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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


Dear Ms.Ana

First, thank you for the invitation to the interview.
I'm writing to confirm that I will be there on a fixed date and time.
I would like to know if I should bring degree and Letters motivation from my previous employers.
I'm look forward to meeting you
Best regard.

I've written tons of emails but honestly don't remember if I wrote something like an appointment. I have a little bit of different character of work. Most of my emails addressed to my colleagues or contractors.

from: thucuoi
to: thiennt
Subject: Your interview appointment.

Dear Ms Thien,

First at all, thank your for your interview invitation.

I am writing to confirm that I will be at your office at 2 p.m on Monday 21 June. i want to check should I have bring any ID with me.

I'm looking forward to hearing from you.

Best regards,

Kim Thu

In task 2 you have Ms + Ibrahim, in this case Ibrahim is a surname, right? Because I knew Ibrahim as a first name and that troubled me, because I knew it as a male name. Thanks :)

Hello Lau Goldberg

Yes, that is correct – 'Ibrahim' is her surname here.

All the best


The LearnEnglish Team

Yes, I have received a confirmation email for an interview appointment. It contained enough information which did not detail like this.
Now I want to try roleplay as an interviewer and write a confirmation email to the candidate.
Dear Ms. Go Eun,
Thank you for your cover letter. Your knowledge and experience are suitable for a Marketing position which we are looking for.
As we discussed by verbal, I am looking forward to seeing you in the first round interview. In the first round, you have to present a case study to provide your solutions to solve the situations and expand our brand to further segmentation. Please find more detailed data on the attachment and send back to us within seven days from today.
I’m writing to confirm your appointment with our HR Manager and BU head of Marketing.
Your meeting will take place at 3 pm on Thursday on 11th June at our office on the 27th floor of Daewoo towers. When you arrive, please call the receptionist who will guide you to enter our department.
I wish you pass an interview. Good luck.

Best regards,
HR assistant

Dear pedro.
I'm writing to confirm our meet at xsas's sede at 2:00 pm on friday august 14th. I like to discuss about my year salary and some trouble that our team haves in the last month.

I look forward to metting you soon.
best regards.

leonardo lisboa

I do not, but I already received some emails from congress organizations about articles that I sent to analysis.

I've never received or written an email for an appointment in English. I'll try to do it right now.

Dear Mr Pedro,

I'm writing to confirm your appointment with our manager, Mrs Alessandra Pascoal.

Your appointment will take place at 2 p.m on Thursday 14th march at the O.N.G locals, at the manager's office.

When you arrive, please search for the receptionist in place, who will take you to Mrs Pascoal's office.

We look forward to meeting you soon,

Best regards,

Clarissa R.

i dose not write one