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.

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Worksheet97.44 KB

Language level

Submitted by ANOUAR on Fri, 12/11/2021 - 10:06


No I have never writeen an email for confirming an appointment, but I will write it now.
FROM: Taha Anouar
To: Job seeker
Subject: confirming your appointment

Ms Job seeker,
Thank you for emailing us.
I'm writing this email to confirm your appointment with our manager Ms ANOUAR.
Your appointment on 10 august 2022 at Anouar's office in 22 street Almassira.
When you arrive to the office, please ask for Taha at the second floor you will find me in the reception.
We look forward to meeting you
Best regards.
Taha anouar

Submitted by linhchinbk on Fri, 05/11/2021 - 14:53


Yes, I received an email comfirming an appointment three months ago. At that time, I just graduated and applied for the Hangxanh Company. Luckily, I passed the CV round and received an interview suggestion. Then I wrote an email to confirm my appointment with them.

Submitted by Suraj paliwal on Fri, 29/10/2021 - 11:57


I have never received such an email. I'm not working yet. I'm here to learn English. It's very useful for my future.

Submitted by LamVanPhuong on Wed, 27/10/2021 - 12:39


i have never done like this because i have never worked in a company yet and my current job is not have to do like this and in my life is not too. so i have never written a email one to confirm an appointment before.

Submitted by Alex.BC on Sat, 24/07/2021 - 21:19

Yes, I receive and write emails to confirm appointments.

Submitted by DW on Wed, 23/06/2021 - 06:40

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.

Submitted by Munirah Saad 20 on Tue, 01/06/2021 - 21:29

No I never do that

Submitted by NguyenNhi.SW on Mon, 31/05/2021 - 16:37

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

Submitted by Marce-English on Sun, 23/05/2021 - 20:16

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.

Submitted by DarwinM on Thu, 29/04/2021 - 20:49

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

Submitted by mirtha on Tue, 27/04/2021 - 16:44

I write emails to confirm appointments from school.

Submitted by victor.07 on Wed, 07/04/2021 - 16:15

Yes, sometimes I write confirmation emails

Submitted by Dibesciak on Tue, 06/04/2021 - 21:50

Usually I just call or message someone to confirm appointment.

Submitted by Ehsan on Tue, 06/04/2021 - 06:54

I have never received an email like that.

Submitted by Bandar 777 on Thu, 01/04/2021 - 14:59

i Never Recieve Emil like this

Submitted by Andrea Valencia on Wed, 31/03/2021 - 19:54

I don't write emails to confirm appointments, I call to confirm appointments.

Submitted by Camila Abreu on Wed, 31/03/2021 - 14:25

Honestly, I don´t remember having written a similar email in my entire life.

Submitted by Giuliana on Fri, 26/03/2021 - 22:34

I think so but i don't remember clearly. I suppose in a moment i write an email like this or similar.

Submitted by MikhailZatopliaev on Sat, 20/03/2021 - 10:14

I did not receive any email like this in English, only in my native language.

Submitted by Rafaela1 on Mon, 08/03/2021 - 13:37

Yes, quite often, I suppose. ;)

Submitted by TIa vinaka on Mon, 08/03/2021 - 02:30

Yes I sometimes receive e-mail like this. but I never write confirming e-mail to someone.

Submitted by Brenda Patrici… on Tue, 02/03/2021 - 21:42

Actually, I neither receive nor write emails like these, I usually confirm my appointments by phone.

Submitted by Nasywa Shiyami… on Thu, 18/02/2021 - 04:47

i never recieve or write an email like that

Submitted by Bau on Wed, 03/02/2021 - 14:57

Dear Anne, Thank you for your email. I am writing to say thank you to you for your confirming an interviewing me at your office on the 4 February. I am looking for meeting you soon. Best Regards,

Submitted by In on Sun, 24/01/2021 - 08:07

Yes, I use to write emails confirming appointment almost every day for my job.

Submitted by German on Wed, 13/01/2021 - 23:30

I have received emails in order to confirm appointment in company or events.

Submitted by Rafaela1 on Tue, 12/01/2021 - 14:26

Yes, something like this. ;)

Submitted by Honey June on Tue, 12/01/2021 - 05:45

I've never received an email like this.I am just a university student.I don't have to do something like people in a produce do.

Submitted by Smiley1 on Sat, 21/11/2020 - 12:22

Yes, thanks for sharing. ;)

Submitted by Nurieta on Wed, 18/11/2020 - 22:31

I sometimes receive e-mails like this one, to confirm an appointment :) Thanks for tips!

Submitted by khalidait on Sun, 08/11/2020 - 20:26

oh i never received an email like that before on my life but really i wish to learn English for that reason to apply to many companies

Submitted by Babydoll on Fri, 23/10/2020 - 23:20

This is one of the main reasons, I am learning on this website to improve my writing skills. I have a C1 level on speaking and I have to write business emails on a daily bases.

Submitted by joselo on Mon, 12/10/2020 - 01:58

I received emails like these ones last time I changed my job. I remember I needed to align time and place and since the company who was interviewing me was in a different country we scheduled many conference calls by Skype.

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 syllmz 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.

Submitted by fatfat on Fri, 17/07/2020 - 12:47

No. In generally After we take an appointment, it comes e mail regarding the appointment.

Submitted by sakura on Tue, 07/07/2020 - 20:57

I don't remember receiving the confirmation email for my booking. I also haven't written it.However, I think that I have to write a confirmation email etc. when I start working.I read this paragraph today and it was very helpful.I have a business communication class in a university class and take that class.The lesson is useful, but it is very difficult.It is very difficult to use English that is not rude to the other party. For example, why is it more polite to use would rather than will when making a request? Etc. Although I can't explain well in my native language, I'm taking lessons because I find it difficult in English. However, if I were to work abroad, it would have to be done naturally.I felt like studying everyday. Reservation confirmation e-mails such as this one will make the recipient feel good by paying careful attention.I think that writing a polite sentence will facilitate communication with the other party and will be more trusted. When I become a member of society, I pay close attention to the email text.

Submitted by Ronake on Wed, 01/07/2020 - 22:24

Dear Ms.Ana First, thank you for the invitation to the interview. I'm writing to confirm that I will be there on a fixed date and time. I would like to know if I should bring degree and Letters motivation from my previous employers. I'm look forward to meeting you Best regard.