Appointment, Meeting & Interview Confirmation Letters: Examples & Templates for Effective Communication
Letter #1: Confirmation of Licensing Agreement Meeting
I am pleased to confirm our meeting on [date] at [time] to discuss the terms of our licensing agreement. We will meet in [Person's Name]'s office at [Address].
For any questions before our meeting, please contact [Administrative Assistant's Name] at [phone number]. I look forward to a productive discussion.
Letter #2: Invitation to Doe International Employment Information Meeting
You are invited to an employment information meeting at Doe International on [date] at [time] in the auditorium of Building Q on the [Campus Name] campus.
Representatives from various departments will be available to answer questions about open positions. Please bring an updated resume and references. We look forward to seeing you there!
Letter #3: Appointment Confirmation and Fact Finder
I am writing to confirm our appointment on [date] at [time] at your office.
Please complete the enclosed fact finder to help us make the most of our meeting. If you have any questions, feel free to call me at [phone number].
I look forward to meeting with you.
Letter #4: Meeting Confirmation for Career Advice
Thank you for agreeing to meet with me on [date] at [time] to discuss my career path. I value your insights and guidance.
We will meet at your office. Please call me at [phone number] if you need to reschedule.
Letter #5: Project Kickoff Meeting Confirmation
I am writing to confirm our project kickoff meeting for [Project Name] on [date] at [time]. We will be discussing the project scope, timeline, and deliverables.
The meeting will be held at [location]. Please come prepared to share your ideas and expertise. If you have any questions, please feel free to contact me.
Letter #6: Sales Strategy Meeting Confirmation
This is to confirm our sales strategy meeting on [date] at [time] in [meeting room]. We will discuss our Q[quarter] sales goals, review our current strategies, and brainstorm new approaches.
Please come prepared with your sales reports and any relevant data. Let's work together to develop a winning strategy.
Letter #7: Performance Review Meeting Confirmation
I am writing to confirm your performance review meeting with [Manager's Name] on [date] at [time].
During this meeting, we will discuss your accomplishments, areas for improvement, and goals for the next quarter. Please come prepared to share your thoughts and feedback.
Letter #8: Client Meeting Confirmation
I am writing to confirm our meeting with [Client Name] on [date] at [time]. We will be discussing the progress of [Project Name] and addressing any questions or concerns they may have.
The meeting will be held at [location]. Please bring any relevant documents or materials.
Letter #9: Team Building Workshop Confirmation
This is to confirm your participation in the upcoming team building workshop on [date] from [start time] to [end time] at [location].
The workshop will focus on improving communication, collaboration, and problem-solving skills within our team. We encourage you to come with an open mind and a willingness to participate actively.
Letter #10: Lunch Meeting Confirmation
Just confirming our lunch meeting on [date] at [time] at [restaurant name].
I'm looking forward to discussing [topic of discussion] and catching up. Let me know if you need directions or have any questions.
Expert Tips
- Confirm the specific type of meeting (appointment, interview, etc.).
- State the date, time, and location clearly.
- Mention any preparations required by the recipient, such as bringing documents or completing forms.
- Reiterate the purpose of the meeting or the topics to be discussed.
- Offer contact information for any questions or to reschedule.
Write Unique and Personalized Letters: A Step-by-Step Guide
Follow these simple steps to write your own confirmation letter effectively:
Sample Sentences
- 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
- 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
Sample Sentences
- 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
- 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
Sample Sentences
- 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
- 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
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