Confirmation emails serve to let both parties of a meeting, event, or transaction know that they are working from the same information. In the case of a meeting or event confirmation, you may be asked to reply.
In a confirmation email reply, you should address the sender, review the purpose of your meeting or event, review the details, and offer contact information so that you can be reached for more information or regarding changes.
Here’s how to write a confirmation email reply.
How to Reply to A Confirmation Email
Confirmation emails, as the name states, have the purpose of confirming that you understand what is going to happen during your meeting or event. This includes offering you the following information.
- The person with whom you will be meeting or your point of contact for the event
- The purpose of the meeting or event, potentially including an agenda or schedule
- The expected duration of the event
- The date and time of the meeting or event
- The specific location of the event (including room or office numbers and directions if necessary or digital room codes, links, and passwords)
You’ll want to repeat this information back to the sender to verify that you have read and understood it. It may also be a good idea to reference any previous communications between yourself and the recipient, to show that you have been keeping up.
From there, you’ll want to offer your contact information. This makes it easier for the coordinating party to get in touch with you to notify you of any changes to the plan or correct any misinformation.
Confirmation Email Reply Template
Here is what an email reply to a confirmation message can be structured like. Feel free to use this structure to reply to confirmation emails by replacing the labels in brackets with the appropriate information and adjusting grammar as necessary.
SUBJECT: Re: Confirmation of [Date] Meeting/Event
I have read and understood your previous email. To confirm, the meeting/event covering [Topic] between/with [Meeting Attendee/Event Contact] and myself will occur on [Date] at [Time]. It is scheduled to occur at/via [Location].
If there are any changes to be made or if I am mistaken about these details, you can contact me via [Method] at [Contact Information] from [Availability]. Thank you for confirming, and I look forward to seeing you/[Meeting Attendee/Event Contact].
Here’s what that might look like filled in.
SUBJECT: Re: Confirmation of June 1 Meeting
I have read and understood your previous email. To confirm, the meeting covering our latest marketing project between Bruce and myself will occur on June 1 at 2 pm. It is scheduled to occur at Bruce’s office, suite 1A at 123 Apple Lane.
If there are any changes to be made or if I am mistaken about these details, you can contact me via phone at 555 123 4567 from 9 am to 5 pm Monday through Friday. Thank you for confirming, and I look forward to seeing Bruce.