Email Confirmations: Using R.A.P.

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A simple structure to confirm your discussion

Email confirmations are a key to avoiding confusion and saving time in business communication. The telephone is a great medium for quick discussions. Often agreements or commitments are made on the phone. But, one major disadvantage of agreements made over the telephone is the lack of written evidence. Where is the record of what was agreed?
If you make agreements over the phone, why not confirm them in writing with email confirmations? A quick follow-up email to confirm the agreement can prevent a lot of issues later on.
Follow a simple structure (R.A.P.) and your email confirmations should only take a few minutes.

Rap phrases

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Reference - Action - Polite Close

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Reference  

What was the subject of the discussion?

• We spoke about …
• Following our phone call this morning …
• I am just writing to confirm our agreement …

Action

What points did we agree?

• You mentioned that you would …
• We agreed that I would …
• As agreed, we will be…

Polite Close

 Polite close

• Please let me know if there are any issues …
• If this was not correct, please let me know.
• I trust this was your understanding as well.

Example of email confirmations

You have just finished speaking to a supplier on the phone. You think that the results of your discussion are clear.  Your partner also thinks that everything is clear.
But are you both of the same opinion? Is there a potential for misunderstandings? 

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Dear Jan
We spoke about rescheduling the delivery this morning.   
You mentioned that you would like to make the delivery on Saturday. I have arranged to have someone available at the plant to receive the order.   
Thanks again for giving me plenty of notice for this change to the delivery date.
Best regards
Helmut

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Let us know what has worked with your writing at work in the comments section below.