When it comes to almost any kind of business, you need to know how to confirm an email. Every now and then, you will need to send out an appointment confirmation email or reply to meeting confirmation email.

And yes, there is a right and a wrong way to do it.

If you are not sure how to confirm an appointment, you have come to the right place because we are about to give you some basic tips.

We will help you understand how to confirm appointments, we’ll show you confirmation email sample, and we’ll explain how to write meeting confirmation emails.

So let’s get straight to the point!

Doodle is a free online appointment scheduler that can be used to book meetings and other events with friends, colleagues and anyone else. Email threads trying to book a large number of appointments can quickly become confusing and trying to mark off available and booked time slots on a piece of paper is not conducive for amendments and changes of plans. As seen from the example, we can see that an email for scheduling a meeting should always have: A relevant subject line (introducing the topic) Intro: A polite opening: e. Dear (name) Body 1: Short paragraph explaining the reason for the meeting or appointment; Body 2: One or two sentences to propose a time and date. Closing: A polite closing: i.e. Show that you are interested in the appointment despite the need to terminate it. Propose a few time slots but stay open to counter-proposals. Give others the possibility to adjust their schedule. Incorporate a CTA button with a link to your calendar to the email signature so your recipient can choose the best time available.

Why is Appointment Confirmation Email Important?

There are many reasons why confirmed appointments are important. By confirming an appointment, you let the host know you are taking the meeting seriously. It also lets them know you are available.

Sometimes it even happens that the host forgets they have made an appointment and an appt confirmation email is a great way to remind them. That’s why we value these emails within Amelia, the WordPress booking plugin we created (You should check it out, btw).

Let’s imagine several different scenarios to explain why the process of confirming appointments is important.

First, imagine that you send an appointment email to your client yet you don’t receive an appointment confirmation text. When the time of the appointment comes, the client is no-show. You have wasted your time and you have a gap in the schedule that could have been filled with a meeting with another client.

If something like this happens multiple times a month, just imagine all the lost revenue at the end of the month. Confirmed appointment saves you both time and money.

Another important thing to keep in mind whenever you run a business is the level of efficiency. If you plan ahead and make the most out of your time, you will operate more efficiently and it will pay out in the long run. Confirmation appointment allows you to do that.

Consider using a text reminder app or an appt reminder app to always know when your appointments are scheduled. Not only does that give you a better idea of when all your meetings are supposed to take place but it also gives you time to prepare for them properly.

With that in mind, imagine a situation where you have taken the time to prepare for the meeting as well as for the meeting itself and the other party does not show up. It would disrupt your workflow, you would waste your time, and you would have a gap in your schedule.

For all the reasons mentioned above and for many more, it is important to send out confirmation emails whenever possible. Of course, you could also confirm an appointment via phone. However, even if you do that, it is a good idea to send text confirmation as well. Apart from it being a good reminder, it is always good to have those things “on paper”.

How to Write a Confirmation Letter / Email?

Here are some basic tips that will teach you how to confirm appt via email. We will also show you a useful confirmation email template.

Keep it Short and Clear

When you want to make an appointment email, you need to keep it short and clear. Clarity is a sign of professionalism and it makes your meeting confirmation effective. If you make it too long, the most important details will get buried under a lot of unnecessary information.

An example would be this one that can be sent automatically with Amelia, our WordPress booking plugin (click the image to see more info about our plugin).

Example II: Confirming Email Sample

RE: confirmation of appointment with JOHN FOND

Dear Mr. Stevens,

I would like to confirm your appointment with John Fond tomorrow, September 21st at 2 pm. Please contact me with any questions and keep me informed if there should be any changes.

Regards,

Ava Stone,

Secretary, Fond & Associates

Use It as a Reminder

An appointment confirmation email is a great way to remind the other party when and where the appointment is supposed to take place. Appointment emails should always include the specific date, time, and place. Think of them as the free text reminders.

Example II: Confirmed Email Sample

RE: Jane Smith – Appointment Confirmation

Dear Mark,

This is a special reminder to confirm your meeting with Jane Smith tomorrow May 2nd at 11 am.

Your meeting is scheduled to hold at Lintel Scraps, Office 12 on the ground floor at Lanceman Street, Mainland China. The place is accessible by cabs.

This is Jane’s cell phone number, just in case, +98157479837.

Please feel free to contact me if you have any question. I would be ready to give necessary assistance.

Thank you and have a great meeting.

Best Regards,

Alice Maxwell

Administrative Assistant to Jane Smith, Lintel Scraps Limited

You should also consider using an appointment reminder app to always keep track of your schedule and the meetings you are supposed to attend. Or you can use a booking app like Amelia that has that integrated.

Stick to the Point

One of the main things to keep in mind when thinking about how to confirm a meeting is to always stick to the point. Don’t waste any time and get to the point immediately. Nobody wants to scroll down through a lot of insignificant text and information to finally get to the important bits.

You should confirm an appointment one day before the meeting itself. Keep the email short, clear, concise, friendly, and informative. Stick to the vital information and keep the tone professional.

3 Basic Types of Appointment Confirmation Emails

Here are appointment confirmation email samples for 3 types of appointment emails that the clients usually receive. Let’s take a look at them:

1. New Appointment by Client

When the client books themselves for a meeting, this type of appointment e mail is sent to them for confirming an appointment.

Let’s take a look at appointment confirmation email sample used when the new appointment is made by client:

This email confirms your ___________(Service Name) appointment on______________(Date & Time) with______________ (Staff Name) at_______________ (Location). If you have any additional questions, use the contact details below to get in touch with us.

To cancel or reschedule your appointment before the scheduled time, please click: Manage Appointment URL

Thanks for booking with__________ (Business Name)!

Location Name Address:

Address Line 1,

Address Line 2

Location City, Location State, Location Zip

Location Directions

You can contact us at:

Staff Signature Section

2. New Appointment by Staff

When the staff person schedules an appointment for the client, this type of email is sent to confirm the appointment.

Meeting confirmation email sample:

Hey__________(First Name of the Client),

Our staff member has confirmed you for a___________ (Service Name) appointment on______________ (Date & Time) with____________ (Staff Name) at__________ (Location Name). If you have questions before your appointment, use the contact details below to get in touch with us.

To cancel or reschedule your appointment before the scheduled time, please click: Manage Appointment URL

Thanks for scheduling with Business Name!

Location Name Address:

Location Address Line 1

Location Address Line 2

Location City, State Zip

Location Directions

Staff Signature section

3. New Repeating Appointments by Staff

When the staff person schedules a repeating appointment with a client, this type of email is sent to confirm the appointment.

Confirm email template:

Hey__________(Client’s Name),

This email confirms your appointments for____________ (Service Name) with____________(Staff Name) at____________ (Location Name) on______________(Start Date – End Date Start Date) on _______________ (Days of the Week) at______________(Time).

You will get an individual reminder email before each scheduled appointment. If you have questions before your appointment, us the contact details below to get in touch with us.

Thanks for scheduling with Business Name!

Location Name Address:

Location Address Line 1

Location Address Line 2

Location City, State Zip

Location Directions

Staff Signature section

Ending thoughts on writing an appointment confirmation email

So how to write an appointment confirmation email for your client?

There are several different ways to do that but you should always stick to the basic principles of professional communication. Keep things clear, concise, and brief, and always respond in a timely matter.

An appointment confirmation email or a reply to a meeting confirmation email is really helpful to your clients. One of the smarter ways to do it is to automate these responsibilities. Amelia is an online booking plugin with integrated appointment confirmation which saves you time and makes online booking a breeze. Here’s how easy it is to set notifications within Amelia:

Use reminder texts app or another kind of free text reminder service to always keep track of your confirmed appointments. Use the appointment reminder email template we provided above if you are still not sure how to send a reminder text. Take a look at all the features you can take advantage of with Amelia WordPress Booking plugin to handle bookings in a professional manner.

If you enjoyed reading this article about appointment confirmation email techniques, you should also read these:

And if you want to check out the cool products that we’ve created, we’ve got the best WordPress tables plugin and the WordPress appointment plugin with the smoothest UX.

Sample Format for Meeting Appointment . Request for Meeting Appointment Letter and E-mail is also provided. If any Employee, Individual, Officer needs to get an appointment from any other Manager, Director, CEO, Executive body he/she needs to write a request letter or e-mail first in order to get appointment time. It also reflects the ethics. Essential thing for working individuals. Online appointments for fixing a meeting is another dynamic of time saving and electronic in touch. It can be used for dealing the time for appointment solely. Formats are given below.

Sample Request for Meeting

To,
Manager,
The Food and Beverages Company,
USA.

Subject: Request for a meeting

Respected Sir,

It is stated that I represent the Barcelona Food Colors Associates, a company that provides the best and the healthiest alternative food colors to industries the world over, we have not yet been introduced and I would like to hold a meeting with you in this regard. Our company has been rated among the top ten in the region and no side-effects or complaints have been made regarding our products. I have come to know that your company requires food colors that are approved by relevant authorities and are also vegan.

Our company may have the solution to your predicament. You may write to me and schedule the meeting at your convenience or call my assistant for further guidance. We at Barcelona Food Colors Associates shall look forward to doing business with you.

Yours Truly,
Mr. George Reggie
27th May, 2014.

Request for Meeting Appointment

Dear Sir,

This is the manager of corporate bank writing this letter for the appointment of meeting. We have looked into the details of your company and we are looking forward in dealing with the package you have offered. This is the letter for settling of the appointment. Please let us know when you are available next weekend so we can have a proper meeting and discussion on the progress of both of the companies. Our bank is glad to work with your mobile company and believe that with the provided scheme, it can break the internet and people will be benefited from it very much.

Warm Regards,

——————-

Appointment for Meeting

Available Time Slot For Meeting Email Template Microsoft

To,
Product Sales Manager
Nestle dairy Products

Subject: Appointment for Meeting

Respected Sir,

I am Mr. Caritas James and supplying fresh dairy milk to your company from last two years from my farm. I am providing milk to you at rate of 2 dollars per kg. As you know all companies has revised their rates of dairy products I would like to request you to revise for rate of per kg with me too. You know I am giving you pure milk of Australian cows at very low price.
Please schedule my meeting with your relevant department so I can freely discuss my matter. I expect you will consider my request and give me market rate for my milk. Otherwise I will discontinue my contract with you because I have good offers from other companies. I am attaching that letters with this letter.

Best Regards,

Yours Sincerely
Mr. Caritas James

Request for Meeting Appointment Sample

The CEO,
Forensic Center
Myanmar.

Subject: Request for Meeting Appointment

Respected Sir,

With high spirits and humble in attire I beg your pardon for approaching you through email and at such an odd time. I hope you will not mind my air of approaching you but highly esteemed sir I am in real problem and could not manage to come at your office as you are heck busy in your work and could not spare time for personal meeting.

I had sent you my C.V and had a good introduction with your manager but I wanted to have a meeting time to be fixed by you for a responsible job in Forensic Centre. I am fully eligible for the seat and wanted you to spare some time for me in regard of job.

Thanking in anticipation.

Yours Sincerely,
Yazdan Shah
October 16,2015

Request Letter for Meeting Appointment Sample

The Managing Director,
Falcon’s Association.

Subject: Letter for Meeting Appointment

Dear Sir,

I hope to find you in a good health. I was good experience and exchange of ideas on our telephonic conversation yesterday regarding the partnership of business. Working with you and your team would be beneficial for both of us. Joining Falcon’s Association as our Business Partners would be a huge plan for future. We discussed regarding all the requirements and plans but I consider that being more format a chance of meeting would be worthwhile.

The entire plan along with terms and conditions is thoroughly planned to be executed and before doing it so a formal meeting is necessary. Please go through your schedule and provide me with the detail that when we can accomplish this task. Make sure the meeting to be held within this week. We hope that this working tenure will prove to be good asset for all of us. Waiting for your response.

With Best Regards,

Sincerely,

James Kin.
Director,
Kin’s Association.

Short Meeting Request Letter

Dear Sir,

Email Meeting Request Letter

Dear Abdul Raheem Sahib,

Hope you are doing well. I am Uzma Rana Manager marketing, with reference to our discussions regarding fix bank deposits for sponsorship of blind students at Rehman Foundation. I wanted to have a short meeting with you for further proceedings in this regards.

Thanking you again for your concern and coordination.

Best Regards,

Request for Meeting Appointment

Dear Mr. Khan,
Coordinator,
Shoukat Khanam Welfare Trust.

1. Each group will consist of maximum 20 students.
2. The first group will work from 1st June till 26th June 2015.
3. The second group will work from 29th June till 24th July 2015.
4. And the third group will work from 27th July till 24th August 2015.
5. Every student will work 5 days a week i.e. Monday to Friday, and 5 hours a day, so that they will be able to complete their community service requirement within 20 working days

Sample Request for Meeting Appointment E-mail

Dear Anila Azmat,

Hope to find you hale and hearty. As per our discussion regarding fund raising campaign. I consider arranging a meeting would be a better idea. So that I may convey & discuss more effectively. We do have ticket books, envelops, boxes and other ways for the execution of plan.

Meeting Email for Attending Workshop

Subject: Behavior Problems in Children

Dear Ms. Saba,

Hope you are well. Lahore Children’s Centre is hosting a Workshop on ‘Behavioral Problems in Children’. A write-up of the content, speaker’s profile and details is provided in the attachment. The registration for the workshop is closing on Tuesday, March 17^th, 2015. We would like to arrange a short meeting with youradministration regarding importance of workshop and participants who are interested to join the workshop with their signature and registration invoice.

This workshop would help teachers/Female Employees to understand the underlying reasons for aggressive behaviors. Teachers will also learn different strategies that they can use to deeper insights ? higher outcomes reduce behavioral problems in students and help them in dealing with anxiety and stress at school.

Regards,

Tooba Jahangir
Practice Manager

Request for Meeting Time

Dear Mr. James Green,

Sample Detailed Meeting Appointment Letter

To Whom It May Concern

I am Jahan Khan President of National Honor Society. The newly elected chapter of our NHS has made one of its prime missions to help and serve the community. The NHS promotes services leaderships and character. Our students are striving by make these values the values of their daily lives. We strive to build and foster a productive effective learning environment designed to fulfill the highest potential of each student both academically and socially.

We would like to create a long term relationship with your institute. Our students could assist you in raising funds,collecting donations, organizing workshops or seminars. The scope is very wide and our students motivation is even wider.

We would like if your Marketing manager or senior communication coordinator spare some time for detailed meeting and NHS President Jahan Khan will be able to explain you in details the motivations of his visit and I am looking forward to positive response on your side.

Available Time Slot For Meeting Email Templates

Yours Truly

Romuald Delater

School Coordinator

Sample Meeting Appointment for Job

The Hiring Manager,
Falcon’s Association.

Subject: Meeting Appointment for Job

Dear Sir,

I hope to find you hearty enough. I ‘Jimmy Kin’ have applied for the vacancy of Communication Officer in your prestigious organization. I have provided my Curriculum Vitae and other testimonials before and I received call and It was told that I have to wait till meeting appointment letter. Currently, I have not got any response from your side.

I fall on the requirement criteria mentioned by you. I consider that a chance of meeting would be good enough as I am eager to join your organization and by meeting I will be able to further elaborate my personality. I shall be looking forward to you.

Sincerely,

Eva James.

Sample Meeting Appointment Email

Dear Raheel Ahmed Sahib, ASSALAM-0-ALAIKUM

Hope this finds you in the best of health. I am extremely grateful to you for supporting the cause of special children of Roshni Association. We are pleased to acknowledge receipt of your kind & generous contribution towards the welfare of these heavenly souls.

Further to our discussions in Pearl Continental on 15^th February 2015, we would like to request you for a meeting, during 1st week March on any convenient day, sparing some time from your very busy schedule. I am currently in Saudi Arabia for performing Umrah returning to Pakistan during 1^st Week of March InshaAllah.

May Allah be pleased with you for caring for the welfare of special children.

With Regards,

Short Email for Meeting Appointment

Hope you are doing good. This is president of the Irtiqa society of SICAS. We recently had some Rising Sun representatives visit our school and leave some materials such as ticket books standees envelops documentary etc. I am unable to contact the specific people therefore I would like to notify them that we have begun their fundraising campaign from the past Monday and it would be appreciated if they contact me on my cell number and arrange a propermeeting for further assistance. I have great ideas for your organization, kindly visit SICAS in order to be given the feedback. Thank you.

Your Sincerely,

Muneeb Ahmed

Sample Email for Lawyer Meeting Appointment

To
Mr A.K Awan
Advocate
1331, Fane Road, CDE

Dear Sir,

I shall like to consult you at your office in connection with a case that, I want to institute against a party not paying back my loan.
I shall be obliged if you will inform me about the meeting time and day when I may consult you. Expecting to get an early reply.

Yours Faithfully,
Rehan Associates
Phone No: 043-45672345

Email Request for Doctor Meeting Appointment

Dr.Nusrullah Khan
Model Town Lahore.

Dear Sir,

With reference of Dr Qadeer Khan, I shall like to consult you at your clinic concerning a stomach ailment(disease).
I shall be grateful if you will inform me at the earliest by telephone or by post the meeting time and day when I can consult you.

Yours Faithfully,
Rehan Raja
Phone No: 042-3456789

Easy Format of Letter for Meeting Appointment

Mrs. Saneha Singh
HR Manager,
ABC Limited.

Subject: Request for Meeting Appointment

Dear Madam,

Hope to find you hale and hearty. I am writing to inform you that as per our telephonic conversation I had emailed you my resume and documents for apprenticeship. As you have confirmed me now, moving on to next step I think so that a meeting would be worthwhile so that I may discuss all the things including timings, schedules and project details. Whenever, you feel easy give me the time of meeting. I shall be highly beholden for this.

Thanking you in anticipation.

Sincerely,

Meghna Parek
Contact:000-000-000.

Meeting Request letter for New Business Project

Available Time Slot For Meeting Email Template Free

To,
The Managing Director,
Rhodes and Schwarz Company,
West Avenue, Germany.

Subject: Meeting Request for New Business Project

Dear Sir,

I am the Sales Director of National Arms Company and I met you at the Business Conference or Event last month. A representative of our sales team, Mr. Skinner,will be in Ontario between 15 th February and 27 th February and would like to meet you on any of those days for 20 minutes if possible between 10am – 12pm.

The person entitled has done research on your company and believes he has a reciprocally beneficial business scheme he would like to thrash out with you as new venture between us.

Would it be fitting for you, or someone you entrust, to meet Mr. Skinner on one of these days? I will call you in a few days to discuss any details or questions you may have and arrange a substitute time if essential.

Yours Sincerely,
Mr. Caesar King,
7 th February, 2016

Sample Request of meeting Via Email

In this world of electronic media dates of meeting are fixed via email and it is the easiest way to approach anyone for any purpose.

Sample Request of meeting Via Email

To: aced 3$41@live.com

My dear Anaya Singh.

How are you my dearest friend? I hope you will be fine. I am your friend, no doubt but I am your co-partner in business arcade as well. The purpose of writing this letter is too fold: one is my invitation to you for my birthday party and the second is to decide certain policies. For the upcoming products of our company. Officially, I am inviting you for this meeting on Monday 15 th august 2017 at 4:00 pm sharp. Don’t forget to bring my present for the birthday (on
serious notes). Looking forward to your arrival and can’t want to see you after such a long time! Love you loads and miss you.
Regards,
Ms. Sahsma Rai,
2 nd August, 2017

Available Time Slot For Meeting Email Template Printable