A complete guide to writing a meeting confirmation email

Effective communication is a pillar of business prosperity. It does not matter whether it is communication between employees within a department on a task or between the CEOs of two companies on joint collaboration. Business appointments have become an integral part of this communication, but even such a simple thing as a meeting needs to be set up correctly. Meeting confirmation email is a tool for making the correct setup, and in this article, we will consider in detail what it is, what benefits such appointment confirmations bring, and also give you templates to fuel your inspiration.

What is a meeting confirmation email?

Meeting confirmation emails are actively used in business. They are usually sent for team meetings, personal conversations, or presentations to clients. These emails are an important addition to any meeting, as they contain all the necessary information about the upcoming meeting and allow the sender to make sure that the guest is aware of all the details and will show up (or notify about their absence).

(Source: Stripo template)

Benefits of sending a meeting confirmation email

These emails seem like a great addition to everyday communication. But what benefits do meeting confirmation emails bring to the table?

Eliminates the odds of miscommunication

This is the main reason why this type of email is created. We are all busy people and have a lot of tasks at work, and it is quite easy to miss small details. A meeting confirmation email eliminates possible misunderstandings by briefly explaining everything necessary about the meeting in an email that is always accessible.

Reduces cancellations

Not only does the email contain all the information you need about the meeting but also serves as a reminder of when and why the meeting is taking place, making it harder to miss. It also reduces cancellations as all guests are warned in advance about the upcoming meeting and have time to make tweaks to their schedule.

Grants all the needed details about the meeting

Another benefit of a meeting confirmation email is that it provides all the necessary details about the upcoming meeting, briefly explaining the meeting agenda, providing the necessary materials, specifying where exactly the meeting will take place, and so on, setting the right expectations for the meeting.

How to write a meeting confirmation email step-by-step

Now that we have the benefits covered, it's time to create a meeting confirmation email. We'll walk you through all the steps of creating a flawless email.

Start with a clear subject line

According to statistics, 64% of recipients decide to open or delete emails based on their subject line. As a result, a catchy subject line is key to successful email opening. However, in business correspondence, it is not only the eye-catchiness of your subject line that is important but also how it conveys the email’s essence. For example:

• “Confirming meeting call details”;
• “Confirming your meeting on [Meeting date]”;
• “Meeting confirmation and agenda”;
• “Meeting confirmed, details inside.”

However, one can get stuck in the ideation process, and it becomes difficult to come up with something that is brief and conveys all the details at the same time. In these situations, GenAI capabilities come in handy to help overcome the creative block.

At Stripo, we are actively implementing GenAI to simplify the lives of email marketers. One of these results is our AI subject line generator.

This tool is absolutely free and will help you create a good meeting confirmation email subject line in a matter of minutes. All you need to do to get a pack of subject lines is:

• insert a prompt in a dedicated field to give GenAI direction for its creative capabilities;

• pick a needed style for future subject lines;

• decide on capitalization style;

• choose whether to use emojis and the preferred language;

With the click of a button, in only a few seconds, you have a pack of subject lines you can use for your newsletters or to help your imagination create your own subject line. If the results don’t fit your vision, you can always tweak your prompts and settings and try again.

Personalize the email

Personalizing the email is key to its effectiveness, and the best way to do this is to start by addressing the recipient's name. This is like a virtual handshake that will make your email less generic and enhance thoughtful communication. In addition, you can mention some past interactions with them, which also increases the overall degree of personalization of your meeting confirmation email.

(Source: Stripo template)

We made a full-fledged guide on best email personalization practices that boost email performance, so check it out to level up your newsletters.

State the reasons for meeting

Before confirming a meeting, it is a good idea to include the reason you are calling it. This should be done immediately after the greeting so as not to make the email too cluttered.

(Source: Stripo template)

For example, at Stripo, we are actively working on full-fledged text generation in the editor's Text block. This feature will be attached to the Text block in our editor, so you can easily find it and use it right away.

The “Improve with AI button” will be packed with all the text-tweaking features you expect from AI, starting with simple grammar fixes and translating to full-fledged text generation based on your prompt.

For example, here’s how text we generated with a simple “Make a text presenting a vintage photography museum” prompt looks:

This paragraph was generated in seconds, with only one prompt inserted into the corresponding field. Now we can tweak it to fit with other features, making it shorter, changing the tone of voice, and much more.

You will be able to try this feature out very soon. Subscribe to our news to be the first to try our new AI functionality for the Text block.

Add all the essential details

When sending a meeting confirmation email, it is best to focus on brevity. This will show that you value the recipient's time. Briefly state all the necessary appointment details about the meeting (date, time, location, necessary materials, etc.) without unnecessary fluff.

Tips for crafting a polished meeting confirmation email

Now, it’s time to sprinkle some useful tips on your appointment confirmation email to make it even better.

Be friendly

Despite the business origin of these emails, you don’t have to be as serious and strict in your text for meeting confirmation emails. Be friendly because setting a positive tone and using accessible language make the email more welcoming and easier to understand.

Make it personal

Formal and generic emails are pretty impersonal, so it's worth adding more personalization here since your main goal is to encourage the recipient to discover everything they need to know about the upcoming meeting and for them to attend it. Personalized confirmation emails are the best way to achieve this goal.

Be clear

There is no need to write entire paragraphs about why the upcoming appointment is important or go into detail about the agenda. Brevity and clarity should be your friends. Don't beat around the bush. Write everything as clearly as possible, and include necessary and useful information. After all, you will discuss everything in more detail at the meeting itself.

Meeting confirmation email examples

As the cherry on top, we give you meeting confirmation email samples you can use as you see fit. Implement them right away, modify them to meet your needs, or fuel your inspiration to create a flawless email for your business newsletter.

Meeting confirmation email sample #1

Subject line: Confirming our meeting. Details inside.

Hi [Colleague’s name],

We recently discussed holding a meeting to resolve the [State the purpose or issue]. I’m confirming our meeting scheduled for [Date] at [Time]. During this meeting, we’ll discuss [Purpose or issue], steps we need to take, and align our future strategy.

Here’s the link to our online meeting room: [Link]

Please feel free to let me know if you have any specific points you'd like to address.

Looking forward to our discussion!

Best regards,

[Your name]

Meeting confirmation email sample #2

Subject line: Meeting confirmation for further marketing cooperation 

Greetings [Name],

My name is [Your name], and I’m a PR lead at [Company name]. We met during [State the place where you first met the recipient] and had a great business conversation. We wanted to schedule a meeting to discuss possible PR cooperation opportunities. This is a confirmation of our meeting on [Date] at [Time].

Here’s a brief agenda for the meeting:

• [Agenda item 1]
• [Agenda item 2]
• [Agenda item 3]

Please feel free to add anything you'd like to discuss.

Looking forward to our conversation and fruitful cooperation!

Best regards,

[Your name]

[Your position]

[Your contact details]

Meeting confirmation email sample #3

Subject line: Meeting scheduled for [Purpose or issue]

Hi [Name],

Just confirming our meeting for [Date] at [Time] that we discussed earlier. The goal of this meeting is to discuss [Purpose or issue] and identify actionable next steps so we can stay on the same page.

We will be meeting online. Please use the following link to join:

[Link]

Let me know if you have any questions or need to reschedule our meeting in advance.

Best regards,

[Your name]

[Your position]

[Your contact details]

Wrapping up

As you can see, creating appointment confirmation emails is not rocket science but requires some knowledge and preparation. You need to create a concise yet meaningful email that covers the reason for the meeting, an agenda, meeting details, and wrap it up into a personalized cover to make it pleasing to read. We hope that our tips and templates will help you create a perfect meeting confirmation template that will cover all your needs.