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A Confirmation Letter puts important agreements or understandings in writing, making them clear and official. In Belgian business practice, these letters help prevent misunderstandings by documenting what parties have agreed to - from employment terms to business deals. They're particularly valuable when dealing with verbal agreements, as Belgian civil law generally recognizes both written and oral contracts.

Under Belgian commercial law, sending a Confirmation Letter creates a paper trail that can protect your interests if disputes arise later. Companies often use them to verify employment offers, business transactions, or meeting outcomes. The letter should state key details like dates, terms, and any specific conditions agreed upon. While not always legally required, it's considered best practice in Belgian business circles to follow up important conversations with written confirmation.

Send a Confirmation Letter right after any important verbal agreement or business discussion in Belgium. This includes job offers, contract negotiations, supplier agreements, and key meeting decisions. The timing matters - sending it promptly helps lock in the exact terms while everyone's memory is fresh and prevents future disputes about what was agreed.

Use these letters when dealing with high-value transactions, complex arrangements, or situations where precise documentation matters under Belgian commercial law. They're especially vital after preliminary discussions about mergers, property deals, or major purchases. Sending a Confirmation Letter also makes sense when coordinating with multiple parties or departments, as it keeps everyone aligned on next steps and commitments.

• Appointment Letter Confirmation: Formally documents new employment terms and start dates, essential for Belgian labor compliance
• Confirmation Of Relationship Letter: Verifies business partnerships or client relationships for legal or administrative purposes
• Confirmation Of Termination Letter: Documents employment end dates and terms, protecting both employer and employee rights
• Employment Verification Certificate: Validates current or past employment status for third parties
• Account Payable Confirmation Letter: Acknowledges and validates outstanding financial obligations between parties

• HR Managers: Draft and send Confirmation Letters for employment matters, ensuring compliance with Belgian labor laws
• Business Executives: Issue letters to confirm strategic partnerships, contracts, or major business decisions
• Legal Departments: Review and approve letter content, ensuring alignment with Belgian commercial code requirements
• Department Heads: Generate confirmations for internal agreements, project milestones, or team responsibilities
• Administrative Staff: Prepare and distribute routine confirmation letters for daily business operations
• Recipients: Review, acknowledge, and sometimes counter-sign these letters to complete the documentation process

• Basic Details: Gather exact names, addresses, and roles of all involved parties
• Agreement Points: List the key terms, conditions, or decisions that need confirmation
• Timeline: Note relevant dates including when agreements were made and any deadlines
• Supporting Documents: Collect references to related contracts, meeting minutes, or prior communications
• Legal Requirements: Check Belgian language laws if your letter needs to be in multiple languages
• Formatting: Our platform generates properly structured letters that meet local legal standards
• Review Process: Plan who needs to review and sign the letter before sending

• Header Information: Full legal names and addresses of all parties, date, and reference numbers
• Purpose Statement: Clear description of what's being confirmed, with specific reference to prior discussions
• Core Terms: Detailed outline of the confirmed agreement, decisions, or understandings
• Language Compliance: Belgian language requirements for official documents in your region
• Data Protection: GDPR compliance statement if personal data is involved
• Signature Block: Names, titles, and space for signatures of authorized representatives
• Legal Framework: Reference to applicable Belgian laws and jurisdiction
• Acknowledgment: Statement confirming mutual understanding and agreement

While Confirmation Letters and Acceptance Letters might seem similar in Belgian business practice, they serve distinct purposes. A Confirmation Letter documents existing agreements or understandings, while an Acceptance Letter actively creates or initiates a new agreement.

• Timing and Purpose: Confirmation Letters follow up on previous discussions or decisions, documenting what's already agreed. Acceptance Letters mark the start of new commitments or relationships
• Legal Weight: Confirmation Letters serve mainly as evidence of existing agreements under Belgian law. Acceptance Letters often form the legal basis of new contracts
• Content Focus: Confirmation Letters summarize key points already discussed. Acceptance Letters typically outline new terms, conditions, and obligations
• Business Use: Use Confirmation Letters to prevent misunderstandings about past agreements. Choose Acceptance Letters when formally agreeing to new proposals or offers