Meetings and appointments are a part of one’s work life, and getting to them on time is vital. It is crucial to confirm meetings so that both parties have no doubts about the time and place where the meeting will take place.
Sending an email and replying to it is one of the best ways to confirm a meeting, as all the parties involved have them in written format.
The email can also be used in the future for references, especially if the meeting takes place in a few days or weeks. Hence, it is imperative to be accurate about all the details one includes in the meeting.
However, knowing what to include in a professional email is essential to confirm a meeting. This knowledge will also show that you are good at communication, and writing an email to confirm shows you know how to maintain professional decorum.
Once you reply to an email confirming the meeting, the other party knows that you will be coming for the meeting and can make the rest of the arrangements accordingly.
Points to Consider While Replying to Confirm a Meeting
Worried about how to reply email for meeting confirmation? While writing an email to confirm a meeting may not seem big, how many people still get it wrong is incredible. Here are some things to help you write a confirmation email more effectively.
1. Change the Subject
If you are particular about details, then this one is for you. Usually, replying in the same thread of the email in which you received the invitation for the meeting is the norm. However, while the first email’s subject line would say that you are requested to come to the meeting, you can change the subject and adjust it while replying.
Use the “RE:” as it refers to the thread, but you can change the subject to confirming the meeting. This will allow the recipient to look at the issue and realize at first glance that you will be present for the meeting.
2. Address the Various Parties Concerned
Your meeting could be with one person or multiple people at the organization. Referring to all of them individually is a polite way to acknowledge them.
Also, when you mention their names, it becomes clear whom you are referring to. Addressing is particularly important if, along with the confirmation, you also need to discuss some other aspects of the meeting and there are different points for the various parties.
If you want to keep things formal, you can also use Mr. or Mrs. or other suitable honorifics, along with their surnames.
3. Continue the Conversation
Instead of simply dropping a line that you would be present for the meeting, it is polite to write the email in such a way as if you are continuing the conversation. You can refer to something that has been said in the previous email, and this can be important because it shows that you have gone through the entire email.
Moreover, it is also an excellent way to clear any doubts regarding the meeting. For example, if the meeting is an interview, you could thank the recruiter and confirm you will be there. And then you can also mention that you are excited to meet them and talk about the position.
4. Confirming the Date and Time
Confirmation of the date and time is the most critical aspect of the confirmation email. Rather than simply saying that you will be present for the meeting, mention the date and time of the interview from your end as well. Doing this will allow the initial sender to double-check all the details and make sure they can make any changes if they have to.
Both parties referencing the same date, time, and venue cement the details, and there is no scope for confusion later. This is especially important if various parties are involved or a string of meetings have been lined up in the future. This also allows all the parties to make the necessary arrangements before the meeting.
5. Confirm What You Will Bring
Depending on the purpose of the meeting, you can also confirm what you will bring to the meeting with you. It could be some important documents or papers, some plans, or you could be making a presentation.
You can mention it so that the recipient knows your role in the meeting and will come prepared accordingly.
6. Refer to the Topic for the Meeting
Meetings take place with an agenda, and various aspects can be discussed. Mentioning them briefly under bullets leaves no one in doubt about the points discussed in the meeting.
Suppose there are any last-minute additions to the meeting circle. In that case, you can also forward the email to them, and they can quickly go through and read about the various points. It also helps you to organize the meeting accordingly and use it as a reference to prepare the meeting minutes later.
7. Provide All Contact Information
While you received the email because the sender already has your email address, providing your contact details, like phone numbers and alternate email, is still a good idea. This is because the email’s sender might try to reach you directly in case there are any last-minute changes to the meeting.
Moreover, sometimes there are sudden changes in the roles, and the person to whom you spoke initially about the meeting might be replaced by someone else. Providing your contact details will allow them to get in touch if required.
8. Ask for a Verification, If Needed
If you are dealing with sensitive information, or if the meeting is to be held sometime in the future, you could ask to verify the details if needed. This also serves as a reminder if the meeting occurs sometime later.
You could ask them to send an email before the meeting to confirm that it would be on as planned.
Important Points to Remember While Replying to Confirm a Meeting
Keep the email brief. Your purpose is to confirm your attendance and check the date and time. Do not go into details apart from covering some of the points discussed in the meeting in bullets.
- Be aware of who is calling the meeting and the purpose of the meeting.
- Make sure you know about all the people who will attend the meeting.
- Check your calendar and block the dates and times of the meeting. Set the alarm so you do not forget or miss it.
- Start putting all papers and documents in place for the meeting. That way, you can avoid any last-moment rush.
- Read the invitation email carefully and check if the sender has assigned you any responsibilities for the meeting. You can clear your doubts when you send the confirmation email.
Examples of Replying to an Email to Confirm a Meeting
Here are some examples to help you reply and send a confirmation email to an invitation for a meeting. You may customize the email according to your convenience and circumstances.
Subject: RE: Project Management Meeting ConfirmationHi Steve,
I received your email for the meeting scheduled for 4th August 2022 at 4:00 pm. I confirm that I will be there for the meeting.
I am supposed to make a presentation myself on the new tools we would be introducing to the team to make the projects even better.
Hope to see you all there.
Subject: RE: Confirming the Meeting on 5th MayHi Jacob,
I hope you are well.
Thank you for inviting me to the meeting on 5th May 2021 at 3:00 pm. It would be an excellent way to get to know the team.
I am also looking forward to understanding the techniques that have been recently adopted by the organization and how they can help us draw more clients.
I am looking forward to meeting and learning from you all.
Subject: RE: Staff meeting confirmationHi Maria,
Thank you for inviting me to the staff meeting on 4th June 2022, and 10:00 am. I was looking forward to the meeting myself as I heard that many employees were filing grievances, and it was time we addressed them.
I will bring copies of the employee rule book and benefits portfolio to the meeting. We will be able to improve on them after we have spoken to everyone.
I hope you are having a great day. See you at the meeting.
Subject: RE: Confirming attendance for an executive meeting on 8th AprilHi Jackson,
Thank you for inviting me to the meeting on 8th April 2022 at 11:00 am. I will be there.
I was looking forward to the meeting myself as I wanted to clear some points about:
• Client retention
• Customer engagement
• New staff policy
• Leave and benefits updates
Hopefully, we will cover these aspects in the meeting and streamline everything for the better. See you at the meeting.
Confirming an email is not difficult, but since it looks deceptively simple, you could oversimplify it without being aware of it. You can use the confirmation email fine tune many aspects of the interview. While sending the email, try to make sure that you have all the details down correctly.
Once you send the email, you must do the needful from your end and ensure you do not miss the interview.
If you have to cancel the meeting at the last moment or feel you cannot attend, make sure you apologize and send an email informing the other parties about your absence so that they can prepare accordingly. This would be the right thing to do.