Letter to Confirm your Travel Arrangement

A well-worded confirmation letter helps you ratify, approve, strengthen one’s resolve, or give new assurance of the validity of something. A Letter to Confirm The Travel Arrangement is a formal document that summarizes the verbal agreement made between two parties. This type of letter is commonly used to record and acknowledge specific tasks. The primary objective of a Letter to Confirm The Travel Arrangement is to ensure the concerned parties that they are on the same page to avoid any possible confusion on venue, dates or any other relevant details.

A Letter to Confirm The Travel Arrangement can be written by both, the one who is going on a trip and also the one who is arranging the trip. This kind of letter typically contains the date on which the letter is written, a salutation, the name and address of the recipient, the terms and conditions of the agreement(if any) and the name, address, and sign of the person confirming the Travel Arrangements. A Letter to Confirm The Travel Arrangement is necessary to write to not have any last minute mess-ups and so that you can also demand any other conveniences.

Tips To Write A Letter To Confirm The Travel Arrangement

Repeat the details of the Travel arrangement so your reader can respond to any misunderstandings that may have arisen.
Be specific. Cross check your facts before sending the letter.
The tone of the letter should be Brief but not Curt.
Demand a quick response from the letter receiver.
Thank the Letter receiver for his time.

Template

Use our free Letter to Confirm The Travel Arrangement to help you get started.

From,

________

Date:___________(Date on Which Letter is Written)

To,

________

Subject: A Letter to Confirm My Travel Arrangements

Dear Mr._______(name of the recipient),

I am writing this letter to confirm as per our discussion my visit along with two other colleagues to ________ city. My flight arrival time is ___________ at _________ airport and as per your direction tour travel manager would be available at the exit of the Airport.

I know you have booked separate rooms for all three of us at the hotel and thanks for booking hotel of our choice. I have heard it is best hotel in the city. Well, we are looking forward to joining you and discuss the project and also go for sightseeing once the discussion about the project is over.

Our stay is from ___________ (date) to __________ (date) so I feel we have enough time to discuss the project as well as go for visits the city. I have heard that this city had some of the great opera houses and discotheques.

Please revert with a confirmation. Thank you for your time and consideration.

Yours Sincerely,

___________(Sender’s Name)

Sample Letter

The following is a Sample of A Letter to Confirm the Travel Arrangement which is written by the Agent who is confirming the Travel Arrangements to his client.

From,
Henry Dawson,
XYZ ToursCompany.pvt.ltd,
4108 Riverside Drive,
Georgia 301307,
USA.

Date: February 12, 2010.

To,
Abigail Mathew,
79 Hubbard Dr,
Georgia 301309,
USA.

Subject: A Letter to Confirm Your Travel Arrangements

Dear Ms. Abigail Mathew,

This letter is to confirm the preparations that we discussed over the phone call last evening. Enclosed with this letter are your flight tickets for the Springfield Airlines, flight 789, leaving Springfield at 4:30 p.m. on Tuesday, DD/MM/YYYY, arriving in Miami at 5:45 p.m. Jannet Marc will be there at the airport to receive you. She will be wearing a red tag name. As per your request, I haven’t booked your return flight so that you can have some flexibility in your stay in Miami.

I have reserved a room at the Springfield hotel for your three-night stay. I apologize, but all the rooms with the scenic view were pre-booked. However, I can assure you that the view from your room is splendid. This hotel has 12 lighted badminton courts, so don’t forget to bring your racket along.

I hope that these arrangements meet your approval. If you require anything else, please feel free to call me at ***-****. I look forward to your arrival.

Sincerely,
Henry Dawson,
Tourist Agent,
XYZ ToursCompany.pvt.ltd.

Email Format

The following is the Email Format to be followed for A Letter to Confirm the Travel Arrangement.

To: name@email.com
From: name@email.com