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 Widad_sri on Sat, 13/07/2024 - 09:22


Yes, i ever had this kind of email when i apply a job. The HR team sent an appointment email to confirm my attendance for interview. That email contain their regards and other further information about the appointment.

Dear Mrs./Mr. HRD,

Thank you for the opportunity you give to me. I would like to confirm my attendance for the interview in M company at 5 Feb 11 am. 



Submitted by vanthuan on Wed, 12/06/2024 - 11:48


Yes, I often receive emails from recruitment when I apply for jobs. They sent emails about the appointment with the interviewer. Then I often write emails to confirm the meeting. Also, I sometimes write emails to take leave.

Thanks for your lesson.
Great site.

Submitted by heyyykaee on Fri, 17/05/2024 - 04:28


When confirming an appointment, I usually do it by phone. Nowadays, I think it is also common to confirm your appointments just by a single click of a button. This lesson, however, was very helpful as it can be useful in the future.

Submitted by ubaid332 on Tue, 14/05/2024 - 06:17


Yes, I received an email when I applied for a Job. They sent me an email to confirm your appointment for the interview. I replied to that email and wrote about the salary and other work detail.

Submitted by jmajo on Tue, 26/03/2024 - 15:37


No I don’t, I’m actually working at a company and I’m not looking for a new job, but 
sometimes I need to write this kind of emails to providers when we need to hire some
services at the company. In that case we use to set an appointment with an account
manager to specify our needs and to ask for costs.


Thanks for the lesson.

Great site!

Submitted by nooraldeen mustafa on Sat, 24/02/2024 - 14:21


Dear Mr jameeal ,  
i would like to thank you for your email , I will confirm your appointments in Thursday, in 15 When you arrive at apartment number 989, please reach office 85 on the 5th floor, You will meet the receptionist. , give your information to him .
i will lookforward to seen you again 
best regards 
nooraldeen mustaf 
humman Resource Manager 

Submitted by anhteeny96 on Sat, 10/02/2024 - 06:47


Dear Ms Smith,

Thank you for your email for confirming my appointment with Mr White.
I'm writing to check if I should bring resume with me on March 15.
I look forward to meeting you soon.

Best regards,
Anh Nguyen

Submitted by Hinthu on Thu, 01/02/2024 - 06:25


I noticed something in reading text portion:

Your appointment will take place at 3 p.m. on Thursday 14 March at our Astana offices in Emerald Towers.

Comma must be placed before 14 March. Isn’t?
Your appointment will take place at 3 p.m. on Thursday, 14 March at our Astana offices in Emerald Towers.

Hi Hinthu,

Not necessarily! This is a question of style, rather than grammar. Some style guides recommend putting a comma after the day, but other style guides do not.


LearnEnglish team