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 (9 votes)

Submitted by khalidait on Sun, 08/11/2020 - 20:26

oh i never received an email like that before on my life but really i wish to learn English for that reason to apply to many companies

Submitted by Babydoll on Fri, 23/10/2020 - 23:20

This is one of the main reasons, I am learning on this website to improve my writing skills. I have a C1 level on speaking and I have to write business emails on a daily bases.

Submitted by joselo on Mon, 12/10/2020 - 01:58

I received emails like these ones last time I changed my job. I remember I needed to align time and place and since the company who was interviewing me was in a different country we scheduled many conference calls by Skype.

Submitted by Moon Wathan on Fri, 09/10/2020 - 11:02

No, I don't receive like this email because people in my country don't use the email widely.

Submitted by Pola on Mon, 14/09/2020 - 19:25

In fact, I didn't write emails like that kind, but I emailed to courses only, and I didn't try that sort of emails before, but I'll be improve my skills to write "working emails" to offices, companies or associations.

Submitted by soylemezali42 on Mon, 17/08/2020 - 19:21

Actually, I have not applied for a job for years, so I didn't receive this kind of email like above one. However, I have to apply for a job if I don’t learn English soon.

Submitted by Andrea Hernandez on Mon, 17/08/2020 - 11:54

When you are a job seeker is usual to receive this kind of email. You can receive an email like this one if the company where you send your CV wants to inform you about the possibility of know more about your career and your life. In this case, they can make an appointment in their office for an interview or a videocall.

Submitted by shironeiko on Wed, 12/08/2020 - 17:23

Actually I've never write an email like that but I often receive it from dental centre to remind me about the appointment with my dentist

Submitted by walotaibi on Tue, 11/08/2020 - 02:47

No, in Kuwait we confirm our appointments or meetings through the calling.