5 Meeting Confirmation Email Templates

Every Monday, as we all know too well, we take a look at our leader’s calendar and secretly cry a little whimper inside. Last week’s meetings are behind us, and it’s all about this week.

We have two choices: either let the week arrive like a steam rolling locomotive, full of no-shows and wrong-dial in numbers, or, get a grip on the week and send confirmation emails to meeting attendees.

That said, the process of sending a confirmation email is easier said than done. When do we confirm? Who do we CC? What information needs confirming?

We have a handful of awesome email templates that can help with some of that uncertainty.

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SUBJECT: Confirming your call with [Executive Name]

Good afternoon [Meeting Participant],

I am writing to confirm your call with [Executive Name] on Tuesday, November 6th at 1:00pm ET.

Per the calendar invitation, [Executive Name] will dial your number at XXX-XXX-XXXX.

Please let me know if this meeting time is still convenient for your or whether there have been any changes.

Kind regards,
[Your Name]

SUBJECT: Confirming conference call details

Good afternoon [Meeting Participant],

I am writing to confirm [Executive Name]’s participation on the conference call on Tuesday, November 6th at 1:00pm ET.

[Executive Name] will dial the conference number in the calendar invitation.

Please let me know if the conference details listed in the calendar invite are correct or whether there have been any changes.

Kind regards,
[Your Name]

SUBJECT: Confirming your lunch with [Executive Name]

Good afternoon [Meeting Participant],

Just reaching out to confirm your lunch meeting with  on Tuesday, November 6th at 1:00pm ET.

[Executive Name] will meet you at [Location Name] for lunch.

Please let me know if this time and location are still convenient for you or if anything changes.

Kind regards,
[Your Name]

SUBJECT: Confirming your meeting with [Executive Name]

Good afternoon [Meeting Participant],

Just reaching out to confirm your meeting with X on Tuesday, November 6th at 1:00pm ET.

[Executive Name] will meet you at [Location Name].

Please let me know if this time and location are still convenient for you or if anything changes.

Kind regards,
[Your Name]

SUBJECT: Confirming your meeting with [Executive Name] at our office

Good afternoon [Meeting Participant],

Just reaching out to confirm your meeting with [Executive Name] on Tuesday, November 6th at 1:00pm ET.

We look forward to seeing you at our office. The office address is the following:

[Office Address]

Please let me know if this time is still convenient for you or if anything changes.

Kind regards,
[Your Name]

Final Notes

We recommend that you choose one day a week to send confirmation emails. Friday can be nice because usually its quieter in the office. It is also nice to receive the updates, if any, to your leader’s meeting schedule over the weekend or on Monday morning, versus mid-week. Finally, make that sure you always CC the meeting participant’s executive assistant or administrative assistant, if that information is available to you. We all know all to well the frustration of not having access to our leader’s direct email inbox and not being cc’ed on scheduling emails.

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