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

Language level

Average: 4.7 (10 votes)

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

Profile picture for user Rafaela1

Submitted by Rafaela1 on Sat, 01/02/2020 - 23:49

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

Submitted by Vidyasagar on Sat, 01/02/2020 - 18:02

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.

Submitted by MaryaSun on Mon, 20/01/2020 - 16:38

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.

Submitted by shahhoseini on Mon, 23/12/2019 - 14:01

I haven't received any email to confirm an appointment.
Profile picture for user Smiley1

Submitted by Smiley1 on Thu, 31/10/2019 - 13:36

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

Submitted by Dariusz on Wed, 30/10/2019 - 23:43

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

Submitted by aliyazdan on Mon, 09/09/2019 - 21:09

Hello evryone I hadn't had an email to confirm an appointment already. But I think I will have email like this in the near future, thank you consule team for your intresting subjects.

Submitted by cittàutopica on Tue, 30/07/2019 - 22:10

I rarely use emails like this one to confirm an appointment. I prefer WhatsApp.