One of the most confusing things is knowing when and how to reply to emails; especially email confirmations for meetings. Should you even reply to these, and if so, how do you reply to a confirmation email for a meeting?
You should reply to an email confirmation for a meeting because if there are any errors, it brings them to both you and the other party’s attention. To send a proper email back, repeat the details of the meeting to the person you’re emailing. That way, if there were any errors or there’s a need to reschedule, all the information is easy to access.
The rest of this article will cover why you should reply to a confirmation email, and how to reply to a confirmation email.
Why You Should Reply To A Confirmation Email
Although it may seem daunting, replying to confirmation emails helps keep all your data in one place. Most think it’s best to simply mark the confirmation email as important and move on.
Marking the confirmation email as important is a great idea and something you should do regardless of if you reply or not; however, replying will ensure that both parties are aware of the meeting details.
This helps not only to point out errors, but also as a defense in case the other party gets a detail wrong. If you show up to the correct meeting place, but the other party doesn’t, there’s no way the blame can fall back on you because you took the time to write out an email to confirm the details.
It may seem tedious, but doing it can grant you many benefits: you can point out any errors before they become a problem, have a defense for yourself in case anything goes wrong, and show the other party your attention to detail.
How To Reply To A Confirmation Email
The tricky part about replying to confirmation emails is knowing what to say. Don’t be discouraged: replying to a confirmation email is easy since all you have to do is repeat the information that’s being shared.
Look through the confirmation email carefully, then begin your response after you have all the details. Here is a template you can follow to reply to an email confirmation for a meeting:
Thank you for sending me an email confirmation about [topic]. I have [topic] marked down on my calendar for the [date] at [time] at [location]. If any problems arise, please contact me at [phone number, email, or another method of contact]. I look forward to seeing you on [date].