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Sample letter for meeting confirmation

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Sample letter for meeting confirmation
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This sample letter is a format for confirming an appointment or interview by HR to potential employees. It can be used by the HR department/management of a.

Meeting Attendance Confirmation Email

How to confirm a meeting by email?

  • Step One: Meeting Request Acknowledgement:

    This is typically required only if you want to reply to a meeting request. It serves as a great email introduction.

    Use simple sentences such as: "I received the meeting request that you sent on ...." or "This is a reply to the meeting that you requested on ...".

  • Step 2: Thank them for their interest:

    Unless the meeting is an internal one or you already know the person, it is good practice to thank them for their interest in meeting you. It is considered standard business etiquette.

    Needless to say, you only have to thank them in the first response. If this is not your first reply, then skip this part.

    Example sentence: "Thank you for the meeting request. I appreciate your interest in meeting me to discuss...."

  • Step 3: The Confirmation Statement:

    The most important part of the whole email. Confirm your attendance to the meeting using your favourite affirmative phrase.

    Mention the date and the time to be on the safe side and to avoid confusion. The simple "I confirm my attendance to the meeting at [location] on [date and time]" will do just fine.

  • Step 4: Request for a confirmation from the other party

    If you are replying to a confirmation email, then skip this step. You only need to ask for the other person's attendance confirmation if they haven't already done so.

Confirming meeting by Text or SMS

In situations where email confirmations don't apply, a somewhat informal and shorter version may be needed.

When is it ok to confirm a meeting by text?


  • The meeting agreement was verbal.
  • You know the person whom you are about to meet fairly enough.
  • The meeting itself is not formal.
  • You don't have access to email.

Here is a simple template:

"Dear John, just want to confirm our meeting at 12 PM today. Looking forward to seeing you."

Meeting confirmation request. How to ask someone to confirm their attendance to a meeting?

  • Remind them that a meeting has been scheduled.

  • Mention the date, time, and location.

  • Ask them to confirm their attendance within a time frame. For example: " I appreciate that you reply to this email or call to confirm the meeting no later than 12 PM so that we can make the proper arrangement". More examples below.


Meeting Confirmation Letter / Email

I am writing to confirm your meeting with [person or group of people] on [date] at [location]. If you require any assistance in finding the location please contact [me, us] on [phone number, email]. I genuinely appreciate a prompt confirmation from your side. Looking forward to meeting you there.

Meeting Confirmation Email

I would like to confirm our meeting [tomorrow] at [time]. I appreciate your acknowledgment to the same. Looking forward to meet you.

Replying to meeting request with positive confirmation

This email is to confirm our meeting [tomorrow] at [time]. If for any reason you were unable to make it, I appreciate an early notice, otherwise I hope to see you then.

Meeting Confirmation Email

I am sending you this email to confirm our meeting [tomorrow] at [time]. I appreciate a similar confirmation from your side so that we are both on the same page. Looking forward to meeting you.

How to Confirm a Meeting Attendance via Email

1) Title your email properly possibly with "Meeting Confirmation"

2) Re-mention the date, time, and location of the meeting so that there is no chance of confusion.

3) Request the other side to confirm the meeting as well except for confirmation replies.

Example:
-----------


Dear [Person Name],

With reference to our meeting at [location] on [meeting date and time], I am confirming my attendance as agreed and hope I am not asking for too much if I ask you to confirm yours as well. Looking forward to seeing you soon.

Best Regards







How to Reply to Meeting Attendance Confirmation Email

Dear [Recipient Name],

Thank you for confirming your attendance to the meeting at the date and time mentioned below. I also confirm my availability for the meeting and look forward to seeing you soon.

Best Regards


Meeting Attendance Confirmation Email by Secretary

Dear [Mr. John],

My name is [_____] and I am contacting you on behalf of [Mr. Boss] to confirm his attendance at the meeting that is scheduled tomorrow at 5 PM. I appreciate a similar confirmation from your side at your earliest convenience to make sure that [Mr. Boss] is available and ready to meet you. If you wish to cancel or reschedule, please inform me immediately so that I can make the necessary adjustments.

Looking forward to your response.

Best Regards

Meeting Availability Confirmation Message

Dear [Recipient Name],

I writing you this message to confirm my availability for tomorrow's meeting as agreed before. I appreciate if you could do the same and confirm your attendance as well. If you wish to cancel to reschedule then, please inform me ASAP and will agree on another date.

Thank you and looking forward to seeing to seeing you.

Regards

Reply to Meeting Appointment Request Email Sample

Dear [Recipient Name],

Thank you for email and the meeting request.

I would be more than delighted to meet you and discuss [some topic]; however, I will not be available on 13 March and would like to reschedule the meeting to the 15th if that is ok with you.

Looking forward to your reply and your confirmation to the new date and time.

Best Regards

How to Agree and Confirm Meeting Date and Time

1) Express your intent to meet someone

2) Explain the reasons for why you want to meet them

3) Propose a date and time

4) Offer the other person the opportunity to change the proposed date and time.

5) Request from the other person a confirmation of the proposed date and time.

Meeting Confirmation Letter / Email

I would like to confirm our meeting that was scheduled on [date]. We shall meet at [location] as decided before. Looking forward to meeting you there.

Meeting Confirmation Letter / Email

I am writing to confirm my meeting with [person or group of people] which was scheduled on [date] at [location]. I genuinely appreciate a prompt confirmation from your side.






Letter of Confirmation. To whom it may concern. I hereby confirm that (name of the student) .

Free Samples of Meeting Confirmation Letters: Microsoft Word Downloads

sample letter for meeting confirmation

To,

Davidson Mark

Manager

The Fortune Enterprises Limited

Bradford

UK

2nd May 2014

Subject: Formal meeting confirmation letter

Dear Mr. Mark,

I am writing this letter on behalf of the manager of The Glow Enterprises Limited, Mr Franz Darwin. This letter is in reference to the telephonic conversation that you had with him yesterday, regarding the schedule of the formal meeting. I am writing to confirm you that Mr. Franz Harry would be meeting for the discussion of the business proposal with you.

With this formal meeting confirmation letter, please be informed that, the meeting is scheduled for 3rd May 2014, at 9:00 AM. The decided venue for the formal meeting to be held is The Glory Conference Hall, located at Victoria Street. The meeting is scheduled so as to discuss the importance and the procedures of the business proposal, which has been recently approved by both the parties. Representatives and members from either of the companies are welcomed to ask relevant questions and proceed with the business proposal functionality.

We are optimistic that this formal meeting would be beneficial to both the parties and together, we can make positive contributions towards the business proposal. We hope that you are comfortable with the date and venue of the formal meeting. If you wish to state any changes in the venue or the timings, please inform us as soon as possible. We look forward to meet you tomorrow and discuss mutually. Please feel free to contact on 4949394, for any queries or information.

Thanking you!

Sincerely,

Bob Joe

Assistant Manager

The Glow Enterprises Limited

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go home

I am writing to confirm your appointment with our HR manager, Mrs Sofia Aronov. At the end of your email, you can say I/We look forward to meeting/hearing.

sample mail after meeting for confirmation

sample letter for meeting confirmation

Getting a response from an employer concerning a job application is one of the highlights of job hunting. Similarly, getting an interview confirmation email from either the employer or applicant is essential in the hiring process. Generally, confirmation emails play an integral role during the hiring process.

For employers, after sending an interview request email, it is always important to send a confirmation email, confirming the date, time, and venue of the scheduled interviews. Otherwise, you may risk losing potential employee talent.

On the other hand, it’s always a good idea for candidates to respond to interview invitation emails, even if they’ve confirmed their attendance by speaking to the hiring manager or HR representatives on the phone. Ideally, the best time to send an interview confirmation email is after the candidate has received an interview invitation. However, in some cases, in the interview invitation email, the hiring manager may indicate their intention to send a confirmation email to you. Therefore, there will be no need for the candidate to send one.

Table of contents

    1. What to include in an interview confirmation email
    2. Template for interview confirmation emails from employer to the candidate
    3. Template for interview confirmation emails from candidate to employer

What to include in an interview confirmation email

Generally, these emails aim to confirm the availability of either party during a certain time and date to schedule an interview. Alternatively, the emails can act as reminders for either the hiring manager or candidate if an interview has been scheduled a while back. The information below should be included:

Subject Line

In this section, include the job title and candidate’s name/Company name and the job title. For instance:

  • Confirmation for interview for the [job title] position- [Candidate’s name]
  • Confirmation for interview- [company name] for the [job title] position.

State your reasons for writing

Start the email by stating your reasons for writing. You can begin by demonstrating gratitude:

  • “Thank you for the opportunity…”
  • “I’m writing to confirm the interview details…”
  • “Thank you for your invitation to interview with [company name] …”

Thank You

Ensure you thank the recipient of the email for the chance to interview.

Requests

While it’s always essential for candidates to bring several copies of their resume and other supporting documents, such as reference letters, some companies may require additional documents such as portfolios, social security card or work samples. Depending on the person sending the email, whether the recruiter or candidate, ensure you address this section accordingly.

Template for interview confirmation emails from employer to the candidate

Maintaining fluid communication throughout the hiring and recruitment process is vital to improving the company’s hiring process, providing an enhanced candidate experience, and making the whole process more comfortable and productive. As such, sending a confirmation email to candidates to schedule interviews is part of the process. For employers, sending an interview confirmation email is vital since it ensures the clarification of details concerning the planned meeting. These details include:

  • When: date, time and approximate duration of the meeting
  • Where: directions, requirements to enter the building as a visitor, and parking information
  • Who: name(s) and position(s) of the interviewer(s) and matters that will be discussed during the interview

Utilize the templates below to help you craft an effective confirmation email to send to candidates:

Sample 1

Subject Line: Interview with [company name] for the [job title] position

Dear [candidate name],

I am writing to confirm your interview for the [job title] position. During the interview, we’ll have the chance to [mention topics you wish to discuss with the candidate, e.g., their qualifications, previous work, an assignment you may have given candidates, etc] and get to know you better.

The interview is scheduled for [date and time, e.g. Monday, January 6th, at 2 p.m.]-the estimated duration is [duration of the meeting, e.g., 45] minutes.

The interview will be conducted at [full address of the location where the meeting will take place from, e.g. 123 Business Street, 1st floor, New York, NY 54321. Additionally, you can include a link or screenshot of the specific location on the map and directions].

The interview will be conducted by [name and title of the interviewer, e.g. William Smith, one of our HR representative].

Kindly carry your [ mention things the candidate is required to carry, e.g. Identification card as it’ll be needed at the front desk]. Additionally, if you plan to drive, note that there is a parking lot opposite our offices that you may use.

Please don’t hesitate to contact me via email or at [include your phone number] in case of anything.

I look forward to meeting with you and discussing this job opportunity at [company name].

Kind regards,

[Your name]

[Signature]

Sample 2

Subject Line: Interview with [company name] for the [job title] position

Dear [candidate name],

I am writing regarding confirmation of the date and time of your job interview for [job title] position at [company name].

The objective of this interview is for [company name] to get to know you better, [and discuss the assignment, goals and career path, skills, experiences, and expectations] to determine if this position aligns with your goals or career path, and is the best fit for you.

Below are the interview details:

[Date and time]

[Location/directions/pinpoint map location]

[interviewers’ names and job title]

[Additional instructions/requests]

Please do not hesitate to contact me if you have any questions. We are looking forward to meeting with you and discussing the position further.

Kind regards,

[Your name]

[Signature]

Template for interview confirmation emails from candidate to employer

Ideally, getting a response from an employer for your job application is the icing on the cake when it comes to job searching. Therefore, when a recruiter responds to your job application with an interview request, you want to get back to them as soon as possible. When writing these emails, ensure you start by showing appreciation to the hiring manager for considering you for the position. Additionally, if you are interested in the job, provide details of your availability together with your contact information. However, if you aren’t interested in the job anymore, consider sending a polite and brief explanatory message.

In the interview request response, ensure you maintain a professional and upbeat tone, as well as proofread your email for any typos or grammatical errors before you send.

Below are sample templates you can use to create the best impression on your potential employer before the actual interview.

Sample 1

Subject line: Interview confirmation [job title] position [Your (candidate’s) name]

Dear [hiring manager],

I highly appreciate your consideration and the invitation to interview for the [job title] position at [company name]. I am available this [ date and time, e.g. Tuesday at 11 a.m.], and I look forward to meeting with you and discussing the position further.

Please do not hesitate to contact me if you need any additional information before our meeting on [Tuesday] at your offices.

Sincerely,

[Candidate’s name]

[phone number]

Sample 2: If an employer requests you to call/email their offices to schedule an interview

Subject line: Interview confirmation [job title] position [Your (candidate’s) name]

Dear [hiring manager],

Thank you for considering me for the [job title] position at [company name]. As per your request, I will call/ email [contact person’s name] tomorrow in the morning to arrange for an interview.

I look forward to speaking with you and other members of your team. Kindly let me know if you need any additional information.

Kind regards,

[Candidate’s name]

[phone number]

Sample 3: If the employer requires you to perform an assignment

In some cases, an employer may require you to complete an assignment, answer follow-up interview questions, so that you can discuss it during your interview. These questions mainly revolve around:

  • Salary expectations
  • Candidate’s career path or goals
  • Skills, qualifications, and experience
  • Company related information

Subject line: Interview confirmation [job title] position [Your (candidate’s) name]

Dear [hiring manager],

I highly appreciate you for considering me for the [job title] position at [company name]. Below is an outline of my responses to your questions.

[Insert specific answers to the questions you had been asked]

I am thankful for this opportunity to provide additional information, and I look forward to speaking with you soon.

Sincerely,

[candidate’s name]

[Phone number]

Sample 4

Subject line: Interview confirmation [job title] position [Your (candidate’s) name]

Dear [hiring manager],

I appreciate the time you took from your busy schedule to speak with me on the phone [include the time when you were called e.g. earlier today]. Thank you very much for considering me for the [job title] position at [company name]. I am very excited and looking forward to our meeting scheduled for [date and time].

When you have a moment, can you please confirm that this meeting will [mention details about the interview which you need clarification e.g., venue, duration of the interview, who’ll be interviewing you, etc.]

I am confident that my [mention your area of expertise and how your experience makes you the ideal candidate]. I look forward to discussing the position further and sharing my passion for and skills in [job title] with your establishment.

Kindly contact me if you need any further information before the interview.

Kind regards,

[Candidate’s name]

[email address]

[Phone number

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We can provide you with confirmation letter samples and other Sample Letter templates which you may use for different Meeting Confirmation Letter Template.

sample letter for meeting confirmation
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