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.


Worksheet97.44 KB

Language level

Average: 5 (5 votes)
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Submitted by Mirwais Safi on Tue, 31/03/2020 - 17:26

From: Mirwais Safi To: Ahamd Subject: Your appointment on 14 April Dear Mr Ahmad. Thank you for your email. I am writing to confirm your appointment is with our Finance Director Mr Ali. your appointment will take place at 3:00 pm on Tuesday 12 April at the 6th floor in center branch Share - now . when you arrive, pleas go to reception on 30th floor and ask me i will take you to the Ali;s office i look forward to see you seen best regards
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Submitted by Smiley1 on Tue, 24/03/2020 - 15:21

Yes, it often happens. Thanks for sharing!

Submitted by rivercountryside on Sat, 07/03/2020 - 02:08

I have ever received a lot of emails because I am an HR manager. The candidates usually send their applyment for me and then I reply it to make an appointment for interview.

Submitted by Eswar on Thu, 20/02/2020 - 01:29

Yes i received recently this Email for attending an interview . In that interview mentioned the date time and Place . When i arrive that place go to reception.and ask for Hr Manager

Submitted by saildaniel on Tue, 11/02/2020 - 14:27

Good afternoon, may I ask two questions? 1.Can I add the mark “.” between Ms and Claret? 2.What is the meaning of “ask for sb” in the context of “please go to the reception on the 26th floor and ask for me”? Thank you very much.

Hello saildaniel

In British English, normally a '.' is not used after an abbreviation of a title; but it is typically used, for example, in American English. So, 'Ms', 'Mrs', 'Mr', and 'Dr' are more common in British English and 'Ms.', 'Mrs.', 'Mr.', and 'Dr.' are more typical of American English.

If we 'ask for' someone, it means we ask to speak to them. The idea is that when you arrive to the 26th floor, you won't see Ms Marat waiting for you in reception. Probably there will be a receptionist who can call Ms Marat so that she comes to see you.

All the best


The LearnEnglish Team

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Submitted by Rafaela1 on Sat, 01/02/2020 - 23:49

Yes, sometimes, this page is useful! THX ( ⸝⸝•ᴗ•⸝⸝ )੭⁾⁾