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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

Tips

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.

Discussion

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Language level

Beginner: A1

Comments

Yes, I receive and write emails to confirm appointments.

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.

No I never do that

Yeah, quite often. :)

Sometimes, I have received and written confirmation letters for interviews.

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.

To be honest, I've never received any email to confirm an appointment.

I write emails to confirm appointments from school.

Yes, sometimes I write confirmation emails

Usually I just call or message someone to confirm appointment.

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