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 LUCIE LE on Thu, 18/01/2024 - 07:25


Yes, I do. When I interview at my current company, I submitted my CV to my company after that about 7 days I received an email from this company. This is an interview appointment, in email take note time, date, position, the HR name.

Dear Lili,

Thank you for your always support.
I would like to inform you about our appointment next week, at 9am on 22th Jan 2024 in Aeon Company. When you arrive my company, please call me to give instruction.
For this meeting we want to know more about your product as color, material, design, packaging, please give us some sample and brochure enclose.
If you have any questions, please feel free contact with me.
We look forward to meeting you soon.

Best regards

Submitted by Potter007 on Fri, 10/11/2023 - 11:08


Unfortunately, I didn't have this opportunity yet. But I hope after I improve my English skills, I will have this experience in the future. Now I have specific measurement goal - confident B1 level. Let's go!

Submitted by Ty Pham on Mon, 16/10/2023 - 03:02


Yes, I did. Recently, I wrote an email to check which setup I should prepare for an online interview. In the email, I asked for the meeting application that they would like to use Google Meet or Team. The second question was about how many parts there were in the interview.

Submitted by Yara Younes 1212 on Mon, 25/09/2023 - 07:18


No , I didn't. Actually this is the first time I see emails like this one.

Submitted by jerrylovely on Mon, 25/09/2023 - 01:19


Yes, few weeks back I got an email for scheduling my interview.

Submitted by Tectona on Wed, 20/09/2023 - 21:34


I did receive and send lots of emails like the above one. Of course mine as usual used to be over the place! I mean my English was well at that time.

Submitted by betelf on Tue, 12/09/2023 - 13:43


Yes, I have. When I book a hotel, buy a ticket, or make an appointment, I usually receive a confirmation email.

Submitted by muyanik on Thu, 13/07/2023 - 10:46


I have receive o lot of e-mails almost every day, because of my works. But, these all were not about cnfirming an appointment. While I was working at university, ı used to receive many of e-mails including the reply or comments for my article that I sent to journals to publish.
And also, I am writing e-mails to foreign country for a job these days and I have received results of it by e-mails.