As a professional, entrepreneur, freelancer or manager, you probably receive emails requesting that you confirm your interest or availability for a meeting, event or activity regularly. This is done to avoid the frustration of fixing an appointment with you and then meeting with a shocking disappointing experience.
What’s the big WHY for this?
Is it possible that your host thinks you may not remember having an appointment; he/she thinks you may not take the appointment seriously; or he/she is not sure of your availability? There could be many reasons for this. Whatever the case is, if you want to avoid disappointments, you need to confirm appointments by email either as the recipient or sender.
How to Confirm Appointments by Email
Email is one of the best ways to confirm appointments. It does not intrude into your time or the receiver’s time like phone calls. If the receiver is a savvy Internet user, he or she can even set up your email as part of his or her email to do list in order to remember.
Here are ten tips to confirm appointments by emails:
1 – Come out Clear
Come out clear to confirm your appointment in the best way you can. Clarity is a great way to assure your email recipient that you will meet with him or her at a particular time. Clarity also makes your appointment confirmation effective.
Example I: Confirmation of Appointments by Email
RE: confirmation of appointment with FRANK WALES
Dear Mrs. Allen,
I will like to confirm your appointment with Frank Wales tomorrow, August 25th at 1 pm. Please contact me for any question and keep me informed if there should be any changes.
Secretary, Lester Wester Limited
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2 – Be Brief and Specific
Be brief when confirming an appointment via email. Say it short and simple. Specifically, state the time and date of appointment.
Example II: Confirmation of Appointments by Email
RE: Shawn Williams – Appointment Confirmation
This is a special reminder to confirm your meeting with Shawn Williams tomorrow June 18th by 10 am.
Your meeting is scheduled to hold at Lintel Scraps, Office 12 on the ground floor at Lanceman Street, Mainland China. The place is accessible by cabs.
This is Shawn’s cell phone number, just in case, +98157479837.
Please feel free to contact me if you have any question. I would be ready to give necessary assistance.
Thank you and have a great meeting.
Administrative Assistant to Shawn Williams, Lintel Scraps Limited
3 – Make It a Reminder Mission
Just like in the sample above, it is obvious that the confirmation of appointment is basically a mission to remind Clinton of his meeting with Shawn Williams. It is clearly written with specific time, date and venue. A good way to confirm appointment by email is to make it a reminder.
4 – Be Detailed
One good way to confirm an appointment is by giving detailed information. Clinton has all the information it takes to get to Shawn Williams on time. He can contact Shawn Williams or the administrative assistant on the phone if there is a problem in locating the meeting’s venue.
Ensure you do not give your appointee a reason to miss the appointment. It will be annoying to be informed after missing the appointment that it was because of inability to locate the venue.
5 – Don’t Make It Too Long
Making your email too long will make your recipient lose interest and consequently lose the message. Keep your recipient’s interest by keeping it short and interesting.
Example III: Confirmation of Appointments by Email
Dear Ms. Roberts,
I am glad you will be available for the meeting with our team by 9 am tomorrow January 21st at our Zonal Office.
You can contact me on this cell phone number if you have any question or change of plans.
Thank you and looking forward to meeting you tomorrow.
Productions Director, Micara Productions
6 – Get to The Point
There is no need to waste any opportunity to make it clear to your recipient that you want to confirm an appointment. Hit the point immediately in order not to get your reader scrolling down unnecessarily.
7 – Follow a Professional Format
A Professional email must have the date, greeting, Reference, the body, and the conclusion. Don’t give a junk to your clients in the name of confirming an appointment. Here is a good example of a professional email.
Example IV: Confirmation of Appointments by Email
Date: 23rd September, 2012.
RE: Confirmation of an Appointment
Dear Mr. Robinson,
I am writing to confirm an appointment with you on 24th of September, 2015 at Learned Hall, winter road. I genuinely appreciate a quick response from your side.
Managing Director, Adrepal Photos
8 – Use a Formal Language
Avoid the use of slangs. Use a formal language that is void of grammatical errors which can wane your recipient’s interest.
9 – Use Reference
In the above example, the use of RE stands for reference, this serves as the subject of the email.
Be careful about setting up appointments. Always ensure you have carefully considered your availability as well as the suitability of the time before setting up a meeting. This will help ensure you show professionalism all the time.
Deciding the right phrase to handle different situations can be very tasking. As a correspondent, you are directly involved in critical day-to-day interactions via email. This makes your ability to craft good email messages, using the perfect phrases and clauses, tangential to your business success.
There is a book by Meryl Runion that will help you to a great extent:
Perfect Phrases for Office Professionals: Hundreds of ready-to-use phrases for getting respect, recognition, and results in today’s workplace
Overall, this book will greatly improve your communication skills. It will also help you easily clarify assignments with your manager or projects with your clients as well as guide you in handling the inevitable complaints that sometimes follow sales of products or services.