This is one of the proposal letters that you write when you have accepted the proposal offer and you want to confirm that. In other words, you write the confirmation letter when you accept the proposal and you want to convey your decision of acceptance.
A proposal confirmation letter is a formal letter that an individual has to write to the person who has written the proposal. This proposal is usually written on behalf of the company to whom the recipient writes the proposal. Below are some guidelines for you to follow if you have been tasked to write the confirmation letter and you don’t want to ruin the responsibility that you have been assigned.
- Start with the news of confirmation:
A proposal confirmation letter is a formal letter that needs to be written professionally. Therefore, you don’t need to talk about other irrelevant details and directly come to the point. As soon as you start the letter, inform the recipient that you have accepted his proposal.
You know that the recipient will be happy to receive this letter. Therefore, tell the recipient that you are also very happy to inform the recipient that you will be working with him on a particular project. Mention the name of the project also to prevent any type of confusion.
- Give the reason:
Although it is not mandatory for you to give the reason for confirming the proposal, you can tell the recipient so that he can see the expectation to him. For example, if you tell the recipient that you have accepted the proposal because of the realistic goals the recipient had set in the proposal, this will let the recipient know that you expect him to meet those goals that he had described in the letter.
- Give special details:
After having accepted the proposal, every organization has a different action plan to follow. Some organizations ask the proposal sender to start working on the project as soon as possible. While some organizations want the recipient of this letter to complete the formalities such as completing the paperwork, doing the documentation, etc. If there are some special instructions to be met, must talk about them in the letter.
- Give a call to action:
After having provided all the necessary details regarding the confirmation of the proposal, ask the recipient to contact you. This is the most important part of the letter because, in many situations, this letter defines your relationship with the person who has written the proposal.
In this part of the letter, tell the recipient that you are waiting for his response. For this, mention your contact details and ask the recipient to contact you as soon as possible.
- Tell me what you want:
In this letter, the recipient should be told what you want to do. For example, if you want to start the project as soon as possible, tell the recipient so that he can prepare himself for working on the project.
There are lots of things on the part of the recipient that he has to do such as preparing the team, doing necessary documentation, and much more. Therefore, this letter also lets him know in advance when and how you want the work to be started.
Sample Proposal Confirmation Letter
I am writing this letter on behalf of our construction company ABC. We are glad to inform you that we have accepted your proposal for the expansion of our business. We have received many proposals and we have found your proposal to be the best one in terms of solving the problems of the company and in terms of the action plan you have shared with us to meet the goals of the company realistically.
We want to proceed with the project as soon as possible and want you to complete all the paperwork with us. To discuss this matter in detail, you can contact me any time on my contact details given at the end of this letter. We are looking forward to hearing from you and we expect that your response to our letter will be on time.
We appreciate your cooperation with company ABC in initiating its new project. We want a continuous relationship with you so that our dream of expanding our business can be transformed into reality. Furthermore, we hope that you will help us meet our goals. In the end, I would like to thank you for consideration of our offer and then writing to us. Looking forward to your kind response:
Thank you
[Mention your name]
