Lesson 5: Writing Thank you Emails, Accepting Invitations, Confirming Appointments

    We live in an age of unprecedented speed.

    The ever-expanding Web has brought both simplicity and complexity to our lives. Even though all of these wonders of our time were invented to make life and communication easier and faster; speed and efficiency have not come without a price.

    We have to pay the price of learning and understanding how to use these new and better things optimally. To write good business emails, we have to pay the price to become good communicators via email.

    Here, we will help you improve your email writing skills using business email examples.

    Like you probably know, 

    wise people invent tricks to make them do the productive things that average people avoid.

    The trick for writing great business emails is a sound understanding of what you intend to communicate; while the trick for writing impressive acceptance emails is enthusiastic interest – letting your enthusiasm shine through your writing.

    In this section, we shall discuss (using examples) how to write good acceptance letters. However, let’s first consider a proper format you can follow to keep your acceptance email organized:

    Basic Format for Writing Emails Accepting a Request

    1. Express your pleasure in accepting the offer.
    2. Repeat the details of what you expect: This includes meeting date and time, the amount of the bid or your contribution, precise nature of your assistance, the duties and when you agree to assume duties.
    3. Inquire about particular needs like receipts, directions to the place, equipment for speech, list of other organizers
    4. Close with an expression of pleasure to come, see the person, work for the company or any other future action

    Things to Avoid in Writing Acceptance Emails in Business

    Often, it is better to just say yes or no to an invitation. If you are not sure, it may be better to simply decline the invitation. It is unprofessional to say things like:

    • I am busy, but I suppose I can manage to come.
    • I don’t think I’m a good speaker

    Let’s see some examples of business emails:

    Sample 1 – ‘Thank You’ Email

    Dear Mr. Clement,

    Thank you for purchasing the starter pack of Agel. We will send your monthly account statements to provide you with the full transactions on your account with us.

    We value your business and will do our best to respond fast to your business needs. Please call me directly at 777-5649 if you need further information or assistance.


    Sample 2 – Accepting an Invitation

    Dear Obama,

    Osama and I accept with pleasure your kind invitation to your inaugural speech at the White House on Monday, January 25, at 10:00 am.


    Sample 3 – Accepting an Invitation

    Dear Ms. Rice,

    Thank you for inviting me to speak at your church dedication on December 8 at 9:00 am. I am happy to accept and will raise offering for the growth of the church as you suggested.

    Kindly let me know how much time will be allotted to me.

    With best wishes,

    Sample 4 – Accepting an Invitation

    Dear Mr. Bush,

    I am happy to accept your offer of the position of personal assistant pastor of George W Bush Ministries. I enjoyed the topics we discussed, and I look forward to being useful for the growth of Philadelphia.

    The conditions of work, salary package and responsibilities are okay for me. I believe God has a purpose for the reorganization of the church at this time, and I expect to see the results in the next few months.

    Best regards,

    Sample 5 – Confirming a Speaking Engagement

    Good morning Dr. Ronald,

    I look forward to meeting you on Thursday, May 23, to further discuss the business incubation programme that was designed by the World Bank. Thursday evening is a good time for me.

    Two of my associates, Jay Abraham and Robert Kiyosaki, are planning to meet with you as well. We are very excited to be a part of this project, especially being on the same team with you.


    Bear in mind that it is good to send acceptances as soon as you can. If you fall short of time, apologise succinctly and continue with your letter. Also, acceptances should be brief and focused on the acceptance alone. Let your direct response (yes or no) be in the first line of your letter.

    Your enthusiasm in this kind of emails gives more impact to the email.


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