Kindly Provide Your Concurrence Reply
In formal communication, particularly in business or official correspondence, the phrase Kindly provide your concurrence reply often appears. It is a polite request for agreement or approval regarding a specific matter. Although it may sound slightly old-fashioned or overly formal to some, the phrase is widely used in professional environments such as legal, corporate, and governmental communications. Understanding how and when to use it and how to respond is essential for clear and respectful communication.
Understanding the Phrase
Definition of Concurrence
Concurrence means agreement or approval. It stems from the Latin word concurrere, which means to run together or agree. In modern usage, it typically refers to the expression of agreement with a plan, proposal, or decision. When someone asks you to provide your concurrence, they are asking you to confirm that you agree with what has been proposed or outlined.
What Concurrence Reply Implies
A concurrence reply is a written response that clearly indicates whether or not you agree with the matter under discussion. It can be as simple as stating, I concur, or it might involve providing additional comments, justifications, or conditions related to your agreement. The term is particularly common in correspondence between departments, stakeholders, or partners within organizations.
Common Contexts for Usage
Corporate and Organizational Communication
In a corporate setting, managers or department heads might use this phrase when they need formal approval before proceeding with a plan. For example, a project lead might write: Attached is the revised proposal for the upcoming training program. Kindly provide your concurrence reply by Friday.
Government and Legal Correspondence
Government agencies and legal entities often use the phrase for formal documentation. For example, an inter-office memo within a public sector organization might state: In accordance with policy updates, the following procedural changes are proposed. Kindly provide your concurrence reply for implementation.
Project Management and Collaboration
In collaborative projects involving multiple parties, concurrence ensures that all stakeholders are on the same page. This helps prevent misunderstandings and sets a clear record of agreement before action is taken.
How to Respond to a Concurrence Request
Tips for Writing a Clear Response
- Be direct and concise: State clearly whether you agree or not.
- Use polite language: Maintain a professional tone throughout.
- Reference the proposal: Mention the specific document or subject you’re responding to.
- Provide conditions, if necessary: If your agreement is conditional, state the requirements.
Sample Responses
Simple Agreement:
I concur with the proposed plan outlined in your email dated July 10. Please proceed as scheduled.
Conditional Agreement:
I provide my concurrence to the proposed training module, provided that the session includes a Q&A segment at the end.
Request for Clarification:
Before providing concurrence, I would appreciate clarification on the timeline mentioned in Section 2 of the proposal.
Alternatives to the Phrase
Modern Equivalents
While Kindly provide your concurrence reply is correct and formal, there are simpler, more modern phrases you might use depending on your audience:
- Please confirm your approval.
- Let us know if you agree with the proposal.
- Kindly indicate your consent.
- Please respond with your agreement.
Choosing the Right Tone
For internal team emails or informal communication, using a more relaxed tone may be more effective. However, for official documents or when corresponding with external parties, sticking to formal phrasing like Kindly provide your concurrence reply is often appropriate.
Common Mistakes to Avoid
Using the Phrase Incorrectly
Sometimes, people mistakenly use concurrence when they actually mean acknowledgment or receipt. For instance, writing Kindly provide your concurrence reply upon receiving this email can be misleading. Instead, they might mean Please acknowledge receipt of this email. It’s important to understand the distinction between acknowledging receipt and expressing agreement.
Overusing Formal Language
Using overly formal language can come off as rigid or impersonal, especially in fast-paced industries or among younger colleagues. Always consider the context and your audience before choosing the level of formality in your writing.
The Importance of Concurrence in Business
Creating a Record of Agreement
Having documented concurrence ensures that all parties involved have formally agreed to a proposal. This is critical for accountability, especially when decisions impact budgets, timelines, or legal obligations.
Reducing Miscommunication
When everyone clearly states their agreement or raises objections in writing, it prevents confusion and future disputes. This clarity promotes smoother workflows and improves project outcomes.
Strengthening Collaboration
Asking for concurrence signals respect for the opinions and roles of others. It encourages inclusiveness and shared responsibility, especially in cross-functional teams or joint ventures.
Best Practices When Requesting Concurrence
Be Specific
When you request someone’s concurrence, specify the document, date, and section in question. This avoids ambiguity and ensures that the recipient knows exactly what they are being asked to approve.
Set Deadlines
Include a clear deadline for responses. For example: Kindly provide your concurrence reply by COB Wednesday, July 20. This keeps processes moving and allows for timely decision-making.
Attach Supporting Documents
Always include any necessary attachments, such as proposals, budgets, or contracts. This helps the recipient make an informed decision before offering their concurrence.
The phrase Kindly provide your concurrence reply plays a vital role in formal communications, helping professionals confirm alignment before taking action. Whether used in corporate emails, legal memos, or project coordination, it serves as a respectful and effective way to request agreement. By understanding how to use and respond to this phrase, individuals can enhance clarity, avoid miscommunication, and promote better collaboration in the workplace. Adjusting the language to suit the audience and context will also ensure your communication remains both professional and approachable.