This will provide a written record of any discussions you have with them, and also places them on the record. Modify this letter as required to suit your particular circumstances, then send it 'Certified' and 'Return Receipt Requested'. Send a copy to your attorney and also keep a copy for your records.
CONFIRMATION OF UNDERSTANDING/AGREEMENT
Certified Receipt Number: (insert number here)
TO: (Name of person you have the agreement with)
(Address of School/office etc.)
City, State, Zip
RE: Our discussion on (date you had contact with them)
Dear (name of person):
As discussed in our ("phone conversation," "meeting," etc.) on (date and year it took place). I wanted to clarify what we had agreed upon and make certain there were no misunderstandings.
(Insert the agreement or part of conversation you want recorded here. Use as much space as needed, but be clear and concise. Give a short summary of what was discussed and what agreement was reached.)
Thank you in advance for your time and assistance. If you have any questions or need clarification, please don't hesitate to contact me.