm that [name] student of [grade name] has been authorized to access the school students’ records. He is doing research for his sociology project and requires the last five years’ data of all the students.

Please cooperate with him. In case of any quarries please contact the principal.

3-

Dear [Recipient’s Name],

My child is studying at your school in [enter grade]. I am writing to you to inform you that due to having a busy business schedule, I shall be traveling throughout the year and will not be able to attend the parent-teacher meetings at the school. Mr. [enter name] has been tutoring my child since [enter period] and has been attending the meetings on my behalf.

I would like to confirm his authorization to work in my absence as my child’s guardian for all the matters related to my child. During the course of my absence, if any kind of consent or authorization letter would be required, his authority should be considered. Thank you!

Letter to Confirm Travel Arrangements

This confirmation letter is written in order to confirm the person’s travel plans. The main purpose of writing the letter is to let the reader know that the arrangements for travel have been done and now he or she can travel without any confusion. The information in the letter should be brief and professional.

The most important aspect of the letter is that it should describe the whole arrangement of the travel. You can also include the instructions related to the travel in the letter. Apart from general details, some specific details can also be mentioned in the letter.

The letter should be ended on a positive note. The number of items that have been included while making the arrangements for the travel should also be written in the letter. The letter should contain all the details necessary to make the reader satisfied with the arrangements for the travel.

Letter -1

This letter has been written in order to confirm that plane and hotel arrangements for your trip have been made as per your conversation with us on the telephone yesterday. We have booked [sky ways airline number 34] which will leave at [4 pm]. Tickets are being sent to your email address.

We have also made reservations for you at [central hotel] for [two days]. The excellent airport shuttle service is also provided by the hotel however, you can also rent a car. Please contact me if you want me to make further arrangements for you to make your trip enjoyable and pleasant.

Letter -2

It was discussed during our conversation, that we have made hotel and flight arrangements for your trip to Germany. Enclosed herewith are six tickets for Aeroflot airlines, flight number 456. It will leave New York at 4:00 on Saturday, September 26, 2021. The said flight is expected to arrive at Luxemburg Airport at 12:00 p.m. Mr. Henry, dressed in blue, will meet you at the airport. He will be wearing his nametag for your convenience.  

Moreover, we have also booked three rooms in Bloomfield Hotel, Luxemburg for six people as you requested. You will be charged US$100 per room for one night’s stay. You will be served juices, tea, or coffee at 10:00 a.m. For lunch and dinner, you will have to pay the extra charges. A parking facility will be available at the hotel garage at no extra charge.

I hope you will be more than satisfied with our travel arrangements. We are looking forward to serving you in the future also.


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3-

As discussed during our telephone conversation, I am writing you to confirm that my flight will arrive at Michigan airport on September 26m 2033 at 10:00 a.m. I hope that all the requested arrangements will have been made as per my requirements. For this, I would like to thank you in anticipation of providing me with accommodation for my entire trip.

Since I will be new to your country, it is expected that your company representative will meet me at the airport to receive me. Please let me know his mobile number so that I would call him/her as soon as I reach the airport.

I hereby confirm that I am agreeing to stay in room number 100 of the company’s guesthouse for the entire duration of my trip. I will be carrying some light luggage and hand baggage with me. I have also sent you my presentation slides in your provided email. Please acknowledge and confirm whether my data has been received by your office.

I am hopeful that my trip will be peaceful, and I will enjoy working with you on this project. In case of any change in travel arrangements, please let me know on my cell number.

Thanking you in anticipation.


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Letter to Confirm that an Error will be Corrected

I [title] [name] am writing to you from [department name] in reference to your complaint that your details entered in the office database are incorrect. We sincerely apologize for this mistake. Although we had circulated an email to the entire office before uploading it to the database, requesting everyone to confirm the information entered against their name as it was easier to rectify the error then. No response to the email was meant to signify that the information is correct.

Please provide us with the correct information now i.e., your date of birth, year of completion of your degree, and permanent address. It would be updated in the database within [number] days after you provide us with the information.

Regretting the inconvenience, you faced and hoping to rectify it ASAP,

Yours Sincerely,

2.

I [title] [name] from [organization name] am writing to you about the order we received from you on [date]. Your usual order is for [name of product] in [quantity]. However, the order we received on [date] from you was for [quantity]. This is way above the normal order size so we looked into the matter and have amended it to the usual quantity after consulting your [designation] from [department] on [date] through email.

In case of any further queries, please feel free to contact Mr. [name] at [email address] or call him at [phone number].

Yours sincerely,

In businesses, sometimes an error occurs in official documents, project files, company journals, etc. If such an error is reported or is caught by the relevant persons themselves, a formal announcement should be made, confirming that the error will be corrected. Some errors are minute to be ignored but in businesses, nothing should be taken for granted. Even the minute errors when they are corrected with full responsibility prove the level of professionalism of that business’s professionals.

In such a letter, where an announcement is made regarding the correction of an error, a tone of confession and apology should opt especially when the error could have serious consequences. For example, if a business submitting its quarterly report makes an error, this can be a real-time problem for them. Or the errors in the financial transactions, project estimation, etc. can cause real damage to the reputation of the business. It is, therefore, important to write letters of confirmation of correction of errors if such an error is pointed out.

3.

Dear [enter recipient],

After yesterday’s meeting, the meeting minutes were distributed among all the participants. Today I was informed by Mr. [enter the name of employee] about a mistake in the project’s total estimated amount. A digit is missing which is making the total amount half a million less than the actual amount. I am shocked that no one else caught this huge error including myself. I would like to confirm that this error will be corrected and that fresh copies of the minutes will be distributed among you. Thanks to Mr. [enter employee name].

Letter to Confirm a Transfer Promotion or Relocation

Businesses inform employees via letters if a transfer or allocation is made or a promotion is granted to an employee. Since documents are written proofs, they make the process of confirmation and reconfirmation easy.

A letter of confirmation is sent to an employee to confirm the announcement or decision that he is, in most cases already aware of. The purpose of sending a confirmation letter is to confirm the decision as well as to provide written proof of it. This letter, given below can be used to confirm a transfer or relocation of an employee.

Letter to confirm the promotion

Dear Mr. [name]

I [title] [name] from [department name] am writing to inform you about the result of the promotion board [year] held on [date]. You have been promoted to [designation] effective [date]. We would like to congratulate you on behalf of all the members of the board on this well-earned promotion.

Your performance over the last [number] years as [designation] was analyzed and it was decided that you have fulfilled your duties very efficiently and competently. The way you have led your team during the very difficult period of COVID and undertaken some truly challenging projects such as [name of project] while maintaining all the SOPs, is truly inspiring.

You not only completed these projects in time but the quality of work is a credit to you and your team. We acknowledge that the secret behind your team’s synergy is your exceptional leadership. Your professionalism and mentorship are an asset to our office.

You are requested to relieve Mr. [name] latest by [date]. You would be succeeded by Ms. [name]. Please complete the handover before the given date and submit the Employee Performance Reports of your team for the period [date] to [date] before that.

In the end, we would like to congratulate you once again and wish you all the best in your new post. Looking forward to the same outstanding performance. Keep it up!

Yours sincerely,

Letter to confirm the relocation

I [title] [name] from [department name] am writing to you to confirm the relocation of our warehouse currently located at [old address]. Due to a recent rise in the rent and deteriorating security conditions in this particular area, [Company Name] no longer finds this site appropriate for a viable business operation.

Despite repeated complaints to the area’s police authorities, the incidents of petty street crime have become more and more frequent. Our staff no longer feels safe working in the area. Also, the suppliers keep complaining about the inconvenience and constant risk they feel in delivering to an area that they consider unsafe. Also, some suppliers find this location to be too far from the city so ease of access is an issue too.

Keeping in view safety issues, cost-effectiveness, and ease of accessibility for our suppliers, I am pleased to inform you that we will be relocating to [new address] and would be operating from there with effect from [date]. All the orders to be delivered after this date must be sent to the new address. Not only is the new warehouse in a safer location but we also kept the issue of inaccessibility in mind and ensured that that would not be a problem.

Looking forward to a better working experience together,

Yours sincerely,

Letter to confirm the transfer of job

I [title] [name] from [HR department] am writing to inform you that you have been transferred to [department name]. You would join your new job from [date]. Before this date, you are requested to submit any pending projects and reports you might have. Mr. [name] would be replacing you as [designation] with whom you are expected to complete the handover within 7 days. A completion report in this respect will be submitted to your Department Supervisor and Director of Human Resources by [date].

In your new department, you will work as a Senior Marketing Analyst. The job description will primarily involve monitoring market trends of the under-mentioned companies, analyzing them critically with a view to producing investment-oriented reports for the investors:-

[List of companies]

Further details would be shared with you upon joining. You are to report to Mr [name] on [date]. He would guide you regarding the job requirements and all the relevant details.

Letter of transfer of employee

Dear [enter recipient],

An announcement was made regarding the allocation and promotion of some employees. This is to confirm that you have been transferred to our new office in [enter place].

Your duties there will remain the same as they are here since you are only transferred to the new office and your promotion has not yet been made. Although you will be able to enjoy some entitlements that were not granted to you here, your salary will remain the same. As you are about to move to a new place and new work environment, I would also like to advise you to maintain punctuality and professionalism at the new office as you will be a representative of our [Enter branch name] branch there. Your work hours at the new branch will start from [enter date]. Good luck!

Sincerely,

[Your Name]

Letter to Confirm the Changes in an Event

Events can be of different types such as cultural, social, fundraising, business, and sporting. The management of all these events is different depending on their nature. But for handling all kinds of events, a proper channel and chain of command are followed. As all kinds have their own importance and acceptability.

Nowadays, the launch of any new brand in any field is also followed by an event. Events are a great source of awareness, information, and entertainment. And, event management helps much in achieving the required result. Sometimes, various situations come under which amendments are needed in an event. The changes required are exercised formally.

Proper channel is followed to demand changes. And, after being changed updates are given accordingly. Such situations include any natural disaster, social chaos, etc. In such a situation, event management plays a wide role as it gives a way out to cope with all kinds of circumstances.

1-

As you understand we are organizing an exhibition at [venue] from [date] to [date]. This event is being held to showcase and highlight the products produced by the cottage industries of our country and we are very happy with the interest shown by the participants.

People from across the country have approached us and the stalls were sold out within two days. We are expecting foot traffic of [number].

However, there is one minor change as according to the latest weather reports, a thunderstorm is expected on the dates announced earlier so we have moved the event to the next weekend. So now the event would be held from [date] to [date].

We regret any inconvenience this might cause you but this decision has been taken keeping the best interests of both the sellers and the visitors in mind. This decision has been taken to ensure that a maximum number of people can attend and enjoy the event and the stallholders can make maximum profit.

Looking forward to a very profitable and interesting event.

2-

I am writing about the fundraising concert being held on [date]. As you are well aware that this concert is being held to generate funds for the poor disaster-struck people of [region].

The floods and resulting famine in this region have affected almost [number] of people and with the winters approaching these people to require blankets and warm clothing in addition to food and medicines being provided now. Our goal is to raise [amount] by the end of this month and different events have been lined up for this purpose.

In regards to the concert planned on [date], there has been a change in the singer’s lineup. Earlier singers [name] and [name] were going to perform. We are very happy to inform you that Mr. [name] and Ms. [name] would also be joining us. They wanted to contribute to this worthy cause hence they have volunteered.

It has been decided by the central administrative committee that in the light of this development, the price of the tickets should be raised by [amount] in order to generate the maximum funds possible. Please update the advertisements and as the number of audiences is also expected to increase due to this, ensure that all the relevant arrangements are made to accommodate a bigger audience.

In addition, the managing staff on the ground would have to be increased too. We are looking forward to active participation by all parties to make this event a success.

3-

John De Wilson
Block 25C, Sunset Boulevard Avenue, New York.

[Date]

Mr. Ben Wordsworth

Block 54D, Pearl Avenue, New York.

Dear [Recipients Name],

Hope everything is going great. We are glad to know that you will attend the birthday party of my son Henry. As it is his first birthday, we are much excited about the event running smoothly.

It is to inform you that due to snowfall, we made some changes to the event. It is to provide ease to all the attendees so that everyone can come to join us. As you know that the event was previously arranged in the garden of the Creek Club on Saturday 15th January 20XX.

Now, it will be on Sunday 19th January 20XX in the Blue Hall of Creek Club. All entertainment and games for kids will be arranged in the Blue Hall now. The timings are the same 12 p.m. to noon 4 p.m. As per the weather forecast, Sunday will be a sunny day. We hope and pray for the best. We look forward to having great fun for both parents and kids.

We will be pleased to see you.

Sincerely,

John De Wilson

Project Completion Status Email Template

Why is a project completion status email needed?

When you are given the responsibility of a project for a company, you need to provide updates of work progress periodically. There might be investors, stakeholders, or other authority figures who will ask you about the status of the project. You must be professional, organized, and present all the facts and figures in a brief manner in your email.

The mode of communication in all offices is through emails therefore, it is important to learn how to draft a professional email. Avoid giving unnecessary details and digressing from the subject at hand and instead, stay on point.

Moreover, do not leave things for the last moment so you must scramble to put a report together which will give a bad impression of your work ethic. If a template of project completion emails is available on your official website, then you can use it as well.

Employers appreciate the workers that complete their work on time with dedication and professionalism. It shows an employee’s sincerity with the company and their dedication to work. Therefore, giving periodic updates to your superiors and completing work on time will undoubtedly keep an employee in his manager’s good books. 

How to write a project completion status email?

The most efficient way of communicating statistical data or work update is to either make a table or to use bullet points. However, if paragraphs must be used, then structure them properly and include any critical points which need to be mentioned.

This email should have two sections, task updates, and key highlights. Both these sections should include relevant information and key highlights should contain only critical information that is most important. All other detailed updates can be given in the other section.

Alternatively, you can also make a table with summarised or statistical information for example task is given, starting date, objectives achieved so far, percentage completion, and expected end date. If the project has been completed, then the end date should be mentioned.

The following points need to be addressed.

  • Was the project completed on time and within the budget?
  • What were the goals of this project and were they met?
  • Did you run in to any challenges? How did you overcome them?
  • Do you think the solution/product developed is in accordance with what the client wanted?
  • You may mention your teammates and how they worked hard for successful completion of this project.

Following is a sample email for the project completion status update.

Sample Email

To: The Manager

Cc: Major stakeholders, any colleagues who are a part of this task, clients.

Subject: Project Completion Status Update.

I am writing to inform you that the project named XYZ has been completed successfully. The project began on 20th June 20XX and the proposed due date for the conclusion of the project was 20th August 20XX. I am happy to notify you that due to the diligent work of the team and their untiring fervor, we were able to complete the project successfully. There was little delay in the work due to some unprecedented setbacks and a shortage of raw materials. Despite the delay, we were able to get back on track and finish the work on time.

We were able to develop an innovative solution to the proposed problem that tested well in the Quality assurance environment. Our key tasks were to develop a prototype and test it in real life and in simulation. We believe that this will be acceptable by our client and will be according to the technical spec they proposed. The project was completed within the budget allocated for it by the client initially.

Please don’t hesitate to reach out to us if you need any further information regarding the details of the project.

Thank you

Yours sincerely

Signatures.


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Work from Home Confirmation Email

There are instances where it is no longer possible for an employee to work from the office then he demands permission to work from home. This permission can be either short-lived or prolong over a long period of time. Whatever the case is the employee needs to take prior permission from his/her boss before working from home.

The employee should seek permission to work from home through an email to the employer. He should very clearly state the reason behind working from home and also specify the duration of work from home. If there are any tasks assigned to the employee which are not possible for him to do while staying at home, he/she should state in the letter that how and when these tasks will be completed without causing any delay.

When an employer decides to allow his employee to work from home, he generates an email in the name of the employee and confirms through it that he has been granted permission to work from home. If there is anything which is unacceptable to the employer regarding work, he should clearly state it in the confirmation email.

1:

From

Mr. James
CEO
ABC Textile

To

Mr. John
Manager
ABC textile

Dated: 24th October 20XX

Subject: confirmation email of work from home.

Dear Mr. John,

This letter is with respect to your email requesting to work from home. You had mentioned in the letter that your mother is not well at the moment and she needs someone who could look after her and for this reason, you need to work from home. You had also mentioned that your elder brother will be visiting you in two weeks’ time and upon his arrival, you will resume work from the office. 

We after careful consideration have decided to grant you permission to work from home for a period of 2 weeks as you have requested. Through this email, I am confirming that from Monday 26th October 20XX to 9th November, 20XX you will work from home which means that you will resume office from the 10th of November 20XX. You should have all the necessary work-related things with you at home so that you can work with ease without any trouble.

We wish your mother a speedy recovery.

Yours Sincerely,

Mr. James
CEO
ABC Textiles


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2:

Mr. Jerry
CEO
ABL Bank

Mr. Harold
Manager
ABL Bank

Dated 24th October 20XX

Subject: work from home confirmation email

Dear Mr. Harold,

This letter is referenced to your email regarding permission for work from home. You had mentioned in the letter that due to ongoing underpass construction in your area you won’t be able to come to the office for a period of 3 weeks. You had also said that after 3 weeks the construction will be over, and everything will be back to normal. Harold, You had said that during this time you will work from home to avoid any delays regarding assignments.

Through this email, I am hereby confirming your work from home from Monday 26th October 20XX to 16th November 20XX which makes you resume work from the office from 17th November 20XX. You need to have all your important documents or files with you at home. Collect all of them by tomorrow so that you may start working from home by Monday.

Yours Sincerely,

Mr. Jerry
CEO
ABL Bank


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Confirmation Letter for Event Attendance

Events either personal or non-personal require confirmation by the attendees. Organizational events like conferences, seminar, fundraising, and product launch etc. need confirmation as it influences the cost and budget estimation. The event planners need to be much efficient in such issues to avoid any mismanagement. These little things are a great deal of success if handled properly. The attendees write the confirmation letter in a very polite and soft tone with a view to thank and assure attendance. The dates, location and time should also be correct. The statements should be to the point. Attendance letter can be of different types. In one type, the person confirms his attendance on the invite. In the other type, person’s request for attending is being confirmed. Many times, situations come in which one becomes unable to attend an event. For this purpose, he or she still needs to inform beforehand. Such situations can be any illness, accident or natural disaster.

Confirmation Letter for Event Attendance

 

Micro Macro Company Private Ltd.

Ben Charlie

24 St. Blue Cross Avenue, Los Angeles

5th April 2017

 

Mr. Mark Wordsworth

Marketing Manager

Innovations Abroad Organization

21 St. Five Star Avenue, Los Angeles.

 

Dear [Recipients Name],

I am much pleased with the invitation of “Third Customer Experience Conference” which will be taking place on 15th April 2017. I am writing to inform that I will be attending the conference. I am greatly honored being a part of it. The theme of the conference ‘technology transforms customer experience’ is providing a great deal of success to various business. A lot of successful businesses quoted about your conference attendance as a part of their success. Because of this reason, it was my wish to attend this conference. I feel that after attending this conference, I will be able to make my business successful. I have just started my business. And I need a lot of help to flourish it. I am keenly waiting to attend the conference. Your efforts are giving great hope to upcoming entrepreneurs. I wish you great success like previous years.

I hope to have a great day.

Best Regards,

Ben Charlie.

CEO, Micro Macro Company Private Ltd.

 

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Confirmation Letter for Event Attendance

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Letter to Confirm Commitment to Meet a Deadline

There is a need to write this letter when someone wants to confirm all the commitments which had been made in the meeting in order to meet the deadline. The confirmation of the commitment is very important since it clears all the confusions and ambiguities which one can have in his/her mind after the meeting ends. The confusions are removed when you discuss the commitments and you can also put some instructions forward which you think are very important for the reader to follow. The letter, in other words, is a document which is written in order to communicate with some people so that various problems can be solved.

While you are going to discuss the problem and some solutions to solve those problems, it is better to give reference of the particular problem which you are actually talking about in the letter. The letter should include an appropriate subject in order to make it easy for the reader to understand and it should also include all the instruction which someone may need to resolve the issues.

At the end of the letter, conclude your discussion by showing the confidence for the decision that you have made for meeting the deadline. You can also anticipate the response of the reader to make the reader know what exactly you are expecting from him/her. There should not be any grammatical issue in the letter so it is better to check the letter for all the grammatical and spellings errors before sending it.

Letter to Confirm Commitment to Meet a Deadline

 

[Your Name]

[Address]

[Letter Date]

 

[Recipients Name]

[Address]

[Subject: Subject of Letter] -Optional-

 

Dear [Recipient’s Name],

The last night meeting might have created some misunderstandings. It is important to remove all the confusions. I would like to tell you again about the decisions which were made last night in the meeting. There is a deadline of 26th September which has been given to sales person otherwise the sales areas of the company will be badly affected. The employees can also give extra time to meet the deadline. All the extra hours invested by the employees would be compensated by the company. We believe that we have a best sales team. We want to meet tomorrow at 7 a.m. so that we can think about some new ideas towards the task.

 

[Your Name]

[Senders Title] -Optional-

 

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Letter to Confirm Commitment to Meet a Deadline

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