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A balance changes every day. Always confirm a balance at a stated date.
Reconcile with a counterparty · step 3
Balance confirmation letter with a reply slip
State the balance per your books at a date, show how it is made up, set a reply date and give the other side a slip to confirm or explain a difference.
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- 1State the balance. Give the date, the balance per your books and how it is made up: opening balance, invoices, payments and credits.
- 2Set the reply. Name a reply date and an address, and say that the letter is not a request for payment.
- 3Collect the answer. The other side ticks We confirm, or gives its balance and the items behind the difference.
- 4Sign the statement. Record both balances, each reconciling item, who corrects it and the agreed balance. Both companies sign.
The situation
When this template earns its place
The quarter is closed and the balance with a supplier or customer must be on paper: for the auditors, before a dispute, or to clean up old items. This live Word document holds the letter and a reply slip the other side can tick and sign. When the balances have been reconciled, the second document, an account reconciliation statement, records both balances, the items between them and the agreed balance, signed by both companies.
How to use it
A short path to a usable result
1
State the balance
Give the date, the balance per your books and how it is made up: opening balance, invoices, payments and credits.
2
Set the reply
Name a reply date and an address, and say that the letter is not a request for payment.
3
Collect the answer
The other side ticks We confirm, or gives its balance and the items behind the difference.
4
Sign the statement
Record both balances, each reconciling item, who corrects it and the agreed balance. Both companies sign.
Filled example
See the result before you start
The filled letter asks a packaging supplier to confirm a balance of 40,812.00 at 31 October 2026 by 17 November. The reconciliation statement shows 47,187.00 in the supplier's books, four reconciling items totalling 6,375.00 and an agreed balance of 35,612.00, signed by both companies on 19 and 20 November 2026.
Common mistakes
What makes the document stop working
Asking for payment in the same letter
A confirmation request that reads like a demand gets sent to collections, not to the accountant who can answer.
Signing before the difference is explained
An agreed balance with unexplained items will come back next quarter. Sign only when the unexplained difference is 0.00.
FAQ
Questions before you use it
Is it free? Do I need to sign up?
It is free, and the document opens on this page without an account. Sign-in appears only when you save it or share it with the other party.
Who sends a balance confirmation letter?
Either side. Customers send them to suppliers at period end, suppliers send them to customers, and auditors send their own requests during an audit.
Is this the same as an auditor's confirmation?
No. Auditors usually send and receive confirmations themselves, in their own format. This letter is for your own period-end check and for settling differences.
What if the other side does not reply?
Send a reminder after the reply date and check the balance another way, for example against later payments and their statement of account.
How do both companies sign?
Each signer adds a name, title, date and signature to the reconciliation statement. Print and sign, or sign the shared document.
Can I download it?
A PDF with a “Made with Layers” line is free. The Word file is on the paid Send plan.