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Confirming Attendance letter Sample
It is polite to write to confirm your attendance to an event so that people are aware. Writing an attendance letter can be of two, one writing by the person attending and the other written by the person inviting the person to attend, but both are similar since they both confirm attendance.
This letter is generally found in organizations and educational institutions. It is sole use it to confirm to a guest about their attendance or also can be sent by the guest to the institution to confirm that he is attending.
It is important to send this letter to inform and also make sure things run smoothly.
Use the below-provided samples and templates with some useful tips to write a letter of confirmation of attendance to a seminar, interview, or a meeting.
Confirming Attendance letter Writing Tips:
- Getting the correct format is important so that you get the right message conveys to the one reading the letter. With a few great tips on this letter, within no time you will be writing professional letters of attendance. So always keep the following in mind as you jot down your message.
- Dates – While writing the letter you should give the duration and the dates of the invite to the guest attending.
- Tone – Use the right tone in the letter. It being an official letter it requires you to keep it formal and direct as you write, since it is an official letter.
- Keep it short and straight forward – Writing unnecessary information makes the reader get bored and might not comprehend the message well, so keep it brief, short and straight to the point.
- Identity – Make sure to properly give all the required information, for example the venue to be attended, address of the recipients and sender, and other information important.
- Use a serious tone. Since you are writing you are writing that business like letter, first of all the tone used while writing should be formal. A formal tone to signify the seriousness of the issue and also the importance of the message you want to relay.
Confirming Attendance letter Template
To:
________ (name)
______ (title)
______ (address)
______ (date)
From:
________ (name)
______ (title)
______ (address)
Ref: Confirming________________________.
Dear _______,
I am delighted to be considered and invited to be part of this great experienced and would like to confirm that I will be attending the ________________. To be held on the______ (date) from ________ (time).
I am well aware of the topics you send e and I have reviewed them so I will talk about during my speech. I hope I will be given the ample time to talk.
I am looking forward to attending the event. Thank you for the invite and I will make sure to give you the best.
Sincerely,
__________
Confirming Attendance letter Sample, Email and Example/Format
Sample
To,
Mrs. Winy Angaya
CEO,
Nairobi Hospital,
Nairobi, Kenya
30th October, 2003
From:
Mr. Anthony Mumo
Daystar University,
Mombasa Rd,
Nairobi
Ref: Confirming on the attendance to our annual educational experience.
Dear Dr. Anthony Mumo,
I am delighted to be considered and invited to be part of this great experienced and would like to confirm that I will be attending the educational event at your school.
To be held on the 5th of November form 8.00 am.
I am well aware of the topics you send e and I have reviewed them so I will talk about during my speech. I hope I will be given the ample time to talk.
I am looking forward to attending the event. Thank you for the invite and I will make sure to give you the best.
Sincerely,
____________
Anthony Mumo.
Email Format
Nearly all educational institutions sometime or the other organize conferences and seminars. It is of great prestige and honor to receive an invitation for them. It is a great honor for someone to be invited in a national conference. Giving your confirmation is then an important step from your side.
Dear Dr. Norton,
I am very grateful to you for considering me as a part of this international conference and would like to give my confirmation to attend the conference on Congenital Heart Diseases in Children.
This topic holds immense interest to me as I have done a lot of research work on the children suffering from Congenital Heart Diseases. Few months back I received the honor of presenting the research paper in one of the conferences on Heart Diseases.
Now it shall be a great pleasure to hear the renowned researchers and doctors speaking on the issue. I am very excited for the conference and I will be there on the very first day of the conference as I do not want to miss any moment of it.
I hope that the bookings in the hotel will be done by your institution. The air ticket has already been booked by me. I am looking forward to meet you all once again.
Thanking You,
Sincerely,
_____________
Dr. David Ronaldson.
Why Confirming Attendance letter Sample
- Provides Confirmation:
- Clear Communication: Ensures that the recipient Confirming Attendance letter at an event or meeting, preventing misunderstandings and ensuring proper planning.
- Facilitates Planning:
- Accurate Headcount: Helps organizers manage logistics, such as seating arrangements, catering, and materials, based on the number of confirmed attendees.
- Formal Record:
- Documentation: Acts as a formal record of the recipient’s commitment to attend, which can be referred to if there are any discrepancies or changes later.
- Professional Courtesy:
- Demonstrates Respect: Shows professionalism and respect by providing a clear and formal response to the invitation, maintaining good communication practices.
- Ensures Accountability:
- Commitment: Holds the recipient accountable for their attendance, which is particularly important for events that require significant resources or preparation.
- Helps in Follow-ups:
- Effective Coordination: Enables effective follow-up communications or reminders based on the confirmed attendance, ensuring all logistical aspects are covered.
Important Confirming Attendance letter Sample
- Unambiguous Confirmation:
- Direct Acknowledgment: Ensures that the recipient explicitly confirms their attendance, leaving no room for misinterpretation.
- Optimized Event Planning:
- Resource Allocation: Assists organizers in managing event logistics effectively by providing a precise count of attendees.
- Professional Engagement:
- Formal Interaction: Reflects professionalism and respect, enhancing the quality of communication between the parties involved.
- Official Record-Keeping:
- Documented Assurance: Provides a formal record of the recipient’s commitment, which can be used for reference or if issues arise.
- Efficient Follow-Up:
- Streamlined Coordination: Facilitates effective follow-up communications, ensuring that all details are Confirming Attendance letter and addressed in advance.
- Prevents Scheduling Conflicts:
- Avoids Overlaps: Helps avoid double-booking or scheduling conflicts by confirming attendance well in advance, allowing for better management of event timing and resources.