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Confirming agreed terms

Channel
Email
Use when
You have reached agreement in a meeting or call and want a written record.

Tip: Ask for confirmation rather than assuming it. This email is a record, not a contract; have qualified counsel review the formal agreement.

Fill every field before you send. Remove any line that does not apply, rather than leaving a field empty. Adjust the greeting to the time of day where your partner is.

Fill in the details

Details you enter are remembered on this device for your next template.

The partner's title, for example Mr., Mrs., Dr., Engr., Barr., Chief or Alhaji.
The partner's surname. Use first names only after the partner invites you to.
The date of the meeting or call, written day, month, year (for example 14 May 2027).
The product or product line under discussion.
The agreed or proposed quantity.
The agreed price. Never state a price you have not approved.
The currency of the price and payment, for example USD.
The payment method, for example a confirmed letter of credit, escrow or staged payments.
The payment schedule, for example 30% with order and 70% before shipment [example only].
Delivery terms and timing, for example the Incoterm and port.
Who pays bank charges on each side.
The agreed next actions, with who does what and by when.
Your full name.
Your company name.

Preview

Subject: Confirmation of agreed terms

Dear {{PartnerTitle}} {{Surname}},

Thank you for a productive discussion on {{MeetingDate}}. I am pleased that we have reached agreement. For our records, here is my understanding of the terms:

1. Product and quantity: {{Product}}, {{Quantity}}

2. Price: {{Price}} ({{Currency}})

3. Payment method and schedule: {{PaymentMethod}}; {{PaymentTerms}}

4. Delivery: {{DeliveryTerms}}

5. Bank charges: {{BankCharges}}

Please let me know if I have misunderstood anything. Once you confirm, our next step will be: {{NextSteps}}

Warm regards,

{{MyName}}

{{MyCompany}}

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From DealDialect (dealdialect.com) by Ayomide Adeyeye, licensed CC BY 4.0.