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

Tips

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.

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Discussion

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Worksheet97.44 KB

Language level

A1 English level (elementary)

Submitted by Maria19 on Sat, 08/08/2020 - 21:59

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Yes, I received this type of email.

Submitted by Phan Bao Dung on Sun, 02/08/2020 - 21:36

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I received some emails like this one to confirm an appointment when I was finding a new job. These were interview invitation emails. After received them, I had to reply to them to confirm the interview.

Submitted by Youssef Er-rafay on Sat, 18/07/2020 - 11:47

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From : Youssef Errafay To : Mrs Interviewer Dear mrs Interviewer Thank you for your email I’m writing to confirm our appointment on 4pm at Monday. I would like to ask if i can bring my CV or that one i sent in the application form is enough. I also like to discuss about my monthly salary , and couple conditions about holidays. I look forward to hearing from you soon. Best regards. Youssef Errafay.

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

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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

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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

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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

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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

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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

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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

Kirk

The LearnEnglish Team

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

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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

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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

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

Submitted by Clarissa on Wed, 20/05/2020 - 12:13

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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.

Submitted by rl1985 on Mon, 11/05/2020 - 16:39

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To: Sheeba Parwez Dear Ms Parwez, I am writing to confirm your interview with our Finance Manager Mr Arun Anand. Your interview will take place at 9.00 a.m. on Wednesday 15 May at our PWS Gulf Office in Wafi Residence. When you arrive, please go to the Mezzanine Floor MR4 Office then look for the reception. I will take you to Mr Arun’s Office. We look forward to meeting you soon. Best regards, Ruwi Taylor HR Assistant

Submitted by Ladan on Sat, 25/04/2020 - 10:24

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Dear Ms Lilian Harber Thank you for respond email I am writing to confirm your appointment with Dr sara keen . Your appointment take place at 2:00p.m on Monday 17 June at Wythenshawe Hospital in meeting room. When you arrived, please go to reception and ask for me. I look forward to meeting you soon. Best regards Dr Lilian Harber

Submitted by Reza 2020 on Tue, 21/04/2020 - 04:59

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Dear Mr. Brown Thanks for your email. I am writing to conform your appointment with Ms. Boris. The meeting will take place at 9 a.m. Monday on 21 May at main office in Khalifa Tower. When you arrive, please go to the reception at 6th floor. I will take your Ms. Boris's office. I look forward to meeting you soon. Best kind regards, Reza HR assistant

Submitted by TRAN TRIET on Tue, 14/04/2020 - 04:29

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I don't ever receive or write emails like this one to confirm an appointment

Submitted by Mirwais Safi on Tue, 31/03/2020 - 17:26

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From: Mirwais Safi To: Ahamd Subject: Your appointment on 14 April Dear Mr Ahmad. Thank you for your email. I am writing to confirm your appointment is with our Finance Director Mr Ali. your appointment will take place at 3:00 pm on Tuesday 12 April at the 6th floor in center branch Share - now . when you arrive, pleas go to reception on 30th floor and ask me i will take you to the Ali;s office i look forward to see you seen best regards
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Submitted by Smiley1 on Tue, 24/03/2020 - 15:21

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Yes, it often happens. Thanks for sharing!

Submitted by HMida on Mon, 23/03/2020 - 14:12

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Dear Mrs X, I am writing to confirm your appointment with our director Mrs Y. Your appointment will take place at 4 p.m on Monday 15 March at our offices in Kennedy Towers. when you arrive, please go to the reception and ask for me. I will take you to Mrs Y's office. We look forward to meeting you soon. Best regards,

Submitted by rivercountryside on Sat, 07/03/2020 - 02:08

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I have ever received a lot of emails because I am an HR manager. The candidates usually send their applyment for me and then I reply it to make an appointment for interview.

Submitted by Eswar on Thu, 20/02/2020 - 01:29

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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

Submitted by saildaniel on Tue, 11/02/2020 - 14:27

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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

Kirk

The LearnEnglish Team

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

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

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

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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

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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

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I haven't received any email to confirm an appointment.
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Submitted by Smiley1 on Thu, 31/10/2019 - 13:36

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

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

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

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

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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

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

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

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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

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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

Kirk

The LearnEnglish Team

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

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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 chris-kutte on Tue, 09/07/2019 - 01:17

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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

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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

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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

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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

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I received this kind of emails several times.

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

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If you're working in international enviroment. You probably used to receive the email like this.
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Submitted by TP on Sun, 12/05/2019 - 04:40

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No. Unfortunately, I have never received or written an email like this one to confirm an appointment. However, now I know how to write this kind of email. So I will write emails to confirm appointments in future. Thanks British Council!