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The Formal Confirmation Letter is a crucial business document used in Belgian commercial practice to formally document and verify important business arrangements, decisions, or understandings. This document type is particularly relevant when parties need to establish a clear record of what has been agreed or acknowledged, while maintaining a less complex format than a full contract. The letter must comply with Belgian legal requirements, including specific provisions of the Belgian Civil Code and Code of Economic Law regarding business correspondence. It serves multiple purposes, from confirming commercial arrangements to documenting regulatory compliance, and can be used as evidence in legal proceedings if properly executed. The Formal Confirmation Letter is especially valuable in situations requiring clear documentation of decisions, commitments, or understandings, while maintaining professional formality and legal validity.

1. Letterhead: Company details, including registered address, company number, and contact information

2. Date and Reference: Full date and any relevant reference numbers

3. Recipient Details: Full name, title, company name and address of the recipient

4. Subject Line: Clear indication of the letter's purpose

5. Salutation: Formal greeting appropriate to the recipient's status

6. Confirmation Statement: Clear and unambiguous statement of what is being confirmed

7. Key Details: Essential information being confirmed, including dates, amounts, or specific terms

8. Next Steps: Any required actions or follow-up

9. Closing Statement: Professional closing with any deadline for response if required

10. Signature Block: Full name, title, and signature of the authorized representative