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)
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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 😅

Submitted by kitalphar on Sun, 29/01/2023 - 13:12


Yes, I occasionally according a meet by email

Submitted by Abrarhussain on Sun, 08/01/2023 - 16:59


Yes, I write emails like this one, to confirm appoints.

Submitted by Arman80 on Mon, 12/12/2022 - 16:56


From: arman Hossain
To: Nasir Hossain
Subject: Your appointment on 21 November

Dear mr. Nasir,

Thank You for your email.
I am writing to confirm your appointment with our HR manager , Mr. Rakib Hossain.
Yor appointment take place at 4 P.M on Thursday 21 November at our head offices in Navana Towers.
When you arrive, Please go to the reception on the 4th level and ask for me. I will take you to mr. Rakib's office.

we look forward to meeting you soon.

Best regards
Arman R Hossain
HR Assistant
ABL group Ltd.

Submitted by Eman Samir on Sun, 27/11/2022 - 17:00


Never. I usually confirm my appointments with people on Whatsaap.

Submitted by Nasser Dabwan on Fri, 23/09/2022 - 21:09


Yes, I received and writing an email to confirm an appointment.Also we use emails to communicate with my colleagues at work.