When you are invited to a formal event, it is an effective and polite gesture to confirm your attendance with the hosts to this event. For this purpose, a confirming attendance letter is sent back to the invitee. You confirm your presence to attend the function to the host and this will help them get an estimate on the guest number for the event organizer. Such a letter is called a confirming attendance letter.

A confirming attendance letter is usually sent out to organizations and educational institutes. Such formal letters are important to send in these institutions as it is polite and respective to inform the hosts about one’s attendance. This will allow the host to let the event run smoothly, by giving them an estimate of the number of people to be attending their event.

Use the confirming attendance letter tips and sample below to help you write your letter to a formal function, charity, ball, seminar, meeting, or interview.

Format of the Letter

• Keep the language polite and the tone serious.
• Thank them for being invited.
• Assure them of your attendance at their event.
• Let them know who will accompany you to the event.
• Mention the dates properly.
• Stay to the point, by keeping it short and straight forward.
• Avoid spelling and grammatical errors.
• Address the invitee properly.

Sample

From:

Richard Holmes

Assistant Manager,

Jerry and Simmons Associates & Advocates,

65 Lyton Samuel Road,

Houston, TX 75653

December 4, 2010

To,

Mr. Tom Gere,

HR Officer,

Hindes Law Associates Firm,

3 Meclacan Bronds Avenue,

Houston, TX 75659

Dear Mr. Gere,

I am so very grateful to receive the invitation to the annual ball held by your company at the Luke Hall on January 15, 2011. I will be attending this prestigious event as it will be a wonderful evening to bond with colleagues and friends from our departments. I have been a part of your past events held on Christmas, 2014, and New Year’s, 2014. I thoroughly enjoy the wonderful functions you and your team organize.

This annual ball is a wonderful idea to gather charity to the poor and destitute of Africa, and my company and myself will be making a donation of $20,000 at the ball. Please do inform us if there are any required documents to bring along with this donation. My colleagues are going to be present there, as you have dispatched invitations out to them as well, and we all will bring the donation via check. We deeply appreciate the efforts your company makes in serving humanity, and wish to aid you in doing this selfless and humble act.

I will bring my lovely wife with me as my companion on the event. We will remain under the black tie dress code and timings you have mentioned in your letter. I look forward to seeing you and all the colleagues at the event. May this event serve as a great cause for the needs of the Africans your organization serves.

Thank you again for the invitation,

Sincerely,

Richard Holmes

Assistant Manager,

Jerry and Simmons Associates & Advocates.

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