Sending in a confirmation is a business norm if you have been intimated to attend a meeting. The easiest way of doing this is by sending an email to let the inviter know that you will be attending the meeting.
Writing a meeting confirmation reply letter is a good gesture as it tells others that you are cultured and possess professional ethics. Your intent to attend a meeting will hold importance as the inviter may want your input on the contents of the meeting or your presence may mean some sort of support. Either way, it is your duty to inform the inviter that you will be attending.
Meeting conformation emails are not standardized – the addressing part is taken care of by technology and you can basically confirm your attendance in any manner you want to provided it has a professional tone. An email of this type may also contain reiteration or confirmation of what you are expected to do at a meeting. This information in a confirmation email will confirm to the invitee that you understand the agenda and will provide your contribution.
The following sample email for confirming a meeting can help you write one of your own.
Subject: Meeting Confirmation
Dear Mr. Jose:
Thank you for intimating me of the meeting about planning the next stage of Project Eat Healthy set on November 10, 2014. I am writing this email to inform you that I will be present at the meeting and will have prepared report to present as well.
As I understand, the board would like me to present my ideas on how Nestle can work towards the success of this project from a marketing point of view. I have been following the project from the day it commenced and have gathered substantial information which I have put in a report. This is the report which I intend to present at the meeting tomorrow and I am positive that it will be of great interest to all the board members.
I have completed and attached the questionnaire that you sent to me for review with your invitation. Please let me know if you would like me to do anything prior to tomorrow’s meeting that may help edge things on.
I look forward to meeting all the board members and anticipate a positive outcome as far as Project Eat Healthy is concerned.
25 New Street
San Jose, CA 25411
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