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)

Submitted by LamVanPhuong on Wed, 27/10/2021 - 12:39


i have never done like this because i have never worked in a company yet and my current job is not have to do like this and in my life is not too. so i have never written a email one to confirm an appointment before.

Submitted by Alex.BC on Sat, 24/07/2021 - 21:19

Yes, I receive and write emails to confirm appointments.

Submitted by DW on Wed, 23/06/2021 - 06:40

Yes, I send emails for job application, wifi contract renewal etc. Sending emails is also part of my working life. I need to communicate with people by email at work. I can send information to difference people as an attachment in an email. I think the way of communication have been changed now. Besides sending email, people like to communicate through other social media, such as WhatsApp. Because using WhatsApp communicate is faster and more convenient, you can convey text messages, documents, voice notes, photos etc. It speeds up the working efficiency! In my opinion, email is more formal, it is good when dealing with third parties. If I want to contact my colleagues on urgent matters, I prefer to text them via WhatsApp.

Submitted by Munirah Saad 20 on Tue, 01/06/2021 - 21:29

No I never do that
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Submitted by Rafaela1 on Tue, 01/06/2021 - 13:46

Yeah, quite often. :)

Submitted by NguyenNhi.SW on Mon, 31/05/2021 - 16:37

Sometimes, I have received and written confirmation letters for interviews.
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Submitted by Marce-English on Sun, 23/05/2021 - 20:16

Many times I have written emails to confirm appointments for work, dentist, hospitals, etc.. now I have an appointment to get vaccinated from coronavirus and I've already confirmed it.
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Submitted by mirtha on Tue, 27/04/2021 - 16:44

I write emails to confirm appointments from school.

Submitted by victor.07 on Wed, 07/04/2021 - 16:15

Yes, sometimes I write confirmation emails