Confirm an Oral Agreement

This letter summarizes the verbal agreements made between Robert Johnson of Springfield, Kansas, and Jane Doe of Doe Construction as of 3:00 p.m. June 16, 2018. The agreements concern Mr. Johnson' home, which is under construction at 1600 Main Street, Springfield, Kansas:

If this summary is correct, please sign below. We at Doe Construction thank you and hope to continue a mutually rewarding relationship.

Letter #2

So we all have the same understanding, I have drafted this letter to confirm our decisions on the telephone at 11:15 a.m., November 24, 2018. We decided that:

Please call me immediately if you have any concerns about these decisions. Otherwise, please sign, date, and return the enclosed copy. We value your contributions and want you to feel good about working for Doe Corporation.

Letter #3

This letter is to confirm the terms of our agreement made yesterday over the phone. As I understand our conversation, I am to supply additional top soil, grade your front and back yards, and install a Waterbird sprinkler system #1234 in both yards. You will pay me $1,500.00 upon completion. Finally, you want me to start on Monday, May 6.

If this accurately reflects your understanding, please sign your name in the space below and return the original to me in the envelope provided. I look forward to working for you.

Letter #4

This letter is intended as a follow-up to our discussion yesterday, June 14, regarding the new employee benefits package. We agreed to the following provisions:

Please let me know as soon as possible if this information is accurate so we can finalize this part of our negotiations. After reviewing this letter, you may call me at 555-5555 to discuss any necessary changes.

How to Write this Confirmation Letter: Expert Tips and Guidelines

It is wise to confirm an oral agreement in writing to ensure that all parties share the same understanding and that you have a written record for future reference. A confirmation letter accomplishes this end, as it reviews the details of the agreement.

Steps

Refer to your last contact with your reader and review what you discussed or agreed upon.
Review any pertinent details of the agreement.
Express satisfaction with the relationship or agreement. If you want this correspondence to be binding, request the reader to sign it and return it.

Write Your confirmation in Minutes: Easy Step-by-Step Guide with Sample Sentences and Phrases

1 Refer to your last contact with your reader and review what you discussed or agreed upon.

Sample Sentences for Step 1

Thank you for speaking with me yesterday morning. I want to confirm the agreement we made during that phone conversation.
I need to confirm that we have received permission to remove the two leaking septic tanks behind your farm house at 1004 Rural Route 6.
I am writing to thank you for your kind call on Wednesday and to confirm my desire to polish the brass ornaments in your church.
As we discussed yesterday at lunch, I would be happy to resume shipments on the terms you outlined. The letter will confirm the specifics of that agreement.
This note is to confirm our agreement yesterday that we will receive a reduced price for bulk delivery.
This letter is to confirm our oral agreement from last week that I will represent you in negotiations with Doe Incorporated in July.

Key Phrases for Step 1

according to the terms we discussed on
agreed to the following
any misunderstanding or problem
as I understand it
as a follow-up to
as we discussed
confirm the arrangement which
correct me if I am wrong
during negotiations with
during our phone conversation on
gave me permission to
if I have misunderstood any of the
if there are any discrepancies
in our phone conversation
is acceptable to us
is my understanding that
make sure we cover all the points
might have left some confusion
mutually agreed to
our conversation of
our verbal agreement to
our agreement pertaining to
our recent conversation on
pleased to confirm our
thanks for agreeing to
to dispel any possible confusion
to confirm my agreement to have
trust we are still in agreement on
want to thank you for
wish to clarify our
wish to confirm that

2 Review any pertinent details of the agreement.

Sample Sentences for Step 2

Let me reiterate the specifics of the agreement so we avoid any misunderstanding. We agreed that orders of more than ten items per week will be discounted 10%, more than twenty at 12%, and more than thirty at 15%. We also agreed to review this agreement in October to see whether it is still working for both of us.
Let me review the terms of the arrangement as I understand them. We will resume shipments of two 46-gallon barrels of grease per month to your plant at 1600 Main Street. As before, we will have Jane Doe sign for the shipment. Once every month we will send a bill for $1,300 to John in the receiving office at your plant. Please phone me immediately if your understanding is different from mine.
Our standard fee is $400 per hour. I will send a weekly bill to your secretary, as you requested.
John will arrive Monday at 8:00 a.m. with equipment to remove the tanks. Before he can get started, you will need to sign some forms, so please be ready to meet him at that time. Once the forms are signed you won't need to stay unless you choose to.
I suggest that we set a time to meet and discuss options and strategies. I will contact you soon.
If I remember correctly, we agreed on a sum of $4,500 for the entire job. The breakdown for the payment schedule is as follows: $1,500 to be paid up front for supplies to get us started, another $1,000 once we have reached the half way point, and $2,000 upon completion. We will start on Monday if that is convenient for you.
We would like to work every day, but will respect your wish that we not work on Sunday. Please let me know how we can gain access to the building.

Key Phrases for Step 2

agreed on a sum of
also agreed to
as you requested
as soon as possible
I understand that
if your understanding is different
if there are any discrepancies
if that is convenient for you
if I remember correctly
let me review the terms
once the forms are signed
our standard fee is
please let me know
please be ready to
the payment schedule is
this is subject to
to be paid up front
to get us started
upon completion of the job
was as follows
will be responsible for
will cover the up-front costs
will review this agreement after
will sign for
will receive a discount of
will continue shipments of
will ship the products by

3 Express satisfaction with the relationship or agreement. If you want this correspondence to be binding, request the reader to sign it and return it.

Sample Sentences for Step 3

If you agree with what I have outlined here in this letter, please sign below, return the original, and we will get to work on this project immediately.
Enclosed is a copy of my business card and a catalog for our line of products. I look forward to working with you in our new business relationship.
I look forward to working with you during these negotiations. I am confident that we can build a convincing case to retain control of the marketing division.
Please phone me immediately if there are any discrepancies between what I have written here and what you understand to be our agreement.
I am very pleased that we were able to come to this agreement. I have heard good reports about Doe Associates and am looking forward to working with such a highly recommended company.
If you agree with what I have outlined here, please sign this letter in the space provided below and return it to me for my files. Please feel free to make a photocopy for your own records.
Please don't hesitate to contact me if you have any questions.
Please let me know if this arrangement will be satisfactory.
If there are some issues we still need to iron out, I am sure we can find a satisfactory solution that serves both of our interests.
I look forward to working with you.
Unless I hear otherwise, I will assume you agree with the agreement outlined above.
Do you agree? Please let me know as soon as possible.

Key Phrases for Step 3

a satisfactory solution to
am eager to
as soon as possible
don't hesitate to
during these negotiations
for your records
have been highly recommended
hope this arrangement will be satisfactory
if you have any questions
if you accept these terms
if you agree with
in the space provided below
in our new business relationship
look forward to
mutually beneficial arrangement
please sign below
please let me know
return one copy to
serves both of our interests
the agreement outlined above
to have it in our hands by
unless I hear otherwise
very pleased with the outcome
what I have outlined here is a
will follow our plan to
will start work on