Dear :

I am pleased to inform you we have selected your [product] for our [factory/office]. We now authorize you by this letter to undertake the site survey by [date].

We understand the cost of this survey will be $, to be applied against your total charges for the installation of if we decide to proceed beyond the survey stage.

Please call [name], [position], at [phone number] to make arrangements for the survey.

Hope to hear from you soon.

Sincerely yours,

[name]

[title]