Learn how to write an email to confirm an appointment.

Do the preparation task first. Then read the text and tips and do the exercises.

Reading text

From: Arina Marat, HR Assistant
To: Jane Claret
Subject: Your appointment on 14 March

Dear Ms Claret,

Thank you for your email.

I am writing to confirm your appointment with our HR manager, Mrs Sofia Aronov.

Your appointment will take place at 3 p.m. on Thursday 14 March at our Astana offices in Emerald Towers. 

When you arrive, please go to the reception on the 26th floor and ask for me. I will take you to Mrs Aronov's office. 

We look forward to meeting you soon.

Best regards,

Arina Marat
HR Assistant

Tips

1. If you don’t know the person well, start your email with Dear + the person’s name.

2. For women, use Ms + surname unless you know they prefer to use Miss or Mrs.

3. Say thank you if you are replying to their email.

4. At the start of your email, say why you are writing: I’m writing to + verb +… .

5. Write the day (Thursday), date (14 March) and place (our Astana offices in the Emerald Towers) clearly.

6. Explain clearly what they should do when they arrive for the appointment.

7. At the end of your email, you can say I/We look forward to meeting/hearing from/seeing you soon.

8. Use Best regards or Best wishes and sign off with your name and your job title.

Discussion

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Language level

Beginner: A1

Comments

Done

thank you very much
Dankeschön

Yes, I receive this kind of email, but I don't understand if this white space is for answers.

I have never received or written any email to confirm an appointment in English like this.

Hello,

Is it okkay if I put an infinitive after 'look forward to?' or it must be noun? I really appreciate if you want to help me.

Hello again Achmad Shocheb

The 'to' in 'look forward to' is not part of an infinitive, but instead a preposition. Prepositions are followed by a noun or, if the word is formed from a verb, a gerund (the -ing form). This is why Ms Marat writes 'I look forward to meeting you soon' and NOT 'I look forward to meet you soon'.

All the best

Kirk

The LearnEnglish Team

Thank you, Mr Krik. The explanation really helped me.

From: Arina Marat, HR Assistant
To : Kathy Nguyen
Subject: Your appointment on 14 March
Dear Ms Nguyen,
Thanks you for your email
I'm writing to confirm your appointment with our HR manager, Mrs Sofia Aronov.
Your appointment will take place at 3 p.m on Thursday 14 March at our Astana offices in Emerald Towers.
Please you bring your record, include: Curriculum vitae, Health certification, University/ College Graduation Certificate, Scores statement and any other certification
When you arrive, please go to reception on the 26th floor and ask for me. I will take you to Mrs Aronov's office.
We look forward to meeting you soon.
Best regard,
Arina Marat
HR Assistant

Only sometimes when I establish an appointment with my teachers.

Yes. I receive when I got to work.

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