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: 5 (8 votes)

Submitted by fatfat on Fri, 17/07/2020 - 12:47

No. In generally After we take an appointment, it comes e mail regarding the appointment.

Submitted by sakura on Tue, 07/07/2020 - 20:57

I don't remember receiving the confirmation email for my booking. I also haven't written it.However, I think that I have to write a confirmation email etc. when I start working.I read this paragraph today and it was very helpful.I have a business communication class in a university class and take that class.The lesson is useful, but it is very difficult.It is very difficult to use English that is not rude to the other party. For example, why is it more polite to use would rather than will when making a request? Etc. Although I can't explain well in my native language, I'm taking lessons because I find it difficult in English. However, if I were to work abroad, it would have to be done naturally.I felt like studying everyday. Reservation confirmation e-mails such as this one will make the recipient feel good by paying careful attention.I think that writing a polite sentence will facilitate communication with the other party and will be more trusted. When I become a member of society, I pay close attention to the email text.

Submitted by Ronake on Wed, 01/07/2020 - 22:24

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.
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Submitted by Hennadii on Sun, 28/06/2020 - 15:36

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.

Submitted by Thucuoi on Wed, 17/06/2020 - 07:31

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 Candidate

Submitted by Lau Goldberg on Tue, 09/06/2020 - 12:25

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

Submitted by Bella on Mon, 08/06/2020 - 16:53

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, Bella HR assistant

Submitted by Leonardo Lisboa on Sat, 06/06/2020 - 23:27

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

Submitted by Leonardo Lisboa on Sat, 06/06/2020 - 23:19

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