By Indeed Editorial Team
Published 8 November 2021
Scheduling appointments through email is a convenient way to make plans in the workplace. Sending a confirmation reply allows both you and the other person to verify that you have accurate details about upcoming meetings and coordinate your schedules. Learning what to include in a professional email confirmation can help you organise your email correspondence and become a more effective communicator. In this article, we explain how to reply to an email to confirm an appointment and provide multiple examples for different scenarios.
How to reply to an email to confirm an appointment
Here are the basic steps on how to reply to an email to confirm an appointment:
1. Adjust the subject line
When replying to an email to verify appointment information, consider updating the subject line of the email thread. This isn't always necessary, but it can be helpful to alert the recipient of the focus of your reply. Changing the subject line is especially helpful if you had an extended discussion through email and the initial topic wasn't related to planning an appointment. Use the abbreviation RE: which means reference, to indicate the appointment you're referring to.
For example, you and a colleague may have a conversation over email to discuss a project with the subject line Meadowbrook Account Project. As the discussion continues, you decide to schedule an appointment to meet in person and have an in-depth presentation. When you reply to confirm the details, you may adjust the subject line to say RE: Project planning appointment confirmation.
Related: [Email Etiquette: The Professional Business Email Format](https://hk.indeed.com/career-advice/career-development/email-format)
2. Address the recipient
Begin the email by addressing the recipient by their name. Even if you had an ongoing discussion before your reply, it's polite to start with an official greeting. Mentioning the recipient's name is important for confirming an appointment because it helps you confirm that the correct person is reading the email and verifying your appointment. You can reference their signature in previous emails to determine whether to use their first name or a last name with an honorific like Mrs, Mr or Dr.
Related: [How to Start an Email Professionally (With Tips and Examples)](https://hk.indeed.com/career-advice/career-development/how-to-start-an-email)
3. Acknowledge their statement
In the body of the email, start by acknowledging any previous communications. When confirming an appointment through an email reply, it's polite to continue the conversation by referencing something the other person said in their previous email. This shows that you read their message and simply want to be thorough by confirming. For example, if they invited you to an interview in their email, you can start your reply by thanking them for the opportunity or mentioning that you're excited to discuss the position.
4. State the time of the appointment
Explain that you would like to confirm the details of the appointment, then list the date and time that you have on your schedule. This provides the recipient with an opportunity to correct you if you have inaccurate information or to suggest a different time if they have a conflict and want to reschedule. Ensure that you're both referencing the same appointment time by specifying the day of the week, the date, the month and whether you're meeting in the morning or afternoon.
For example, confirming that an appointment is on Friday may leave the possibility for confusion. Specifying that the appointment is on Friday, December 10th ensures that you both have the correct date. This also creates a detailed record in your email that you can reference later.
5. Reference the topic of the appointment
When confirming your appointment, briefly mention the subject of the meeting. This helps you remain organised and remember the purpose of each appointment on your calendar. If you reference your emails later to verify dates and times, you can quickly remember who you're meeting with and what you're planning to discuss. It also helps the other person remember who you are and track their own obligations.
6. Review details about the location
If you're meeting in person, confirm information about the location of the appointment. This includes the address, room number, directions and parking information, if relevant. You can also use the email confirmation as an opportunity to ask for more details if you have any questions about the appointment location or what to bring to the meeting.
7. Provide your contact information
Near the end of your reply, share your contact information. Although the recipient already has your email, it's useful to include a phone number or other alternate contact method if they have a last-minute change in the appointment. This gives them an easy way to either verify that you have the correct information or contact you and provide you with accurate details.
8. Ask for a response if necessary
Depending on the situation, you may want to ask the recipient to reply and confirm the details of your appointment. If they recently send the initial information, this may not be necessary. In situations where you planned the appointment or a significant amount of time passed since your initial plans, it may be helpful to receive verification from the other person. Ask them to respond and verify their attendance, then sign the message with your name.
Related: [Guide to Replying to an Email Professionally (With Examples)](https://hk.indeed.com/career-advice/career-development/replying-to-an-email)
Email confirmation reply template
Here are two templates you can use when responding to emails as a way to confirm appointments:
Confirming an appointment you scheduled
Sometimes when you plan appointments, you send replies to remind others about the meeting or to verify the details. Here's a template you can use as a reply to confirm appointments that you scheduled:
Subject: Details for appointment on [date]
Thank you for writing to confirm our appointment regarding [topic]. I have you scheduled on the calendar on [date] at [time] at [location]. Please contact me at [phone number] or [email address] if you have any questions before the meeting. I appreciate your timely attendance at this appointment.
Confirming an appointment another person scheduled
If another person scheduled the appointment and you want to confirm that the details you have are correct, try using this template as a guide:
Subject: Confirming appointment on [date]
I appreciate the invitation to [purpose of the appointment]. I'm confirming our appointment on [date] at [time] to discuss [topic]. I currently have the meeting place scheduled at [location]. If you want to reach me to adjust our appointment or change any of these details, please call me at [phone number]. I look forward to meeting you on [date].
Example email confirmation replies
Here are a few sample replies confirming appointments in various professional situations:
Confirming an interview
Here's an example interview appointment confirmation letter:
Dear Ms Huang,
Thank you for inviting me to interview for a position and sending materials to review. I'd like to verify that my interview time is at 2:00 on Thursday, December 2nd in the Opal Conference Room at Westlight Innovations. Please reply to this email to either confirm these details or provide me with updated information. You can also call me on 5555 5555. I'm excited to meet you in person and talk more about my future with your team.
Related: [Email Examples: How to Respond to an Employer Interview Request](https://hk.indeed.com/career-advice/finding-a-job/email-examples-how-to-respond-to-interview-request)
Verifying a team meeting
Here's a confirmation email example to verify a team meeting:
Thank you for following up about our upcoming team meeting to discuss the new design department assignments. The appointment is scheduled in the auditorium at 10:30 a.m on Wednesday, October 27th. Please bring your laptop, a blank notepad and a pencil to prepare. You can email me or visit me in my office if you have any questions.
Choosing from multiple appointment times
Here's an example email that allows the recipient to choose between multiple appointment times:
I'm excited about the opportunity to meet with you to discuss this project. Of the times you provided, 11:15 a.m. on Tuesday, the 18th is best for my schedule. Is this appointment time still available? If so, please reply to verify and I'll see you then at your office. If any of these details change, please call my phone at 5555 5555 so we can adjust the meeting. Thanks for your prompt attention to this matter.
Confirming on behalf of another person
Here's an email example that confirms an appointment on behalf of another person:
Dear Ms Tso,
That time works great. Mrs Ye will see you in her office at 4:30 p.m. on Friday, February 18th, for your intake appointment. I attached directions and parking details to this email. If you require any assistance before the appointment, I am happy to assist with all correspondence on behalf of Mrs Ye. My number is 5555 5555 and my email is email@example.com. We look forward to welcoming you as a new client.
Reply as an appointment reminder
Here's an example of an appointment reminder email:
As a reminder regarding my previous email in this thread, we have an upcoming appointment on Wednesday, January 19th at 2:45 p.m. The conference room is closed, so the new location is the meeting room on the ground floor. I'm excited to collaborate on this assignment.
Email confirmation reply template
Dear [Name], Thank you for writing to confirm our appointment regarding [topic]. I have you scheduled on the calendar on [date] at [time] at [location]. Please contact me at [phone number] or [email address] if you have any questions before the meeting.
[FORMAL FIRST NAME], thanks for scheduling a [TYPE] appointment at [BUSINESS NAME]. We're looking forward to serving you [DATE / TIME]. If this is correct, please text CONFIRM. If you need to cancel or reschedule your appointment, please call this number directly.How do I write a professional confirmation email? ›
- Specify the recipients. Add the email addresses of the recipient or recipients in the email address bar. ...
- Write a subject line. ...
- Craft a greeting. ...
- State the purpose of the email. ...
- List the details. ...
- Request additional information. ...
- Ask questions. ...
- Express gratitude.
I'm delighted to hear from you. I am available for the interview on [...] at [...] as scheduled by you, and I look forward to meeting with you. Please let me know if you need any additional information from me. Thank you.