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 Moon Wathan on Fri, 09/10/2020 - 11:02

No, I don't receive like this email because people in my country don't use the email widely.

Submitted by Pola on Mon, 14/09/2020 - 19:25

In fact, I didn't write emails like that kind, but I emailed to courses only, and I didn't try that sort of emails before, but I'll be improve my skills to write "working emails" to offices, companies or associations.

Submitted by soylemezali42 on Mon, 17/08/2020 - 19:21

Actually, I have not applied for a job for years, so I didn't receive this kind of email like above one. However, I have to apply for a job if I don’t learn English soon.

Submitted by Andrea Hernandez on Mon, 17/08/2020 - 11:54

When you are a job seeker is usual to receive this kind of email. You can receive an email like this one if the company where you send your CV wants to inform you about the possibility of know more about your career and your life. In this case, they can make an appointment in their office for an interview or a videocall.

Submitted by shironeiko on Wed, 12/08/2020 - 17:23

Actually I've never write an email like that but I often receive it from dental centre to remind me about the appointment with my dentist

Submitted by walotaibi on Tue, 11/08/2020 - 02:47

No, in Kuwait we confirm our appointments or meetings through the calling.

Submitted by Maria19 on Sat, 08/08/2020 - 21:59

Yes, I received this type of email.

Submitted by Phan Bao Dung on Sun, 02/08/2020 - 21:36

I received some emails like this one to confirm an appointment when I was finding a new job. These were interview invitation emails. After received them, I had to reply to them to confirm the interview.

Submitted by Youssef Er-rafay on Sat, 18/07/2020 - 11:47

From : Youssef Errafay To : Mrs Interviewer Dear mrs Interviewer Thank you for your email I’m writing to confirm our appointment on 4pm at Monday. I would like to ask if i can bring my CV or that one i sent in the application form is enough. I also like to discuss about my monthly salary , and couple conditions about holidays. I look forward to hearing from you soon. Best regards. Youssef Errafay.