Confirming an appointment, meeting or interview might be in a form of an actual letter or email. Your letter should include your acknowledgement of the sender’s request for a meeting, finalized the venue, the date, expected attendees and agenda of the meeting. It must be brief but the details should be complete. Make sure that the details are correct. If there are agreements that you have to give in your response, this is the avenue to clarify the terms before the meeting.

You have to send your response within a few days after receiving the letter. It would be rude to reply if it’s more than one week already. If the meeting involves other people, make sure to furnish them a copy regarding the current events.

If the letter to be given is not within the company, it should be in a letter format and use the letterhead of the company even if it will be sent through email. Your reply should be formal, businesslike, in a positive tone, and in a straightforward manner.

Formal letter doesn’t mean you have to use very academic words. Remove unnecessary details and do not beat around the bush. Your letter should project a professional image by checking if there are misspelled words, grammatical errors or even the tiny details like the date. Review your letter before you send it.

Below is a sample confirmation letter that can serve as your template:

SAMPLE

December 10, 2010

Mr. John Smith
Director
Design Group
123 Mitchell South, Suite 110
Los Angeles, California 90001

Dear John,

Hope this note finds you well.

As discussed during our telephone conversation yesterday, I am writing to confirm our meeting on December 15, at 9:30 a.m. at the Bowe Corporate Office located at the 19th Floor of Tower One, Mall of Asia Complex, Honolulu, Hawaii. Theodore Nugent, our Marketing Manager, will be joining us.

Should you need more information, kindly call Mary, our administrative assistant, at 632-555-0106. Or if there will be changes in the date, time or venue, do inform us. I am very confident and optimistic that this meeting will be a success.

Thank you.

Sincerely,

Juan dela Cruz
Vice President for External Affairs
MS Group of Companies

If you are looking for candidates to fill in the position with your company, you have to schedule an interview with them. One way of setting an appointment with someone is sending a letter.

When you use a letter, you must cover all the pertinent details that you want to send the receiver. You will be able to clearly state the date, time, location, person to look for, requirements that they need to bring and other information that they have to know. When you use a letter, it shows the professionalism and formality of your company.

Writing a letter of appointment for a job interview should be brief, concise, and straight to the point. Compose a letter that is polite and accommodating. Do not make the reader feel intimidated because they might be hesitant to respond to you. It should be free from grammatical errors, misspelled words, and typographical errors.

Remember that whatever you send will reflect on your company. You might want to end your letter by asking the applicant to give his response on a specific date. The appointment letter should be sent through the company letterhead. If it’s through email, you should include a logo or address of the company in the body of the email.

Here’s a sample of a letter showing how to schedule an appointment letter for a job interview:

SAMPLE

December 10, 2010

Jane Doe
28 Lafayette Drive,
Dallas, Texas 75012

e-mail: bluebox@server.net

Dear Ms. Doe,

Our company is currently in need for dynamic, talented, and motivated individuals to join our business creative team. After thoroughly assessing and reviewing your application for a post in our company, we are pleased to let you know that we are considering you for the Business Development Manager position.

As part of the initial screening steps, we would like to invite you to come in our office on December 15, 2010 at 9:00 am for a preliminary interview and personality exams. Please look for Mr. Sam Smith at Suite 123 Drive, California. Kindly bring your comprehensive resume and transcript of records.

Should you not be able to make it on the above date, please call Ms. Mary Johnson at 050-123-1458 to re-schedule the appointment.

We are looking forward to meet you.

Thank you.

Sincerely,
Martha Kent
Human Resource Officer

It is important to announce to the entire organization of an appointment of an employee to a new position. It could be a new employee who just joined the company or a person who was promoted in a new post.

Announcing this to the entire organization shows how you welcome, recognize and give support to the person. It is a way as well that you asks all the employees to do the same thing.

It can be done through making a memorandum that the employees can read and refer to.

1) Use positive tone when you give the importance and extent of the appointment of an employee to a new position. If he replaces someone who did not perform well, do not state any negative things about the person who previously handled the position.

2) The mood of the memo should show your enthusiasm and congratulatory. It should express how confident you are in the abilities of the employees that he can do the job.

3) It should contain the qualifications of the person in order to let the reader know that the new person for the post is indeed competent and qualified.

4) Proofread your work. There should be no punctuation, spelling or grammatical errors.

5) Make sure to provide details that are accurate and complete.

6) Construct a memo that can be easily understood by the employees. It should be concise and brief.

7) Highlight in your memo the key accomplishments and the previous position of the person.

To better guide you on how to construct this type of memo – announcing the appointment of an employee to a new position.

SAMPLE

December 8, 2010

TO : ALL EMPLOYEES

FROM : MR. JOHN DOE
Managing Director – General and Administrative Services
Washington Medical Center

SUBJECT: New Business Development Manager
===============================================================

We are delighted to share with you that we have a new Business Development Director for our New Business Development Team who joined our company. Mr. John Doe has accepted the position effective December 10, 2010. John comes to our company with a vast and wealth of experience in the field of developing and creating new businesses.

He was previously the Business Development Director of St. Gabriel’s Medical Hospital. His primary roles were to create business opportunities for the institution and to lead the Business Development Managers and Supervisors. He was also in-charge of constantly monitoring the performance of his team. John was also tasked to prepare all financial projections, review and make profitability reports, and to analyze the market trends of the hospital. He also helped in conceptualizing projects and programs of the sales and marketing team.

We are indeed excited to welcome John that he decided to join the company. I would like to invite everyone to join the management team in welcoming John to the Center in his position.

Thank you.

Have you been invited to an interview or an appointment? Isn’t it nice to grab this once-in-a-lifetime opportunity to show off your creative skills? But it will be much better if you have tangible proof that you are indeed included in the scheduled meeting.

If you have been invited, don’t hesitate to send them a Confirmation Letter.

If you have been invited to an interview or a meeting, it is courteous to send the person a confirmation. It will not only be used to confirm the appointment, meeting or interview, but also to let him know that you understood the details of your meeting fully.

The letter should be in a formal and direct tone. It also has to be brief because unnecessary words would make the reader uninterested. Check the letter’s punctuation marks and grammar before you submit it. You can easily put it in a clean sheet of paper and envelop or send it by email (make sure that it is formatted).

If you are writing this letter to your close colleagues, you don’t need to be very formal. A simple friendly tone is fine if you are having an informal appointment.

Here is a following sampleletter on a formal meeting confirmation:

SAMPLE

October 15, 2009

Mr. Tommy Brown
Creative Department Head
Maternity Consultant Corporation
4294 Boone Crockett Lane
Port Angeles, WA 38362

Dear Mr. Brown,

I am looking forward to seeing you on October 18, 10:00 am at our office at Port Angeles to discuss about the marketing plans on our latest dress designs. Our Sales Department Head, Georgia Miller, and Senior Manager, James Thomas, will be joining the meeting.

If you need to reschedule our meeting, please do call Mary, my secretary, at 765-555-3651. Until then, I will be looking forward to see you at the meeting.

Yours Sincerely,

Harry Wall
CEO
Maternity Consultant Corporation

You might have a hard time looking for a suitable employee if you are an employer. You have to go through a process of reading resumes, picking the best ones, and setting interview schedules with them. But when you have found someone that will fit the vacant position, it is best to grant an appointment to him through a letter.

An Appointment letter is a congratulatory letter for the new employer. It can be also used to familiarize the reader to the new terms in his employment. This letter is very essential especially to remote employers or the home-based employers.

Granting appointments is not hard. All you have to do is to congratulate the person about getting the vacant position. You need to have a warming and pleasant tone in your letter so that the reader will not get intimidated.

Write down your gratitude now that the person works for you. Also ask the receiver to sign and return the letter for you to know that he has confirmed the appointment, if needed. You can also state the terms of his employment, but it is not necessary.

Here is an example of a letter to grant an appointment for an interview:

SAMPLE

July 17, 2009

Darlene Ledesma
359 Birch Street
Noblesville, IN 46060

Dear Ms. Ledesma,

Congratulations, you had been appointed as one of the Difficult Storage Incorporation’s Insurance Sales Agent. You have passed the probation period that we given you three weeks before. Thank you for considering us to be a part of your career milestone.

You will be working effectively on July 23 at 7:00 am. Attached in this letter are your documented benefits, the terms and conditions of the company and your employee contract. Familiarize yourself with these documents.

Please sign at the bottom of the last page and return this letter before July 19 if you have agreed on the terms. If you still have questions, don’t hesitate to call me at 509-555-1057 or send an email message at DebraCMathis@difficultstorage.com.

We are looking forward to seeing you in our main office premises.

Sincerely yours,

Debra Mathis
HR Director
Difficult Storage Inc.

Dear

We have reviewed your qualifications and would like you
to take our Employment Tests.

Please be in our office at [time] , on [date]

If you are unable to keep this appointment, please
telephone me at [telephone]

Dear

Thank you for your recent application for employment
with The Chambers Corporation.

An interview has been scheduled for you on Monday,
June 7, 1986, at 10:00, with Mr. Phil Menot, Head of
Personnel. Mr. Menot’s office is located on the 10th
floor, Room 1009.

A test will be administered to you immediately following
your interview, which will take approximately one hour.

If you are unable to keep this appointment or if you
have any questions, please call me at (813) 555-4000.