What do you think is a meeting confirmation email? Someone write a mail to make an appointment and then you confirm by saying “OK”? No, things don’t work like that in the business world.
In daily life, when making an appointment with our friends, we just send a message which hardly lasts more than 10 words to reply. However, in the business world, not only making an appointment by mail is important but confirming it is, also.
A meeting confirmation email is…
…. a mail to confirm your interest or availability for a meeting, event or activity. It’s just as simple as that.
But why do we need this thing?
As a professional, especially in business, this must be done to avoid the frustration of fixing an appointment. In busy daily work, we can easily lose track of business appointments. Whatever your job is, you will always have appointments. It can be a meeting, an interview or an event. Most of the time, your host/partner may afraid that you don’t remember having an appointment, or you don’t take it seriously or wonder whether you would come or not. Whatever the case is, we should confirm appointments via email to make sure about it. This action, though small, shows reliability, respect, and professionalism as long as adds interactions with clients and prospects that will help you grow your business.
So whom are we writing to? The recipients are definitely the person you have a business meeting with. But that’s not all. Occasionally you can send to their secretary if he/she has one.
Types of confirmation
In different situations, we will have different types of meeting confirmation email:
- Business meeting confirmation letter: this type is always used between partners
- Interview confirmation letter: sent to the Human Resources department in order to attest the presence to an interview
- Event attending confirmation letter: when you are a guest who got invited to an event and the host wants to know exactly if you will come or not.
Format of a meeting confirmation email
Good news is that writing an appointment confirmation email is not as hard as writing an appointment setting mail (we can insert a blog post here if we have one ^^). But it’s not a piece of cake, either.
You can follow this step-by-step guideline to write a formal meeting confirmation email:
You should use the proper salutation and the person’s name and title. The generally accepted format is:
Dear Mr./Mrs./Ms./Dr./… followed by their last name.
The email could be sent into that person’s or their secretary’s email address. However, you absolutely still have to write his/her name who you are going to meet here.
2. Confirm details of the appointment
You’d better quickly get straight to the point. Outline immediately specifically details of what you are confirming in this email: dates, times, and location. No introductory or pleasantries needed here.
Common ways to start these paragraphs are:
I am writing to confirm….
I would like to confirm….
This letter is to confirm…
or I am happy to confirm….
I would like to confirm our meeting tomorrow August 7th at 10 am.
We will meet at Lintel, Office 12 on the ground floor at Smith Street, Singapore.
Address other details (optional)
You can write any other details that might be relevant or need to be confirmed. It can either be in the same paragraph or the next paragraph. This will help prevent any misunderstandings with what has been agreed upon and also clarify what is expected of you.
Moreover, there’s another thing that not many people notice. Confirmation emails are not only to confirm an appointment but also serve as a paper trail, a proof of the correspondence sometimes. In case a problem or misunderstanding arises, we will have something to discuss.
Ask for a follow up (optional)
The last paragraph of a meeting confirmation email should encourage the recipient to contact you if they need to. This will show your care and politeness. Offer them the opportunity to change the proposed date and time.
Please inform me if you need additional information…
Please respond if you need to add…
Finish the mail
Of course, you have to say “thank you” to the recipient. You can also use terms such as Sincerely, Thank you, Regards, or Respectfully.
For business emails, remember to use your full name.
An example for you:
Now imagine you are a big boss who is going to have a very important business meeting with another big boss.
I am writing to confirm our meeting appointment which we made over the phone the other day. We agreed to meet at Sofitel Hotel on August 10, at 9:30 p.m.
Please contact me at 09xx-xxxxx or reply directly to this mail if we need to change anything about the time or location. Feel free to call me or my secretary if you have any question. I would be ready to give necessary assistance.
I look forward to meeting you this Friday.
Still haven’t figured it out? The example above doesn’t fit your case? Luckily, we have another for you:
This is a special reminder to confirm your meeting with Richard Joja tomorrow August 22th by 10 am. He will meet you at your office.
Contact me if necessary. Thank you and have a great meeting.
Administrative Assistant to Richard Joja, B’in Limited’s CEO
Now it’s time to TAKE NOTES:
1 – Be clear
This kind of mail is not something too complicated or difficult. There’s absolutely no need to be creative or to feature extravagant language. We only should come out clear to assure our recipient that we will meet with him or her at a particular time and location.
2 – Write it short and simple
Just be brief and specific when confirming an appointment via email. No one wants to read a long email because we all have tons of things to do every day. They may lose interest and consequently lose the message (except when you have other things to say but then it’s not simply a confirmation email anymore). As you can see our appointment confirmation email sample above is only about 100-word length.
3 – Be Detailed
This note is not against the previous one. In the above example, Gomez has every information it takes to get to Bieber on time. She can contact him or his assistant on the phone or email if there is any unexpected problem.
4 – When to send it?
We suggest sending this type of email around noon on the day before the anticipated appointment. Remember not to send is too soon (they may forget) or too late (they might not make it in emergency cases)
If you’re looking for how to get writing business email skills, I advise that you learn format words and phrases first. To learn new words fast, there’s no way besides see them right in front of your eyes every day. Some cool app like eJOY may help you like it has helped thousands.
If you want to read more useful posts like this one take a look at the topic of Business English on eJOY blog.