email to confirm meeting template

Email to Confirm Meeting

How do I write a confirmation by email? Replying to meeting request might not be easy especially when you just got acquainted with formal working environment

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This is a type of letter written to confirm a meeting.  Especially when you just got acquainted with a formal working environment, it's good to study certain formal expressions, on how to effectively confirm messages.  To write a good appointment confirmation letter, we have the following suggestions for you.

How do I write a meeting confirmation email?

Writing suggestions for an informal or formal appointment by email. If you are writing an appointment confirmation, consider including the below-mentioned points for the best and effective letter. Follow the guidelines written beneath:

  1. Mention relevant personal details like your name, address, contact number, and company name.  
  2. Mention the name of your receiver plus their address briefly.
  3. Use appropriate words to pay tribute to them so that your letter will sound more attractive.
  4. The subject line of the letter is the most important line. Choose an appropriate subject so that the receiver will know at first glance what your letter is about, and understand the meeting is confirmed, or need to be postponed.
  5. Clearly indicate the appointment date.
  6. In case if it required to call them on an early date for purposes like contract signing clearly indicate that too.
  7. You should include details like the frequency of traveling and other details such as possible transferring etc.
  8. Put your signature with your full name.
  9. If you keep the above things in your mind while writing your letter, your letter will turn out to be the most attractive one. 
  10. Overall, try to be brief.

Sample sentences for appointment confirmation by email:

Writing an appointment letter might not as easy for everybody, especially when you just got acquainted with a formal working environment. But you do not need to worry about this because we got our professionals just to write such letters for you. Below are examples on how to reply to a meeting request sample letters for your guidance:


This part includes the address, line by line, with the proper dates.


Introductory lines explain the purpose of the letter.  You can use any of these sample lines for your ease.

  1. This letter is to confirm your appointment with {{name}} on {{date}} at {{location}}.
  2. I am writing to confirm my appointment with {{person or group of people}} which was scheduled on {{date}} at {{location}}. 
  3. My name is {{name}} and I am contacting you on behalf of {{company name}} to make an appointment.

Body/main text:

Body text is the most vital part of any letter’s content. Below are attached some amazing lines, you can use any of these in your appointment letter:

  1. If you need assistance in finding the location, then kindly contact {{me}} on {{phone number, email}}. 
  2. Anytime between {{date and time 1}} and {{date and time 2}} would be great but I am more willing to adjust to another convenient date and time of your choice.

Complimentary close:

Complimentary lines depict your manners and attitude towards the recipient. Below are written some samples for your ease.

  1. I appreciate a response from your side confirming the same.
  2. I genuinely appreciate a prompt confirmation from your side.
  3. Thank you very much for your time.
  4. I look forward to hearing from you.


You can print out your signatures directly in the letter document, after scanning them in the job application letter or you may write your signatures directly to the document after printing. it.

There are several confirmation letters for you available, in the best possible formats. Freely download this sample confirmation letter. Use and customize these messages and use them in your email or formal letter response after downloading it in Microsoft Word. If these letters are not according to your situation and needs, then please have another look and browse through our database for all kinds of suitable business letters.

The content is for informational purposes only, you should not construe any such information or other material as legal, tax, investment, financial, or other advice. Nothing contained this site constitutes a solicitation, recommendation, endorsement, or offer by Bizzlibrary or any third party service provider to buy or sell any securities or other financial instruments in this or in any other jurisdiction in which such solicitation or offer would be unlawful under the securities laws of such jurisdiction.


Antonia Savage(12/21/2022) - NZL

Thank you for the letter!!

marcus o(1/13/2022)

it's fine

Ruthann Sheppard(12/10/2020) - AUS

Bizzlibrary is on top of my awareness.

Malik Nolan(11/26/2020) - GBR

Your file provided me a solution for the problem

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