Request a Supplier’s Written Correction to an Oral Commitment

Before you write

Use this example when a supplier call suggested a change in timing or scope but the team needs an authorized written confirmation. Gather the details below so the recipient can act without asking you to reconstruct the situation.

• Call date and participants
• Your understanding of the change
• Supplier authority to confirm

An email you can adapt

The subject “Please confirm our discussion about [reference]” identifies the request. Replace each bracketed field with a checked detail and remove any sentence that does not describe your situation.

Subject: Please confirm our discussion about [reference]

Hi [name],
My understanding from our call on [date] is that you proposed [change] for [reference], subject to [conditions discussed]. Please confirm or correct that understanding and identify whether the change has the required approval on your side. We will not update the agreed working arrangement solely from our call notes. [Owner] will review the written confirmation and any effect on our own approval requirements before proceeding.
Best, [sender]

Check the boundary

A conversation summary should not transform a tentative proposal into a binding commitment by changing its wording.

What a useful reply should settle

The reply should distinguish an approved change from a proposal still awaiting authorization.

Record the checked position and complete any required internal review before changing dependent plans.