Meeting Attendance Confirmation 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.

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:

• 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.