Inventory Confirmation Letter
Dear [Recipient Name],
This [letter/email] is to confirm the completion of the inventory control process which was performed on [some date] in [branch or location].
We are going to issue purchase orders for all items below the reorder threshold as defined in the system.
The control process has shown some discrepancy between the actual inventory and values projected in the system. As a result, inventory investigation has been initiated as well as stock correction.
Enclosed with [letter/email] is a report detailing the results of this exercise.
Regards
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Inventory Confirmation Letter
Dear [Recipient Name],
This [letter/email] is to inform you that we will be performing inventory taking on [some date] in [branch or location]. The inventory taking process will last for [7 hours] during which orders might be a little delayed or halted.
Upon the completion of the process, we are going to calculate the discrepancy between the actual stock and values projected in the system. Should you have any questions regarding this exercise, please don’t hesitate to contact me.
Regards
Inventory Or Stock Confirmation Letter
Subject: Inventory/Stock Confirmation Letter
Dear [Supplier's Name],
I hope this letter finds you in good health and high spirits. I am writing to request your assistance in confirming the inventory or stock levels for the items we have purchased from your esteemed company.
As a valued supplier, we highly appreciate your commitment to providing us with quality products on time. To ensure the accuracy of our records and maintain effective inventory management, it is essential for us to periodically reconcile our inventory levels with the information provided by our suppliers.
Therefore, we kindly request you to provide us with the current inventory or stock levels of the following items:
1. [Item 1]: Quantity on hand:
2. [Item 2]: Quantity on hand:
3. [Item 3]: Quantity on hand:
...
Please include any variations in packaging sizes or specifications for each item, as it will help us better assess our inventory status. Additionally, if there are any constraints or delays in fulfilling our future orders, kindly inform us so that we can make necessary adjustments to our procurement plans.
We would appreciate receiving this information within [specify a reasonable timeframe, e.g., ten business days] from the date of this letter. You can send the confirmation to our email address [your email address] or fax it to [your fax number].
Thank you for your prompt attention to this matter. We value our business relationship and look forward to your continued support in maintaining optimal inventory levels.
Should you have any questions or require further clarification, please do not hesitate to contact me directly at [your phone number] or via email.
Thank you once again for your cooperation.
Yours sincerely,
[Your Name]
[Your Position]
[Your Company Name]
Formal Inventory Confirmation Letter to Supplier
Dear [Supplier Name],
We are writing to confirm the receipt and verification of the recent shipment of inventory received on [Date].
All items listed in the delivery note have been inspected, and quantities have been cross-checked against the purchase order.
Please acknowledge this confirmation and provide any additional documentation if required.
Sincerely,
[Your Name]
[Position]
[Company Name]
Stock Confirmation Email for Internal Records
Hello [Team/Department Name],
This email serves to confirm the current stock levels as recorded in our inventory system for [Warehouse/Store Name] as of [Date].
All counts have been verified and discrepancies have been noted in the attached report. Kindly review and update your records accordingly.
Best regards,
[Your Name]
[Position]
Inventory Confirmation Letter for Client
Dear [Client Name],
We confirm that the items listed in your order dated [Order Date] have been prepared and are available for dispatch.
Please review the attached inventory list for accuracy. Should you require any adjustments, inform us before [Deadline].
Thank you for your business.
Sincerely,
[Your Name]
[Company Name]
Provisional Stock Confirmation Message
Hi [Recipient Name],
This is a preliminary confirmation that your requested items are in stock as of today, [Date].
A detailed verification will follow shortly. Please hold for final confirmation.
Thanks,
[Your Name]
Warehouse Stock Reconciliation Confirmation Letter
Dear [Warehouse Manager],
This letter confirms that the physical inventory count for [Warehouse Name] has been completed on [Date].
All items have been reconciled with the inventory management system. Any discrepancies have been documented in the attached report.
Regards,
[Your Name]
[Position]
[Company Name]
Inventory Confirmation for Audit Purposes
To Whom It May Concern,
This letter confirms that the inventory of [Product/Stock Category] at [Location] has been verified as of [Date].
All counts have been cross-checked with records and discrepancies, if any, have been noted. This document is provided for audit and verification purposes.
Sincerely,
[Your Name]
[Position]
[Company Name]
Customer-Facing Stock Confirmation Email
Hello [Customer Name],
We are pleased to confirm that the items you inquired about are currently in stock.
You may proceed with your order at your convenience. Please let us know if you require any further assistance or bulk order arrangements.
Best regards,
[Your Name]
[Company Name]
Inventory Confirmation Letter for Supplier Payment
Dear [Supplier Name],
This letter serves as confirmation that we have received and verified the goods delivered on [Date].
All quantities match the invoice provided. We will proceed with the payment as per agreed terms.
Thank you for your prompt delivery.
Sincerely,
[Your Name]
[Position]
[Company Name]
What / Why is an Inventory or Stock Confirmation Letter
An Inventory or Stock Confirmation Letter is a formal or informal document used to confirm the status, availability, and verification of stock or inventory.
Purpose includes:
- Ensuring accurate record-keeping of stock levels.
- Confirming receipt of shipments or orders.
- Facilitating audits and financial reconciliations.
- Communicating stock status to clients, suppliers, or internal departments.
Who should send an Inventory or Stock Confirmation Letter
- Warehouse or inventory managers.
- Supply chain and logistics personnel.
- Company accountants or auditors.
- Sales and client service departments when confirming stock availability to clients.
Whom should an Inventory or Stock Confirmation Letter be addressed to
- Suppliers or vendors for order verification.
- Internal departments for stock reconciliation.
- Clients or customers to confirm order availability.
- Auditors or regulatory bodies for verification purposes.
When should an Inventory or Stock Confirmation Letter be issued
- Upon receipt of inventory from suppliers.
- During routine stock audits or reconciliation periods.
- Before client deliveries or order processing.
- For audit or financial reporting requirements.
How to write and send an Inventory or Stock Confirmation Letter
- Start with a clear subject line or opening statement indicating confirmation.
- List the items, quantities, and relevant details being confirmed.
- Include date, location, and any reference numbers (invoice, order, shipment).
- Specify any discrepancies or provisional details if applicable.
- Choose the appropriate mode: printed letter for formal use, email for quick communication.
- Close with contact details and signature for accountability.
Requirements and Prerequisites before Sending
- Accurate and updated stock records.
- Verification of physical inventory counts.
- Relevant invoices, order forms, or delivery notes.
- Approval or review from relevant department heads if needed.
- Correct recipient contact information.
Formatting Guidelines for Inventory or Stock Confirmation Letters
- Length: 1–2 pages for formal letters, 1–2 paragraphs for emails.
- Tone: Professional and factual; casual may be used for internal communications.
- Style: Clear, concise, and itemized with accurate data.
- Attachments: Include supporting documents like stock lists or invoices if necessary.
- Wording: Neutral, precise, and free of ambiguity.
After Sending / Follow-up Actions
- Ensure acknowledgment of receipt from the recipient.
- Update internal inventory records with confirmation details.
- Address any discrepancies immediately.
- Keep a copy of the confirmation for audit and reporting purposes.
Tricks and Tips for Inventory Confirmation Letters
- Always attach supporting documents like stock sheets or delivery notes.
- Use itemized lists for clarity.
- Mention dates clearly to avoid confusion.
- Keep communication professional but concise.
- For internal emails, highlight discrepancies to prioritize resolution.
Common Mistakes to Avoid
- Failing to verify quantities before sending confirmation.
- Omitting reference numbers or dates.
- Using vague or ambiguous language.
- Sending confirmations without proper internal review.
- Not attaching supporting documents when necessary.
Elements and Structure of an Inventory or Stock Confirmation Letter
- Greeting: Address the recipient by name or position.
- Introduction: State the purpose of the letter (confirmation).
- Inventory Details: List of items, quantities, dates, and reference numbers.
- Notes on Discrepancies: If any differences are found.
- Closing: Signature, position, and company details.
- Attachments: Supporting documents like stock sheets or invoices.
FAQ on Inventory or Stock Confirmation Letters
Q: Can this letter be sent via email?
A: Yes, internal and client-facing confirmations can be sent digitally.
Q: Is attestation required for these letters?
A: Usually not, unless needed for audits or legal purposes.
Q: How detailed should the inventory list be?
A: Include item names, quantities, and reference numbers at minimum.
Q: Should discrepancies be mentioned?
A: Yes, always highlight any differences between expected and actual stock.
Q: Who keeps the original confirmation letter?
A: Both sender and recipient should retain copies for record-keeping.
