An email to confirm an appointment

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.

Task 1

Task 2

Task 3


Worksheet97.44 KB

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Average: 4.7 (10 votes)

Submitted by Lameed Mohamed on Mon, 29/07/2019 - 07:26

I have never write or receive those kind of emails, actually here in our country we don't use email too much in our appointments or any other formal stuffs . Severql days ago my sister had an appointment with the dentist but we booked through a voice call i guess it's harder and more informal than email, but really i hope that we can use it in the future ..
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Submitted by Smiley1 on Fri, 19/07/2019 - 13:27

I sometimes see no comma after "Dear XXX" but I rarely see no comma after "Best regards". I'm confused about the comma.... Is it correct to add comma after someone's name at the beginning of the letter?

Hello Smiley1

Some people do not use a comma in either place, but I'd say that most people do. I don't use commas in my posts here on LearnEnglish because that is our style, but in my experience it is more common to use them, and especially in American English. I don't think it makes a big difference either way as long as you're consistent, but I'd probably recommend using commas (even though I don't use them myself!).

All the best


The LearnEnglish Team

Submitted by salehisalehi65 on Fri, 19/07/2019 - 10:11

i have'nt yet, i think we learning usefull and applied note about writing emails to confirm an appointment, and final note says sing off with your name and hour job title was a new for me...

Submitted by chriskutte on Tue, 09/07/2019 - 01:17

No, I didn't write or receive e-mails like this. If it is possible I prefer to make appointments personally. Otherwise I'd make it by phone.
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Submitted by iEdd on Sun, 30/06/2019 - 01:19

Yes. When I've gone to academic events abroad, I've received confirmartion e-mails about my stay there and the conditions of the reservation.

Submitted by Abdo sleem on Mon, 24/06/2019 - 04:03

Yeas I received a lot of emails to confirm appointments whether for my current job or when I look forward anew jobs.

Submitted by Abdo sleem on Sun, 23/06/2019 - 22:06

Usually I ask about quiet room with a good view if the hotel in coastal city I prefer to see the sea it’s a chances must be seized.

Submitted by Setareh on Wed, 22/05/2019 - 14:06

I received this kind of emails several times.

Submitted by lengoclam on Thu, 16/05/2019 - 15:30

If you're working in international enviroment. You probably used to receive the email like this.