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)
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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.

Submitted by Ro Htan on Thu, 22/06/2023 - 15:35


Yes, I do. I often receive and send emails from my online class or teachers. Honestly, I did not use the correct method in writing emails but now I get how to send and respond to emails. I just want to thank to team of BBC.

Submitted by Safe_Mode on Sat, 10/06/2023 - 08:17


I can't remember when I was writing an email for the last time and I receive emails from online shops only

Submitted by esteban_vera on Fri, 31/03/2023 - 17:05


sometimes I receive an appointment in my email

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Submitted by hpboy92 on Sun, 12/03/2023 - 00:55


Do you ever receive or write emails like this one to confirm an appointment?
Yes I did receive an email to confirm an appointment before. It was in 2015 when I applied for my first job as a stock broker. A woman from HR department sent me an email to confirm our appointment.

Submitted by LucaRev on Sun, 12/02/2023 - 16:35


Yes of course… almost everyday. The problem si that I write these e-mails in italian 😅