The Confirmation Letter For Quotation is a crucial business document in South African commercial practice, used to formalize the acceptance of a quotation and create a binding agreement between parties. This document is typically issued after receiving and reviewing a formal quotation and before the commencement of work or delivery of goods/services. It serves multiple purposes: it confirms the acceptance of quoted terms, creates a clear paper trail for auditing and legal purposes, and establishes the formal beginning of a business arrangement. The document must comply with South African legislation, including the Consumer Protection Act 68 of 2008 and relevant industry-specific regulations. It's particularly important in sectors where formal documentation is required for compliance, audit, or project management purposes.
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1. Letter Header: Company letterhead, date, reference number, and addressee details
2. Subject Line: Clear indication that this is a Quotation Confirmation Letter with reference to the original quotation number
3. Opening Paragraph: Reference to the original quotation and date received/discussed
4. Confirmation of Terms: Clear statement confirming acceptance of the quotation and restatement of key terms
5. Scope Confirmation: Detailed description of goods/services being confirmed, including quantities and specifications
6. Pricing Confirmation: Confirmation of agreed prices, payment terms, and any applicable taxes
7. Timeline: Confirmation of delivery dates, project timeline, or service implementation schedule
8. Closing Statement: Statement of intent to proceed and next steps
9. Signature Block: Space for authorized signature, name, and designation
1. Special Conditions: Include when there are specific conditions or requirements that differ from the original quotation
2. Payment Schedule: Include when payment is to be made in multiple installments or linked to specific milestones
3. Variation Clause: Include when there might be potential variations in cost or scope that need to be addressed
4. Warranty Information: Include when confirming specific warranty terms for goods or services
5. Compliance Statement: Include when specific regulatory or industry compliance needs to be acknowledged
1. Original Quotation: Attach the original quotation document being confirmed
2. Detailed Specifications: Technical specifications or detailed scope of work, if too lengthy for main letter
3. Price Breakdown: Detailed breakdown of costs and quantities, if complex
4. Terms and Conditions: Standard terms and conditions referenced in the confirmation letter
Relevant legal definitions
Clauses
Relevant Industries
Construction
Manufacturing
Professional Services
Information Technology
Retail
Wholesale
Engineering
Consulting
Real Estate
Transportation
Healthcare
Education
Mining
Agriculture
Relevant Teams
Procurement
Legal
Finance
Sales
Operations
Commercial
Supply Chain
Business Development
Contract Administration
Project Management
Relevant Roles
Procurement Manager
Contract Administrator
Project Manager
Business Development Manager
Sales Manager
Operations Director
Financial Controller
Commercial Manager
Supply Chain Manager
Account Executive
Legal Counsel
Chief Financial Officer
Managing Director
Purchasing Officer
Business Owner
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