Representative Letter

Representative Letter


A Representative Letter a letter is written by an individual or an employee of an organization to inform another organization that a third party will be his or her representative for an event which he or she will be unable to attend due to certain unforeseen circumstances, as had been promised earlier. Instead of cancelling the event of which much preparation has been done, a representative can stand in for the individual.

It would be convenient to form the letter into three paragraphs. The initial paragraph of the letter should begin with an apology for not being able to accompany the other person in the event. The second paragraph of the letter should inform the person of another person who shall be guiding him or her. The concluding paragraph should seek an apology for the writer’s absence and should assure that the other person who shall be attending them now is equally suitable for the task.

Sample Letter

The following is a sample of a Representative Letter.


Cornelius E. Adams

Chief Executive Officer,

Belford Business Solutions,

3501-Badger Pond Lane

Tampa, FL 33619,




Roger M. Cruz


Dreamland Enterprises,

281-Eastland Avenue,

Hattiesburg, MS 39401,


Subject: Change of Representative to Conference

Dear Mr. Roger M. Cruz,

I am writing to inform you about my deepest regrets to be unavailable for your upcoming conference, “Global Warming” in the Grand Hiltons, Las Vegas, from DD/MM/YYYY to DD/MM/YYYY.

Although I had earlier confirmed my seat at this conference pressing, certain business matters demand my attention more at the moment and, therefore, do not permit me to attend the event. I had tried my best to delay the matters but it is not be made possible. Nevertheless, I am still interested in the contents of the conference. Hence, I shall be sending Mr. Peter Joseph as my representative to the said conference to accompany you at the meeting. He shall act in my interest and be accorded the permission to act on my behalf. I trust that this arrangement shall be acceptable to you as the conference fee has been paid. I assure you that Mr. Joseph shall be the most suitable agent in place of me.

I, once again, apologize to you for any inconvenience caused to your preparations and arrangements for the event, and I would appreciate the same kind assistance extended to Mr. Peter Joseph as my representative at the conference.

Thanking you for your cooperation.

Yours sincerely,

Cornelius E. Adams

Chief Executive Officer,

Belford Business Solutions

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