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.

Do you ever receive or write emails like this one to confirm an appointment?

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Yes, sometimes I write confirmation emails

Usually I just call or message someone to confirm appointment.

I have never received an email like that.

i Never Recieve Emil like this

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

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

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

Yes, quite often, I suppose. ;)

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