Meeting Confirmation Email

When to use this

The shortest possible confirmation that's still useful. Time in their time zone. One sentence on agenda. One sentence on who's joining. Done.

What to customise before you use it

• Replace Topic with your real meeting, project, or stakeholder details.
• Replace Executive name with your real meeting, project, or stakeholder details.
• Replace Day Month with your real meeting, project, or stakeholder details.
• Replace Time TZ with your real meeting, project, or stakeholder details.
• Replace Name with your real meeting, project, or stakeholder details.
• Replace Day Month, Year with your real meeting, project, or stakeholder details.
• Replace Start time with your real meeting, project, or stakeholder details.
• Replace End time with your real meeting, project, or stakeholder details.
• Replace Time zone with your real meeting, project, or stakeholder details.
• Replace Address / virtual link with your real meeting, project, or stakeholder details.

Subject: Confirmed — [Topic] with [Executive name], [Day Month] at [Time TZ]

Dear [Name],

Confirming our meeting with [Executive name]:

- **When:** [Day Month, Year], [Start time]–[End time] [Time zone]
- **Where:** [Address / virtual link]
- **With:** [Executive name] and [yourself / others]
- **Focus:** [One sentence — what they'll come out of the meeting with]

We've held [X] minutes. A short pre-read will follow on [date].

Please let me know if anything changes at your end.

Best regards,
[Your name]
EA to [Executive name]