How to Write Emails for Informing the Boss that an Appointment is Fixed (With Samples)

The boss! Your boss, that is what he is.

This means he probably has little time to keep all his appointments in mind. He has several bigger responsibilities that he has to deal with. Or so it seems, or you are made to believe. Either way, that is one of the reasons you are employed: TO INFORM HIM OR HER OF APPOINTMENTS THAT HAVE BEEN FIXED. And doing this is really not a jawbreaker. The hard part has been done; which is fixing the appointment, in the first place. Plus, you wouldn't want all that hard work of getting the appointment fixed to go down the drain. So, do the concluding part:

So, do the concluding part: Inform your boss- SEND AN EMAIL.

Writing An Email Informing Your Boss That An Appointment Has Been Fixed Is As Simple As:

• The subject of the Email should include the title of the fixed appointment.
• Address your boss.
• Write that the above-subject-mentioned appointment has been fixed. Also, include the person that is to be met.
• The date, time and venue of the appointment. And, if possible, the duration of the appointment.
• Give details, as descriptive yet concise as possible, of the appointment.
• Lastly, is your closing remarks.

Interestingly, the appointment could either be one involving your boss or just you. Either way, the same framework applies. Note, if the appointment involves just you and is personal, the details to be given should be limited. You do not want some personal details about you to go into the official record.

Below, are some templates that could guide the writing of emails informing the boss that an appointment has been fixed:

Template I to Inform the Boss That Appointment Has Been Fixed

Dear Sir,

I write to inform you of your meeting with the principal of your daughter's school. The meeting is to hold on Friday, by 10 am in the principal's office.

The meeting, as requested by you, is to discuss the possibility of the school management allowing your daughter to write the certificate examinations this year. You intend convincing the principal that she should be given the chance because her present grades are exceptional and she has been preparing diligently for it.

I did not discuss the details of the meeting with the principal. All she knows is that the father of a student of hers, Tara Wellington, would like to meet with her concerning his daughter.

Thank you.

Yours faithfully,
Lindsay Harris.

Template II to Inform the Boss That Appointment Has Been Fixed

Dear Madame,

This is to inform you that an appointment has been fixed with the Regional Manager of the company. He will be expecting you in his office, at the Regional Headquarters by 8 a.m., tomorrow.

The appointment was fixed with respect to the next Annual Company Picnic you had been made the chairperson of the Organizing Committee. You are to give a preliminary report in person.

You had requested the meeting be fixed for next week, but the office of the regional manager fixed tomorrow for the appointment as the regional manager will be leaving the country for an international conference the day after tomorrow.

I will send you a reminder at the end of operations today.

Yours faithfully,
Catherine Simpsons.

Template III to Inform the Boss That Appointment Has Been Fixed

Dear Sir,

Sequel to your request that I fix an appointment with the Commissioner of Police, I write to inform you of your appointment with him this Friday. You are to have this appointment over lunch next Thursday 23rd February at the Le Meridian Restaurant.

A reservation has been booked for 2 pm on the said date.

I will send a reminder on Tuesday.

Theresa Yeoh.

Template IV to Inform the Boss That Appointment Has Been Fixed

Dear Sir,

I have booked another appointment with the photographer. He will be here on Wednesday by 2 pm.
He is to take pictures of you that will be used in the rebranding of the company. He has taken different shots of everyone else and various parts and sections of the company. His contract was a-day photo session with the possibility of him being called for reshoots and extra shots. He has been called for two extra sessions and you have not been available any of the sessions.

Mr. Olisa is one of the two most sought-after photographers in the city and he has billed the company for the Wednesday photo session.

The pictures are the only thing delaying the rebranding project.

Yours faithfully,
Florence Hanks.

Template V to Inform the Boss That Appointment Has Been Fixed

Dear Ma,

An appointment has been set between you and the heads of department. The meeting is to hold in the board room at 9 am on Monday. The meeting has been fixed to set a panel to investigate the sexual harassment allegations filed against the Marketing Manager by two female employees.

Also, another appointment has been fixed immediately after the former with the chief security officer. You want to review the new security protocol with him. He is to wait for you in your office.

Please, let me know if I need to make any adjustment. Thank you.

Yours faithfully,
Vladimir Yovorski.

Template VI to Inform the Boss That Appointment Has Been Fixed

Dear Sir,

I write to inform you that I will be absent from my desk between the hours noon and 1pm, tomorrow. This is due to an appointment I have with my lawyer.

I have informed you about this appointment last week and you granted me permission, advising me to send you an email to the effect when the appointment is fixed. The appointment with my lawyer is of a domestic nature and will not affect the company nor its image in any way.

Rachel will handle my desk while I am gone. 

Thank you for your understanding.

Yours faithfully,
Dorcas Caine
Front Desk Officer.

Template VII to Inform the Boss That Appointment Has Been Fixed

Dear Sir,

I write to inform you of my appointment with my gynecologist. The appointment has been fixed for two Tuesdays from today.

I will reminder you next week and get someone to help with my responsibilities during the hours of my absence.
I apologize in advance for any inconvenience this may cause.

Thank you for your understanding.

Yours faithfully,
Pauline Pfeiffer.

In conclusion, always remember to remind your boss of the appointment. Also, if there is any change in the appointment, inform him as soon as possible.