Sample letter to confirm an appointment


  1. It is a good idea to have a written agreement of the understandings between all the parties. It would serve as a proof for future. A review of the terms and conditions and a confirmation letter would suffice.
  2. If necessary, reiterate the terms discussed in the last meeting with the reader.
  3. Review the details of the upcoming meeting and confirm the time and place.
  4. Include any other required information. End with a kindly note.


[Senders Name]
[Address line]
[State, ZIP Code]

[Letter Date]

[Recipients Name]
[Address line]
[State, ZIP Code]

[Subject: Normally bold, summarizes the intention of the letter] -Optional-

Dear [Recipients Name],

This letter is to confirm the appointment that was made with you over the phone yesterday. The meeting was agreed to be held at your office on January 6, 8:00 p.m. There is a fact finder enclosed which should be completed so that the meeting could benefit us. You can call me for any queries that you have.

I am looking forward to meeting you.


[Senders Name]
[Senders Title] -Optional-

[Enclosures: number] - Optional -
cc: [Name of copy recipient] - Optional -