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Vendor confirmation letter sample

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Vendor confirmation letter sample
May 29, 2019 Anniversary Wishes For Parents 1 comment

Letter of Confirmation. To whom it may concern. I hereby confirm that (name of the student) .

What do you think is a meeting confirmation email? Someone write a mail to make an appointment and then you confirm by saying “OK”? No, things don’t work like that in the business world.

In daily life, when making an appointment with our friends, we just send a message which hardly lasts more than 10 words to reply. However, in the business world, not only making an appointment by mail is important but confirming it is, also.

A meeting confirmation email is…

…. a mail to confirm your interest or availability for a meeting, event or activity. It’s just as simple as that.

But why do we need this thing?

As a professional, especially in business, this must be done to avoid the frustration of fixing an appointment. In busy daily work, we can easily lose track of business appointments. Whatever your job is, you will always have appointments. It can be a meeting, an interview or an event. Most of the time, your host/partner may afraid that you don’t remember having an appointment, or you don’t take it seriously or wonder whether you would come or not. Whatever the case is, we should confirm appointments via email to make sure about it. This action, though small, shows reliability, respect, and professionalism as long as adds interactions with clients and prospects that will help you grow your business.

So whom are we writing to? The recipients are definitely the person you have a business meeting with. But that’s not all. Occasionally you can send to their secretary if he/she has one.

Types of confirmation

In different situations, we will have different types of meeting confirmation email:

  • Business meeting confirmation letter: this type is always used between partners
  • Interview confirmation letter: sent to the Human Resources department in order to attest the presence to an interview
  • Event attending confirmation letter: when you are a guest who got invited to an event and the host wants to know exactly if you will come or not.
  • etc

Format of a meeting confirmation email

Good news is that writing an appointment confirmation email is not as hard as writing an appointment setting mail (we can insert a blog post here if we have one ^^). But it’s not a piece of cake, either.

You can follow this step-by-step guideline to write a formal meeting confirmation email:

  1. Beginning

You should use the proper salutation and the person’s name and title. The generally accepted format is:

Dear Mr./Mrs./Ms./Dr./… followed by their last name.

The email could be sent into that person’s or their secretary’s email address. However, you absolutely still have to write his/her name who you are going to meet here.

2. Confirm details of the appointment

You’d better quickly get straight to the point. Outline immediately specifically details of what you are confirming in this email: dates, times, and location. No introductory or pleasantries needed here.

Common ways to start these paragraphs are:

I am writing to confirm….

I would like to confirm….

This letter is to confirm…

or I am happy to confirm….

The details:

I would like to confirm our meeting tomorrow August 7th at 10 am.
We will meet at Lintel, Office 12 on the ground floor at Smith Street, Singapore.

  1. Address other details (optional)

You can write any other details that might be relevant or need to be confirmed. It can either be in the same paragraph or the next paragraph. This will help prevent any misunderstandings with what has been agreed upon and also clarify what is expected of you.

Moreover, there’s another thing that not many people notice. Confirmation emails are not only to confirm an appointment but also serve as a paper trail, a proof of the correspondence sometimes. In case a problem or misunderstanding arises, we will have something to discuss.

  1. Ask for a follow up (optional)

The last paragraph of a meeting confirmation email should encourage the recipient to contact you if they need to. This will show your care and politeness. Offer them the opportunity to change the proposed date and time.

For instance:

Please inform me if you need additional information…


Please respond if you need to add…

  1. Finish the mail

Of course, you have to say “thank you” to the recipient. You can also use terms such as Sincerely, Thank you, Regards, or Respectfully.

For business emails, remember to use your full name.

An example for you:

Now imagine you are a big boss who is going to have a very important business meeting with another big boss.

Dear Ms.Gomez,

I am writing to confirm our meeting appointment which we made over the phone the other day. We agreed to meet at Sofitel Hotel on August 10, at 9:30 p.m.

Please contact me at 09xx-xxxxx or reply directly to this mail if we need to change anything about the time or location. Feel free to call me or my secretary if you have any question. I would be ready to give necessary assistance.

I look forward to meeting you this Friday.


Justin Bieber
VVV Entertainment

Still haven’t figured it out? The example above doesn’t fit your case? Luckily, we have another for you:

Dear Clinton,

This is a special reminder to confirm your meeting with Richard Joja tomorrow August 22th by 10 am. He will meet you at your office.

Contact me if necessary. Thank you and have a great meeting.

Michelle Lee
Administrative Assistant to Richard Joja, B’in Limited’s CEO


Now it’s time to TAKE NOTES:

1 – Be clear

This kind of mail is not something too complicated or difficult. There’s absolutely no need to be creative or to feature extravagant language. We only should come out clear to assure our recipient that we will meet with him or her at a particular time and location.

2 – Write it short and simple

Just be brief and specific when confirming an appointment via email. No one wants to read a long email because we all have tons of things to do every day. They may lose interest and consequently lose the message (except when you have other things to say but then it’s not simply a confirmation email anymore). As you can see our appointment confirmation email sample above is only about 100-word length.

3 – Be Detailed

This note is not against the previous one. In the above example, Gomez has every information it takes to get to Bieber on time. She can contact him or his assistant on the phone or email if there is any unexpected problem.

4 – When to send it?

We suggest sending this type of email around noon on the day before the anticipated appointment. Remember not to send is too soon (they may forget) or too late (they might not make it in emergency cases)

If you’re looking for how to get writing business email skills, I advise that you learn format words and phrases first. To learn new words fast, there’s no way besides see them right in front of your eyes every day. Some cool app like eJOY may help you like it has helped thousands.

Install eJOY eXtension to Chrome FREE!

If you want to read more useful posts like this one take a look at the topic of Business English on eJOY blog.

Health Fair Exhibitor/Vendor Participation Confirmation Letter. (This letter would be appropriate to send to exhibitors/vendors. whose participation was secured.

Vendor Proposal Acceptance Letter

vendor confirmation letter sample

3 Top Event Registration
Confirmation Emails Examples

Email marketing when done right can act as an effective way to communicate with your target audiences and get them to turn up to your events. With the use of marketing automation tools, events marketers can automatically send confirmation letters to the attendees right after they have registered to an event. But before we get in to our examples we should find out why they are important and what makes a good confirmation email.
Why is it important for you to use registration confirmation emails?
There are four main purposes for confirmation emails during the event registration process.

1. To inform and provide confirmation details to prospective attendees
2. To inform registrants about a successful payment transaction for a paid events
3. To encourage a registrant to sign up to your newsletter
4. To promote a referral program
What makes a good event registration confirmation email?
A good registration confirmation email needs to follow a few essential elements. Understanding what those elements are and knowing how to put them together, will set your registration confirmation email on the path to success. Below I've shared 3 essential components that should garnish your confirmation email:
1. An eye-catching subject

A subject line directly influences whether someone will open your email or not. Which means registrants will presume the content of your email will worth reading.

The email subjects for the confirm registration email really depends on the goals of an event marketer. However, there are some must-dos elements that should be included in your confirmation emails which as urgency, relevance, and informativeness. In order to make a clickable subject line, the statement should be clear and expressed as briefly as possible.

If you are looking to add an extra punch to your subject, you can get creative with the use of idioms, rhymes and quotes.

Reminding people what they they have registered for is a great way to keep them informed.

Keeping your registrants excited is important and you can maintain this by underlining key details such as event theme, dates or adding new information.

How do you know if the content in your event registration email is to the standard of what your reader need?

That's simple.

If your event registration email has all the information to consult an attendee on his or her way to the venue. Then you are on to a winner!

There are a few words that can make your event registration email land in a spam post. To avoid this from happening, try to exclude words like "free," "promotion," and "read" within the subject line. That way, you will guarantee no registrant will be missed out because an event registration confirmation email seen in their inbox.
Let's get to the examples!
Dear Paul,

Thank you for registering to EVENT NAME. Your registration and payment has been received.

If you would like to view your registration details, you can login at the following link:


You registered with this email: [email protected]

If you forgot your password, simply hit "Forgot password" and you'll be prompted to reset it.

If you have any questions leading up to the event, feel free to reply to this email.

We look forward to seeing you on EVENT DATE!

Kind Regards,
Event Staff
[email protected]
Twitter: @twitter #hashtag
Facebook: www.facebook.com/companyname
(123) 456-7890
What makes this a good email?
This confirmation email is simple and includes the basic details, confirms the payment, and further activities. The confirmation details are bolded to catch the eye of the registrant.

Welcome to Event Name. We can't wait to see you in Location this November.

I'm apart of our attendee support team, and I'll be sending you some useful information about Event Name over the coming weeks. In the meantime you can find more using the following links.

1. You can stay with the Event Name network by booking one of our hotels.
2. Learn more about Location
3. Tell your friends you're attending.
4. Follow us on Facebook and Twitter.
5. Your ticket reference is A1PP-1. You can access your order here.

If you have any questions, you can just hit reply to contact out attendee support team.

Attendee Support Team
What makes this a good email?
This confirmation email demonstrates simplicity is the sister of efficiency. The main perks about this email is that it links to the relevant web pages to help a registrant discover more about the event and its location.
Hey Firstname,

Thank you for signing up for Event Name.

Please note that:

  • Important information 1

  • Important information 2

  • Important information 3

  • Important information 4

If you have any questions, you can just hit reply to contact out attendee support team.



Attendee Support Team
What makes this a good email?
This final event confirmation email shows the benefits of high customizability. You can easily personalize your event narratives with listing the most critical details about your upcoming event.
If you are looking for way to capitalize on your attendance in a smart way; crafting a confirmation email for your prospective attendees can make a difference in your event turn out. There are many online resources and registration confirmation email templates to help inspires and some spice to an event promotion campaign. With Radario, you are able create and automate your event marketing processes; including your confirmation emails and to getting your event sold out.

Don't hesitate to share this article if you like it! ;)
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Draft Vendor Contract Letter

vendor confirmation letter sample

Vendor Confirmation Letter

Example confirmation letter from vendor

Dear [Event Organizer],

Thank you for your invitation to the sixth annual travel exhibition that will take place next month in New York. We hereby confirm our attendance and participation. We shall arrive on [some date] and plan to take part in the first three days of the main exhibition event.

We would also like to request from you to communicate details pertaining to the logistics of the exhibition as well as information that we need to know. We appreciate your acknowledgment to this correspondence.


Example letter from organizer to a vendor

Dear [Vendor],

We received your request to participate in the sixth annual travel exhibition. We delighted and honored to have you here with other vendors and therefore confirm your place in the exhibition.

Enclosed with this letter are the event guidelines, which you will find useful while planning for your presence. Please get back to us if you have any questions or doubts.

Looking forward to seeing you here.


Vendor confirmation letter is used in any of the below scenarios:
  • You are a vendor and you want to confirm your attendance at an event.

  • You are an event organizer and you want to confirm to a vendor their attendance to an event.

Let us look at some examples:

Health Fair Exhibitor/Vendor Participation Confirmation Letter. (This letter would be appropriate to send to exhibitors/vendors. whose participation was secured.

Vendor Confirmation Letter

vendor confirmation letter sample

Vendors, verify if TripIt can support your confirmation email.  

TripIt offers airline, lodging, car rental, cruise, and travel agency vendors a one-step request path to see if their current confirmation emails are a format TripIt currently supports or if support needs to be built or updated through our vendorcheck email.

If you are a travel vendor please attach your confirmation email(s) or pdf(s) and individually submit via email to [email protected]

  • TripIt supports most booking vendors and we will continually add new companies as quickly as we can.
  • TripIt supports confirmation emails from thousands of suppliers around the world, in English, French, German, and Japanese.
  • The vendor check email address is for use only by travel vendors.

Standard Confirmation Email Format

If we cannot support your confirmation email or if you wish to build your own support, our standard confirmation email formats are provided below.

The standard confirmation email format is designed to be read by our email parsing tool. Please review and follow the instructions carefully.

The form(s) is trip item (air, hotel, car, cruise, etc) specific. 

  • Copying and pasting the formats in the document is the best way to insure the correct format. Attachments (word, pdf, etc.) are not yet supported for this form when submitting to [email protected]
  • Each confirmation must begin with ‘TripIt Approved’ (as displayed in the document) and be followed by
    • Booking confirmation # :
    • Booking date :
    • Booking site name :
    • Booking site phone :
    • Booking site web-page :
  • Each trip item type must begin and end with the appropriate information tags (i.e. Flight Information & End of Flight Information, Hotel Information & End of Hotel Information, etc.)
  • Date and time format options (one format per confirmation email, must not be mixed):
    • September 25, 2017 (US date format)
    • 25 September, 2017 (EU date format)
    • 2017-09-25 (ISO 8601 format)
    • 14:00
    • 2:00PM
    • 2 pm
  • All of the following are true:
    • Dashes and/or spaces interchangeable
    • Upper/lowercase interchangeable as the first letter of the label
    • Word number can be given as number, no, num, or #
      • 'dot' (.) following number is optional (i.e.  num or num.   # or #.   no or no.)
    • Colon (:) following label required
    • Month names can be given in full or abbreviated form (January or Jan, February or Feb, etc.)
  • All of the fields are expected to be single-line except the following:
    • Pick-up instructions in Car Reservation
    • Room description and cancellation remarks in Hotel Reservation
    • Notes and restrictions in all reservation types
    • For multi-lined fields such as the Notes and Restrictions fields please make sure *** is included following the text in the text field.
      • Sample: Notes : Cancellation 24 hours prior to check-in ***
  • You only need to fill in the parts of the standard confirmation you wish to have parsed (you can leave areas blank and it will do no harm).
  • For multi-segment items (more than one traveler, more than one travel segment, etc.) duplicate the information in the template (please see the sample link provided in this Help page).

Updated: May 20, 2019

Standard Confirmation Templates:

WATCH THE VIDEO ON THEME: Confirmation Letter

Health Fair Exhibitor/Vendor Participation Confirmation Letter. (This letter would be appropriate to send to exhibitors/vendors. whose participation was secured.

vendor confirmation letter sample
Written by Gosho
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