How to confirm a meeting by email?
Step One: Meeting Request Acknowledgement:
This is typically required only if you want to reply to a meeting request. It serves as a great email introduction.
Use simple sentences such as: "I received the meeting request that you sent on ...." or "This is a reply to the meeting that you requested on ...".
Step 2: Thank them for their interest:
Unless the meeting is an internal one or you already know the person, it is good practice to thank them for their interest in meeting you. It is considered standard business etiquette.
Needless to say, you only have to thank them in the first response. If this is not your first reply, then skip this part.
Example sentence: "Thank you for the meeting request. I appreciate your interest in meeting me to discuss...."
Step 3: The Confirmation Statement:
The most important part of the whole email. Confirm your attendance to the meeting using your favourite affirmative phrase.
Mention the date and the time to be on the safe side and to avoid confusion. The simple "I confirm my attendance to the meeting at [location] on [date and time]" will do just fine.
Step 4: Request for a confirmation from the other party
If you are replying to a confirmation email, then skip this step. You only need to ask for the other person's attendance confirmation if they haven't already done so.
Confirming meeting by Text or SMS
When is it ok to confirm a meeting by text?
- The meeting agreement was verbal.
- You know the person whom you are about to meet fairly enough.
- The meeting itself is not formal.
- You don't have access to email.
Here is a simple template:
Meeting confirmation request. How to ask someone to confirm their attendance to a meeting?
- Remind them that a meeting has been scheduled.
- Mention the date, time, and location.
- Ask them to confirm their attendance within a time frame. For example: " I appreciate that you reply to this email or call to confirm the meeting no later than 12 PM so that we can make the proper arrangement". More examples below.
Meeting Confirmation Letter / Email
Dear [Recipient Name]
I am writing to confirm your meeting with [person or group of people] on [date] at [location]. If you require any assistance in finding the location please contact [me, us] on [phone number, email]. I genuinely appreciate a prompt confirmation from your side. Looking forward to meeting you there.
Best Regards
Download Word Doc
Download PDF
Meeting Confirmation Email
Dear [recipient name],
I would like to confirm our meeting [tomorrow] at [time]. I appreciate your acknowledgment to the same. Looking forward to meet you.
Best Regards
Replying to meeting request with positive confirmation
Dear [recipient name],
This email is to confirm our meeting [tomorrow] at [time]. If for any reason you were unable to make it, I appreciate an early notice, otherwise I hope to see you then.
Best Regards
Meeting Confirmation Email
Dear [recipient name],
I am sending you this email to confirm our meeting [tomorrow] at [time]. I appreciate a similar confirmation from your side so that we are both on the same page. Looking forward to meeting you.
Best Regards
How to Confirm a Meeting Attendance via Email
1) Title your email properly possibly with "Meeting Confirmation"
2) Re-mention the date, time, and location of the meeting so that there is no chance of confusion.
3) Request the other side to confirm the meeting as well except for confirmation replies.
Example:
-----------
Dear [Person Name],
With reference to our meeting at [location] on [meeting date and time], I am confirming my attendance as agreed and hope I am not asking for too much if I ask you to confirm yours as well. Looking forward to seeing you soon.
Best Regards
How to Reply to Meeting Attendance Confirmation Email
Dear [Recipient Name],
Thank you for confirming your attendance to the meeting at the date and time mentioned below. I also confirm my availability for the meeting and look forward to seeing you soon.
Best Regards
Meeting Attendance Confirmation Email by Secretary
Dear [Mr. John],
My name is [_____] and I am contacting you on behalf of [Mr. Boss] to confirm his attendance at the meeting that is scheduled tomorrow at 5 PM. I appreciate a similar confirmation from your side at your earliest convenience to make sure that [Mr. Boss] is available and ready to meet you. If you wish to cancel or reschedule, please inform me immediately so that I can make the necessary adjustments.
Looking forward to your response.
Best Regards
Meeting Availability Confirmation Message
Dear [Recipient Name],
I writing you this message to confirm my availability for tomorrow's meeting as agreed before. I appreciate if you could do the same and confirm your attendance as well. If you wish to cancel to reschedule then, please inform me ASAP and will agree on another date.
Thank you and looking forward to seeing to seeing you.
Regards
Reply to Meeting Appointment Request Email Sample
Dear [Recipient Name],
Thank you for email and the meeting request.
I would be more than delighted to meet you and discuss [some topic]; however, I will not be available on 13 March and would like to reschedule the meeting to the 15th if that is ok with you.
Looking forward to your reply and your confirmation to the new date and time.
Best Regards
How to Agree and Confirm Meeting Date and Time
1) Express your intent to meet someone
2) Explain the reasons for why you want to meet them
3) Propose a date and time
4) Offer the other person the opportunity to change the proposed date and time.
5) Request from the other person a confirmation of the proposed date and time.
Meeting Confirmation Letter / Email
Dear [Recipient Name]
I would like to confirm our meeting that was scheduled on [date]. We shall meet at [location] as decided before. Looking forward to meeting you there.
Best Regards
Meeting Confirmation Letter / Email
Dear [Recipient Name]
I am writing to confirm my meeting with [person or group of people] which was scheduled on [date] at [location]. I genuinely appreciate a prompt confirmation from your side.
Best Regards
Formal Meeting Attendance Confirmation Email
Subject: Confirmation of Attendance for Scheduled Meeting
Dear [Organizer's Name],
I am writing to confirm my attendance at the meeting scheduled for [Date] at [Time], to be held at [Location or Platform]. I have reviewed the agenda and look forward to contributing to the discussion on [specific topic, if applicable].
Please let me know if there are any materials or reports I should prepare in advance. I appreciate the opportunity to participate and will ensure punctual attendance.
Kind regards,
[Your Name]
[Your Position]
[Your Company or Organization]
Casual Meeting Attendance Confirmation Email
Subject: See You at the Meeting!
Hi [Name],
Just confirming that I’ll be joining the meeting on [Date] at [Time]. Thanks for setting it up!
Let me know if there’s anything I should bring or prepare ahead of time. Looking forward to catching up and going over the updates.
Best,
[Your First Name]
Virtual Meeting Attendance Confirmation Email
Subject: Attendance Confirmation for Online Meeting
Dear [Organizer's Name],
Thank you for inviting me to the virtual meeting on [Date] via [Platform Name]. I confirm my attendance and have tested my access to the meeting link.
If there are any technical guidelines or specific documents to review beforehand, please share them with me. I look forward to the discussion and collaboration during the session.
Warm regards,
[Your Name]
Meeting Attendance Confirmation with Agenda Request
Subject: Attendance Confirmation and Agenda Request
Dear [Organizer's Name],
I am writing to confirm my attendance at the upcoming meeting on [Date] at [Time]. Could you please share the final agenda and any preparatory documents that will be discussed?
I want to ensure that I am fully prepared for all discussion points. Thank you in advance for your assistance and coordination.
Best regards,
[Your Name]
[Your Job Title]
Quick Meeting Attendance Confirmation Message
Subject: Confirming Attendance
Hi [Name],
Just confirming I’ll be attending the meeting on [Date] at [Time]. See you then!
Thanks,
[Your Name]
Preliminary Meeting Attendance Confirmation Email
Subject: Tentative Attendance Confirmation
Dear [Organizer's Name],
Thank you for inviting me to the meeting on [Date]. I am confirming my tentative attendance and will finalize once I have received the complete agenda and timing details.
Please keep me updated in case of any schedule changes or additional materials needed before the meeting.
Sincerely,
[Your Name]
Attendance Confirmation with Travel Details
Subject: Confirmation of Attendance and Travel Arrangements
Dear [Organizer's Name],
I confirm my attendance at the meeting scheduled on [Date] at [Location]. My travel arrangements have been finalized, and I will arrive in [City] on [Date of Arrival].
Please inform me if there are any recommended accommodations or transportation details to consider. I look forward to meeting everyone in person and discussing [topic].
Kind regards,
[Your Name]
Team Leader’s Attendance Confirmation Email
Subject: Confirmation of Attendance – [Department/Team Name]
Dear [Organizer's Name],
I confirm that our team will be represented at the upcoming meeting on [Date] at [Time]. I will be attending along with [Team Members’ Names].
We appreciate the opportunity to present our updates and will prepare any necessary reports prior to the meeting. Please let us know if additional documentation is needed.
Best regards,
[Your Name]
[Team/Department Name]
Last-Minute Meeting Attendance Confirmation
Subject: Confirming Attendance on Short Notice
Hi [Name],
Thank you for the short-notice invitation. I confirm that I’ll be attending the meeting today at [Time].
I’ll review the agenda as soon as possible and come prepared for discussion. Appreciate the update!
Best,
[Your Name]
Formal Board Meeting Attendance Confirmation Email
Subject: Confirmation of Attendance – Board Meeting
Dear [Chairperson's Name],
I am confirming my attendance at the Board Meeting scheduled for [Date] at [Time], to be held at [Venue or Platform]. I have received the meeting documents and agenda and will review them prior to the session.
Please confirm if there are any pre-meeting briefings or additional materials that require my attention. I look forward to a productive discussion.
Sincerely,
[Your Name]
[Board Member Title]
What is a Meeting Attendance Confirmation Email and Why Do You Need It?
A Meeting Attendance Confirmation Email is a professional communication sent to confirm one’s participation in a scheduled meeting.
It serves several purposes:
- Confirms availability and attendance to organizers.
- Helps organizers plan logistics, materials, and seating.
- Reflects professionalism and respect for others’ time.
This email ensures everyone is aligned and ready for the meeting, reducing confusion or last-minute changes.
Who Should Send a Meeting Attendance Confirmation Email?
Typically, the email should come from:
- Invited participants confirming attendance.
- Team leaders or department heads confirming group representation.
- Executives or board members confirming official participation.
In some cases, an assistant or secretary may send it on behalf of someone senior.
When Should You Send a Meeting Attendance Confirmation Email?
You should send this email:
- Immediately after receiving a meeting invitation.
- After receiving final confirmation of the meeting’s details (date, time, location).
- When plans or schedules change and reconfirmation is needed.
Prompt communication helps organizers finalize the agenda efficiently.
How to Write a Meeting Attendance Confirmation Email Effectively
Follow these simple steps:
- Start with a clear subject line like “Confirming Attendance for [Meeting Name].”
- Express gratitude for the invitation.
- State your confirmation clearly.
- Mention any special details (agenda request, travel, materials).
- End politely, showing readiness for the meeting.
Keep your tone professional but concise.
Formatting Guidelines for Meeting Attendance Confirmation Emails
When writing this email, keep these points in mind:
- Length: Short (around 100–150 words).
- Tone: Professional and respectful.
- Format: Use simple paragraphs and bullet points if necessary.
- Mode: Always send by email, unless otherwise specified.
- Etiquette: Reply promptly and double-check the date/time accuracy before sending.
Common Mistakes to Avoid When Sending Attendance Confirmations
Avoid these errors:
- Forgetting to include meeting date or time.
- Using vague or informal wording in a formal setting.
- Sending confirmation too late or not at all.
- Ignoring follow-up requests for materials or agenda items.
- Overcomplicating the message — keep it clear and professional.
What to Do After Sending a Confirmation Email
Once you’ve sent your confirmation:
- Mark the date and time on your calendar.
- Prepare necessary documents or reports before the meeting.
- Follow up if you haven’t received agenda or materials within a reasonable time.
A short follow-up before the meeting ensures smooth coordination.
Tips and Best Practices for Writing Attendance Confirmation Emails
- Always use a polite greeting and closing.
- Customize the message depending on the formality of the meeting.
- Double-check details like platform links or locations.
- Include your contact information for quick communication.
- Keep your email free from grammar or formatting errors.
A well-written confirmation email leaves a strong professional impression.
Comparison: Meeting Attendance Confirmation vs. Meeting Invitation
| Aspect | Meeting Invitation | Attendance Confirmation |
|---|---|---|
| Purpose | Invites participants to attend | Confirms participation |
| Sent by | Organizer | Invitee or representative |
| Tone | Informative and inviting | Responsive and appreciative |
| Content | Date, time, agenda | Confirmation, readiness |
| Timing | Before meeting setup | After receiving invitation |
Key Elements and Structure of a Confirmation Email
Your email should include:
- Subject line: Simple and direct.
- Greeting: Address the organizer respectfully.
- Body: Clearly confirm attendance, mention details or requests.
- Closing: Express appreciation and readiness.
- Signature: Include your full name and position.
These components make your email complete and effective.
