You can also list other terms of agreement, such as any supplies needed for a project that the recipient has agreed to provide, vacation or sick time, and insurance. List costs as both parties agreed to them. For example, if you quoted an hourly rate, don’t switch to a daily rate.
None of the outcomes should come as a surprise to the recipient. For example, if you were hired to paint a house, state, “I will be responsible for painting both the interior and the exterior of the house in the agreed upon colors within the time frame specified. "
Some of these reasons could include unexpected costs, any unreasonable delays, or either party violating the terms specified in the letter. If your contracting company has a code of conduct, you can simply reference that as a reason for termination. For example, “I agree that I can be terminated if I violate the code of conduct. "
After the salutation, jump right into the terms of the agreement. For example, “To Mr. John Smith, This letter is to confirm that I have been hired to complete x project as of 15 August 2019. "
For some letters of undertaking, you’ll only need a few sentences to cover the terms.
Use straightforward language that anyone could understand.
In most cases, it’s best to use Times New Roman, as this is the most standard font for business writing.
Follow the format of date/month/year. For example, 15 August 2019.
If you know the person’s name and title, write it in full. For example, Dear Mr. John Smith. If you don’t know exactly who you are writing to, say “To whom it may concern” or the name of the office you are sending the letter to. For example, “To the Office of Student Affairs. "
Although it can be tempting to sign your name digitally, it is best to physically sign, as a Letter of Undertaking is a legally-binding business agreement.
Once you have proofread your letter and made sure everything looks correct, you can sign it in good faith.
