3. WRITING 3: CONFIRMING OR RESCHEDULING APPOINTMENTS

 

 

 

 

 

 

 

 An email to confirm an appointment. Fill in the blanks with the words in the box:

arrive        subject       appointment       floor       regards      confirm       forward        place    

 From: Arina Marat, HR Assistant

To: Jane Claret

………………….: Your appointment on 14 March

Dear Ms Claret,

Thank you for your email. I am writing to ………………… your appointment with our HR manager, Mrs Sofia Aronov. Your ……………………….. will take ………………. at 3 p.m. on Thursday 14 March at our Astana offices in Emerald Towers.  When you ……………………., please go to the reception on the 26th …………………….. and ask for me. I will take you to Mrs Aronov’s office.  We look ……………….. to meeting you soon.

Best ……………………………,

Arina Marat HR Assistant

An email to cancel a meeting

notice    date       caused        accept        suggest        due to          scheduled         apologies         

Dear Team,

I am writing to inform you that ………………. an unforeseen and emergent situation, I have no choice but to cancel our staff meeting ………………. tomorrow at 11 AM regarding our Roadmap.

Please ……………… my sincere …………………. for such a short ……………… and any inconvenience this may have …………………..  I know how important it is for you to finally work out a plan for the next quarter.

I will write you by the end of the week and ……………….. a new appointment ……….

Kind regards,

postponed   reschedule      regret      appointment    suit   assure  understanding   notified

Dear Mrs. [ ],

I ……… to inform you that I have to cancel our meeting scheduled at 11 AM on Monday, 13th regarding the future collaboration between our companies. I have been ……….. by my assistant that I must take a business trip to Tokyo, which cannot be …………. I sincerely apologize for all the inconveniences, as well as for my short notice. I ………. you that I wrote you as soon as I learned about this change of plans.

I hope for your ……………….. and am looking forward to our meeting, which we could ………… for the week of 20th, once I am back. For example, we could set the date of our …………….. to Wednesday, 22nd. I kindly ask you to send me confirmation that you have received my email and suggest a new date for our meeting that will ……………. you.

Thank you once again for your consideration.

 

 Here you have more templates to prepare your writing:  

https://wpamelia.com/appointment-confirmation-email/


RE: confirmation of appointment with JOHN FOND

Dear Mr. Stevens,
I would like to confirm your appointment with John Fond tomorrow, September 21st at 2 pm. Please contact me with any questions and keep me informed if there should be any changes.
Regards,
Ava Stone,
Secretary, Fond & Associates


RE: Jane Smith – Appointment Confirmation
Dear Mark,
This is a special reminder to confirm your meeting with Jane Smith tomorrow May 2nd at 11 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 Jane’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.
Best Regards,
Alice Maxwell

 https://learnenglish.britishcouncil.org/a1-beginner-writing/an-email-to-confirm-an-appointment

From: Arina Marat, HR Assistant
To: Jane Claret
Subject: Your appointment on 14 March
Dear Ms Claret,
Thank you for your email.
I am writing to confirm your appointment with our HR manager, Mrs Sofia Aronov.
Your appointment will take place at 3 p.m. on Thursday 14 March at our Astana offices in Emerald Towers.
When you arrive, please go to the reception on the 26th floor and ask for me. I will take you to Mrs Aronov's office.
We look forward to meeting you soon.
Best regards,
Arina Marat
HR Assistant

 https://ejoy-english.com/blog/how-to-write-a-reschedule-meeting-email/

Examples reschedule meeting

Example #1: reschedule meeting email sample to business partner

Dear Shin,

I’m afraid I have to request to reschedule our meeting of afternoon August 22 because I have to travel to LA that day to resolve some urgent work. May I suggest August 27 at 4:00 PM? Even if it’s not ok, I am willing to work around your schedule. I will use the extra time to think about contract changes you requested.

I’m so sorry for any inconveniences this may cause you. I am looking forwards to your confirmation as soon as possible.

Sincerely,

Example #2: less formal reschedule appointment email sample to colleagues

Hi everyone,
Due to a meeting room problem, the time of the project kick-off meeting has to be changed from Tuesday, August 21st at 2 pm in room A3 to Thursday August 23rd at 16:00 in room 324.
Sorry for any inconvenience. If you have any question, please feel free to contact me.

Best regards,
Miranda