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An email to confirm an appointment

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


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.



Language level

Beginner: A1


Yes i received recently this Email for attending an interview . In that interview mentioned the date time and Place . When i arrive that place go to reception.and ask for Hr Manager

Good afternoon, may I ask two questions?
1.Can I add the mark “.” between Ms and Claret?
2.What is the meaning of “ask for sb” in the context of “please go to the reception on the 26th floor and ask for me”?
Thank you very much.

Hello saildaniel

In British English, normally a '.' is not used after an abbreviation of a title; but it is typically used, for example, in American English. So, 'Ms', 'Mrs', 'Mr', and 'Dr' are more common in British English and 'Ms.', 'Mrs.', 'Mr.', and 'Dr.' are more typical of American English.

If we 'ask for' someone, it means we ask to speak to them. The idea is that when you arrive to the 26th floor, you won't see Ms Marat waiting for you in reception. Probably there will be a receptionist who can call Ms Marat so that she comes to see you.

All the best


The LearnEnglish Team

Thank you very much for your prompt and detailed reply.

Yes, sometimes, this page is useful!
THX ( ⸝⸝•ᴗ•⸝⸝ )੭⁾⁾

I never received an email like this for an appointment. Because my meetings with people are more casual and they are not professional. I generally receive a text or a phone call to fix a meeting.

I rarely received an email, like this, to confirm an appointment. I remember last summer i had received an email to confirm an appointmento to viewing a bed and breakfast, befor i booking it, for my boyfriend. In the email the host had written to me where and when we would meet.

I haven't received any email to confirm an appointment.

Yes, I sometimes receive emails like “This is just a friendly reminder that..” ;)

I have never written emails like this but sometimes I receive them