Make sure you make and keep a copy of the signed letter, then mail it. If the subject matter of the letter is critical and you have reason to believe the addressee may deny receiving the letter, then send the letter via certified mail. If you have the addressee's email address, then email is okay.
2. Course your mail before your phone discussion by making a checklist of things to discuss. For each discussion item, determine who is responsible and when will the item be accomplished. If there are any contingencies, identify them.
3. After your telephone conversation, start writing your letter. Include a date, the addressee and a subject matter line. Write the letter plainly and succinctly. The letter should be factual and accurate. Leave out commentary, speculation and emotions. As a rule, do not use exclamation points. Do not try to intimidate or bully. Remember, the letter may end up being read to a judge or jury, and you do not want to encounter as obnoxious or unreasonable.
4. Start the letter with "This letter is to confirm our telephone conversation on [date] regarding _______." Then accurately describe what was discussed by specifying who said what. Make sure you include all of the important information, including who is responsible for the action item, when it is to be completed, and any contingencies. Conclude the letter with "Please inform me in writing as soon as possible if anything described above is inaccurate." Then sign the letter.
5.Don't rely on call calls to receive you the results you essential. When speaking on the phone with customer advantage, insurance companies, businesses, or anyone else approximately an leading person event, you exigency to replace up with a confirmation packages to actualize a written dossier for impending call.
