How to confirm agreements in email
How to document agreements in an email without creating unnecessary obligations.
After a call or meeting, written confirmation prevents misunderstandings.
If the email sounds like a guarantee, it can create obligations you did not intend.
When in doubt, check the message before sending and remove risky wording.
What is the main issue
Verbal agreements are easy to interpret differently, especially on timelines, scope, and responsibility.
Overly firm wording turns a discussion into a binding promise even when details are still open.
Example of a risky wording
This text locks in more than was actually agreed.
Risky phrasing examples
- We guarantee the result within the stated timeline.
- We commit to complete this without extra fees.
- All changes are considered approved.
We confirm that all work will be completed by the 15th, the result will meet all expectations, and any delays will be compensated.
Why it is risky
- Guarantees and compensation without conditions.
- No distinction between a plan and a commitment.
- “All changes approved” may be inaccurate.
Confirming call outcomes: timeline is tentative until the 15th based on the current scope.
If new requirements appear, we will align changes separately.
Please confirm that we captured the agreements correctly.
Why this can cause problems
Categorical wording reads like a final commitment. If conditions change, a dispute follows.
Without clarifications, both sides can argue about what was “agreed.”
Possible consequences
- Claims based on implied guarantees.
- Disputes about timelines and scope.
- Loss of trust after any deviation.
How to phrase it more safely
Separate facts from plans: what is approved vs. what is still conditional.
If unsure, check the message before sending and soften strong promises.
Confirmed items: timeline is targeted for the 15th and the scope is the current version of the brief.
If conditions change, we will agree on adjustments separately.
Please confirm that the summary reflects our agreement.
Examples: confirming agreements after a call
Use these templates to capture meeting outcomes without accidental guarantees.
Before sending, it helps to check wording for hidden commitments.
We confirm everything will be delivered on time with no extra cost.
All changes are already considered approved.
We accept any consequences for deviations.
Summary of agreed points: target date is the 15th for the current scope.
Any new requirements will be aligned separately and confirmed in writing.
Please confirm that this summary reflects our agreement correctly.
What to double-check before sending
Include a request to confirm the summary to avoid different interpretations.
State assumptions and dependencies: scope, timeline, dependencies.
Risky phrasing examples
- Separate “agreed” from “planned”.
- Avoid compensation or guarantees without grounds.
- Re-read the email for unintended promises.
Related
Check your message before sending
SendSafe will highlight risks and suggest safer wording.