Confirming Verbal Agreements with Customers via Email

Verbal agreements can be just as binding as written ones, but they often lack the clarity and record-keeping that comes with putting them in writing. In this article, we'll explore how to use email to confirm verbal agreements with customers.

Why Use Email to Confirm Verbal Agreements?

Email is a convenient way to send confirmations, as it provides a paper trail and ensures that both parties receive the same information. It's also quick and easy to do, making it an ideal option for busy professionals who need to manage multiple customer relationships.

How to Use Email to Confirm Verbal Agreements

To confirm a verbal agreement via email, start by summarising what was discussed in your last meeting or conversation. Be as detailed as possible and include any relevant dates, times, and locations. Make sure to specify the scope of the agreement and any key terms.

• Be clear and concise
• Include all relevant details
• Specify the scope and key terms
• Use a formal tone

Once you've written your email, send it to both parties involved in the agreement. Make sure to keep a record of who received the email and when.

Example Email Template

Here's an example email template you can use as a starting point:

Subject: Confirmation of Verbal Agreement

Dear [Recipient],

I hope this email finds you well. As discussed in our meeting on [Date], we have agreed to [Briefly outline the agreement]. The scope of this agreement includes [Specify the key terms].

Please let me know if you have any questions or concerns.

Best regards,
[Your Name]

This template provides a basic structure for your email, but feel free to customise it to suit your needs.

Frequently Asked Questions

Here are some frequently asked questions about using email to confirm verbal agreements:

• Q: Do I need to send an email to confirm a verbal agreement? A: While not strictly necessary, sending an email can provide valuable evidence of the agreement in case of any disputes.
• Q: How quickly do I need to send the confirmation email after the meeting or conversation? A: As soon as possible is best, but ideally within a day or two of the meeting or conversation.
• Q: What if one party fails to respond to my email? A: If one party fails to respond, it's likely they are still on board with the agreement. However, it's always best to follow up and confirm their involvement.

By using email to confirm verbal agreements, you can ensure that both parties are on the same page and that there's a clear paper trail in case of any disputes.