Body of a Letter Confirming Plans

A confirming letter generally has three parts.
		Examples
1. OPENING	A cknowledge correspondence.	Thank you for your letter of March 23. This letter will confirm our telephone conversation.
2. PURPOSE	C onfirm Plans.	We understand that you would like the following: As you requested, we will provide the following.
3. POLITE EXPRESSIONS	Offer more help. B e positive.	If you have any questions, please call. We look forward to seeing you next month.

Confirmation of a tour

Falcon ltd

1, Ligovsky Avenue, St.Petersburg, Russia, 191123

tel: (812) 324-34-34, fax: (812) 324-24-25

Mrs. Wilson 15 March 200…

421 Michigan Avenue

Chicago, Il. 60602

USA

Dear Mrs Wilson,

We are pleased to confirm your booking of Imperial Petersburg tour for 2 adults and 3 children 25-29 May 200… with accommodation in Hotel Okhtinskaya. Your booking number is 3214.

Please find enclosed our Order form, terms of payment and list of documents necessary for visa support.

We look forward to welcoming you in St. Petersburg soon.

Yours sincerely,

Elena Minina

Elena Minina

Manager

Enc. Order form (1)

Terms of payment (1)

List of documents for visa support (1)

Letter confirming changed plans

Piazza RumboldiBrindisiItalia

Telefono 08-31-23418Telex 861178

Mr. William Bond 20 May 200…

23 Burley Lodge Road

Nottingham

England

Dear Mr Bond,

Thank you for your letter of 17 May 200… .

We are sorry to hear that your father is ill and hope that he will soon recover.

We have, as you requested, cancelled the single reservation and are now holding for you one double room with bath for the period 18–25 June.

Yours sincerely,

Mr H. Surrey

Advance Reservations

Confirmation of a hotel reservation

HOTEL INTERNATIONAL

Amager Boulevard 162 • DK-2300 • Copenhagen • Denmark Telephone 01-107092 • Telex 15312

Mr Peter Johnson 7 February 200…

17 Lime Avenue

York

YO2 1PB

England

Dear Mr Johnson,

Thank you for your letter of 29 January 200….

We have much pleasure in confirming your booking of two twin-bedded rooms with baths from 7th May – 12th May 200…, inclusive. Your rooms have a view over the park.

A deposit is not required.

We look forward to your visit.

Yours sincerely,

(Mr A. Madsen – Advance Reservations)

Replying to an inquiry

• State within the first two sentences exactly what you are responding to and what you are providing.

• Answer all the questions.

• Provide whatever explanation is needed to ensure a clear understanding

• Use a separate paragraph for each response to a question.

• Give the client all the information he/she needs to make a booking.

• Be friendly and positive.

• Response letters are an opportunity to demonstrate good customer service, thereby creating or reinforcing a good image.

• Use a courteous, professional, conversational tone.

• Use simple rather than complex sentences.