Confirm an Appointment, Meeting, or Interview

It was good to make your acquaintance last week. We look forward to meeting with you again on Monday, January 3, at 9:00 a.m. to discuss the terms of our licensing agreement. We will meet in John Doe's office at 1600 Main Street.

Until then, please call Jane, our administrative assistant, at 555-5555 if you need more information. We are optimistic about what we can accomplish together.

Letter #2

As I mentioned at our lunch meeting, we plan to hold a meeting in January for anyone interested in employment at Doe International. It will be at 11:00 a.m. on January 5, in the auditorium of Building Q on the Springfield Campus. Representatives from each hiring division will be present to answer questions. Please bring an updated resume and a list of references. We look forward to seeing you there.

Letter #3

I am writing to confirm my appointment with you made over the phone the other day. We agreed meet in your office on May 6, at 9:30 p.m. Please complete the fact finder I have enclosed so that our meeting will be productive. If you have any question regarding our appointment or the fact finder, please call me.

I look forward to meeting you.

Letter #4

Thank you for taking time from your busy schedule to meet with me next Monday, May 12. Any advice you can give me as I make decisions about my career will be very helpful. I will meet you at 10:00 a.m. in your office. Please contact me at 555-5555, if we need to change the time.

How to Write this Confirmation Letter: Expert Tips and Guidelines

It is wise to confirm an agreement in writing to ensure that all parties share the same understanding, and that you have a written record for future reference. A letter of confirmation accomplishes this end, as it reviews the details of the agreement.

Steps

Refer to your last contact with your reader, if appropriate.
Confirm that the meeting or appointment will take place, and review any pertinent details (time, place, etc.), as necessary.
Add any other special information, if necessary, and end with a pleasant comment.

Write Your confirmation in Minutes: Easy Step-by-Step Guide with Sample Sentences and Phrases

1 Refer to your last contact with your reader, if appropriate.

Sample Sentences for Step 1

Thank you for making time in your schedule to meet with me on Monday.
Remember our discussion last week about how fantastic it would be to arrange for you and me to take Jane out to dinner and pitch our book idea? Well, she was in our office today, and I proposed that we do exactly that, and she agreed! Below are the details of our dinner reservations:
On Friday, November 14 we discussed on the phone the possibility of meeting to go over the Doe Project.
I enjoyed speaking with you this morning about the Doe Contract, and I look forward to our meeting on Monday.
As is usual for this time of year, we need to schedule your performance review interview with John Doe, our office performance evaluator.

Key Phrases for Step 1

as we discussed
as we agreed
confirm our arrangement
confirm our appointment
enjoyed our discussion about
enjoyed speaking with you
have been giving some thought to your
glad you can join us at
if your schedule permits
look forward to
taking time out of your busy schedule to
meeting will take place on
our discussion about
proposed that we
thank you for agreeing to
the date and time for our
to our meeting on
to iron out the details
to follow up on
to our interview on
to meet with me on
took the liberty of
wish to confirm

2 Confirm that the meeting or appointment will take place, and review any pertinent details (time, place, etc.), as necessary.

Sample Sentences for Step 2

As we agreed yesterday, I will meet you in the front of the coffee shop at 12:30 p.m. on Wednesday.
We will hold next week's brown bag meeting in Jane Doe's office, rather than in the conference room.
We have organized the meeting, and I want to remind you that you are invited. I am sure everyone here at the firm would like to hear your opinion on this project. John is especially interested in your marketing plan. Below are the details of the meeting:
- time: 4:00 p.m., Monday, July 24
- place: the Green Room in the Doe Suites
I have written in my daily planner that our interview will be at 4:00 p.m. on July 24, in your office on 1600 Main Street. Please correct me if this schedule is wrong.
Remember our meeting on July 24, 2019, at 3:00 p.m.
I want to confirm our appointment that we scheduled for Monday. As you requested, I will be at your office at noon with a copy of the proposal. John and Jane Doe will also attend.
Your interview is scheduled for Friday, October 23, 2019, from 1:15 p.m. to 1:30 p.m.

Key Phrases for Step 2

as you requested
as we agreed
confirm our revised deadline
confirming our appointment on
draft of the agenda
eager to discuss
enclosed is a summary of
have organized a meeting for
have arranged for Mr. Doe to attend
interview is scheduled for
is scheduled for
is planning to attend
let me know if
look forward to
our interview will be at
prior to the meeting
to confirm our meeting scheduled on
to continuing our discussion on
to seeing you again
to confirm the arrangements for
to exploring the subject at greater length
trust this time will be convenient for you
unless I hear from you
want to make sure that
want to remind you that
will be able to attend
will be at your office at
will be prepared to
will also attend
will be very interested in
will be attending our

3 Add any other special information, if necessary, and end with a pleasant comment.

Sample Sentences for Step 3

Please let me know if this will work for you. If we don't move now, I don't think we will get the chance to talk to her again. Best wishes.
Please let me know right away if you will be unable to attend. I hope to see you there.
I am looking forward to meeting you, and am eager to discuss my proposal.
John asked me to remind everyone that staff meetings will be held in the south conference room until the remodeling in the Gold Room has been completed. Apparently, there was some confusion last week.
Please let me know as soon as possible whether you will make it to the meeting. My number is 555-5555. I hope for Jane's sake that you can make it.
I plan to take a closer look at the demo program you have prepared. I will have my laptop handy, so please bring a disk.
I trust this time is convenient for you. If not, please call me so we can reschedule the meeting.
By the way, it's your turn on the "bring the food" rotation. John said pizza would be nice.

Key Phrases for Step 3

am looking forward to
be ready to comment on
come prepared to
eager to discuss your
enclosed is a summary of
for being so flexible
for your willingness to
hearing your views on
hope that you can make it
hope to see you there
if necessary, we will reschedule
if you have any questions about
if you would like to add anything
if you will be unable to attend
let me know
plan to take a closer look at
please remember to bring
please call me
please bring a
thank you for
to remind everyone that
to meeting with you
whether you will attend
will be focusing