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Correspondence

Calm example letters

Short starting points for common administrative communications. Adapt them to the facts, orders, rules and deadlines that actually apply.

A template cannot know your matter

These examples are deliberately narrow. They do not decide whether you should respond, make an admission, seek an extension or use a particular legal label.

Check the real deadline first

A short deadline in another party’s letter may differ from a deadline in legislation, court rules or an order. Do not assume either can be ignored. Obtain procedural or legal assistance if missing the deadline could affect your rights.

Acknowledge receipt and state when you expect to respond

Useful when you need to confirm safe receipt without answering the substance immediately.

Example 1 — acknowledgement
Subject: [Matter reference] — correspondence dated [date] Dear [name], I acknowledge receipt of your correspondence dated [date], received at [time/date]. I am reviewing the matters raised and expect to provide a substantive response by [date]. If your client considers that a response is required earlier, please identify the basis and the specific issue said to require urgent attention. Yours sincerely, [name]

Ask for the basis of a demand

Keep the request specific. Avoid arguing every possible answer before the other party has identified its position.

Example 2 — clarification
Subject: [Matter reference] — request for clarification Dear [name], I refer to your letter dated [date], including the request at paragraph [number] that I [describe requested action neutrally]. Please identify: 1. the contractual, statutory or procedural basis relied upon for that request; 2. the facts said to engage that basis; and 3. the documents relied upon in support. This request is made so that I can understand and respond to your client’s position accurately. Yours sincerely, [name]

Confirm an oral conversation

A same-day written record can reduce later disagreement. Invite prompt corrections rather than declaring your recollection indisputable.

Example 3 — subject to correction
Subject: [Matter reference] — confirmation of discussion on [date] Dear [name], Thank you for speaking with me today. My understanding of the discussion is as follows: 1. [First agreed or stated point.] 2. [Second agreed or stated point.] 3. [Any action, responsible person and date.] Please let me know by [reasonable date/time] if any part of this summary does not reflect your understanding. Yours sincerely, [name]
Keep legal labels out unless you understand their effect

Expressions such as “without prejudice”, “open correspondence”, “formal notice”, “reservation of rights” and “Calderbank offer” can have consequences. Do not add them decoratively.

Before sending

  • The subject line and matter reference are correct.
  • The letter responds only to the intended issue.
  • Every date, name, paragraph number and attachment is checked.
  • No sentence makes an unintended admission or promise.
  • The tone is calm when read aloud.
  • The requested action and response date are clear.
  • Metadata and filename have been checked.
  • A copy of the exact sent version will be saved.
These examples provide general drafting structure, not legal advice. Do not use them where a court form, rule, order or prescribed notice is required. Last reviewed: September 2026.