You have received an invitation email to a meeting and wish to confirm your presence. In this article, we tell you why it is important to respond to the invitation to confirm your presence, and how to do it in due form.

Announce your participation in a meeting

When you receive an invitation to a meeting, the person who sent it to you may request written confirmation of your attendance at that meeting. If in certain cases, confirm your presence is not requested, it is recommended to do it anyway.

Indeed, a meeting can be complex to organize, especially when you do not know exactly how many people will attend. By confirming your attendance, not only will you make the organizer's preparation work easier, but you will also make sure that the meeting is efficient, not too long and adapted to the number of participants. It's never nice to waste 10 minutes at the start of a meeting adding chairs or going to reprint files!

Also remember not to wait too long before answering, even if it is true that you will not always be able to confirm your availability immediately. The earlier the confirmation occurs, the more it facilitates the organization of the meeting (a meeting cannot be organized at the last moment!).

What should a meeting attendance confirmation email contain?

In a meeting confirmation email, it is important to include the following:

  • Thank the person for his invitation
  • Clearly announce your presence
  • Show your involvement by asking if there are things to prepare before the meeting

Here is an email template to follow to announce your participation in a meeting.

Subject: Confirmation of my participation in the meeting of [date]

Dear,

I thank you for your invitation to the meeting on [purpose of the meeting] and gladly confirm my presence on [date] at [time].

Please let me know if there are any items to prepare for this meeting. I remain at your disposal for any further information on this subject.

Sincerely,

[Signature]