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Home > Emails > How to create confirmation emails (5 templates)

How to create confirmation emails (5 templates)

Lawrie Jones
Written by
Lawrie JonesProfessional Tech Writer
Updated on:Jan 04, 2024

We can confirm that we have received your request and we've written this article just for you! Confirmation emails are essential messages used every day in business. You'll send a confirmation when you receive a document, have been invited to an interview, or accepted an invoice.

If you struggle to select the right words, you're in the right place. By the end of this guide, you'll have the skills, knowledge, and insights to create effective confirmation emails.

If you want a sneaky shortcut, we've created 5 confirmation email templates, including:

  • Confirm receipt of an email
  • Confirmation of meeting attendance
  • Confirm attendance at an interview
  • Confirm payment received
  • Confirm receipt of document

Join us as we kick off this confirmation email masterclass.

Craft Your Confirmation Emails with Ease

Before exploring our curated templates, leverage the power of our free AI email generator to effortlessly create personalized confirmation messages.

What are confirmation emails?

Confirmation emails are a common courtesy. You should always respond if someone has sent you something (an invitation to a meeting, an interview request, etc.). Why? Because responding with a confirmation email shows respect.

A confirmation email also reassures the sender that they will get a result. You'll attend an interview, pay the invoice, read the document, etc.

The great thing about confirmation emails is how easy they are to write. You can sum almost everything up in a single sentence – but we can do better than that!

Here, we show you how to create great confirmation emails. We begin with 5 confirmation email templates.

5 confirmation email templates

Reading these 5 confirmation email templates should help you to understand how to create them. Read through, review them, and analyze the format to understand the structure.

Confirm receipt of an email

Email confirmations are one of the most common types. It could be a boss messaging you about a project or a colleague sharing an update. Whatever the purpose of their message, this confirmation email sample is perfect.

Dear [Recipient's Name],

I am confirming receipt of your email dated [date of the email]. I'm currently reviewing the information you provided and will promptly act on any required actions.

Thank you for your prompt response. I appreciate your attention to this matter.

Best Regards,
[Your Name]

Confirmation of meeting attendance

Meeting confirmation emails are polite and professional messages you can send alongside the electronic acceptance. Meeting confirmation emails allow you to clarify details, ask questions, and attach necessary documents.

Dear [Recipient's Name],

I hope this email finds you well. I am writing to confirm my attendance at the scheduled meeting on [proposed date and time]. I look forward to the opportunity to discuss [meeting topic] in detail and contribute to our shared objectives.

If there are any specific materials or documents that I should bring or review prior to the meeting, please let me know. Also, kindly inform me if there are any changes or additional items to the agenda beforehand.

I appreciate your organization of this meeting and trust that it will be a productive session. Please feel free to reach out if you need any further information from my end.

Thank you and I look forward to meeting you and the team.

Best Regards,
[Your Name]

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Read also: Thank You Letter for the Meeting Appointment (20+ Examples)

Confirm attendance at an interview

Congratulations on securing an interview; that's the most challenging part! Just because you've received an interview invite, you must also confirm attendance. This will secure your slot and ensure you get your chance to shine and secure the job of your dreams (or maybe climb up the next rung on the ladder...).

Dear [Recipient's Name],

I hope this email finds you well. I am writing to confirm my attendance at the interview scheduled for [Date] at [Time] at [Location]. I am excited about this opportunity and look forward to meeting with you and discussing my qualifications further.

Please let me know if there are any additional documents or information I need to bring to the interview. I want to make sure that I am fully prepared.

Thank you for considering my application and for providing me with this opportunity. I am confident that I will be able to demonstrate my skills and experience during the interview.

Best regards,
[Your Name]

Learn how to reply to an interview invitation.

Read also: How to respond to an interview request & invitation (5 samples & templates)

Confirm payment received

Payment receipt confirmation emails are essential to creating an audit trail. When the cash hits your business account (or personal account), inform the person with this payment received email.

Dear [Recipient's Name],

I am writing to confirm that we have received your payment in the amount of [payment amount]. The payment has been successfully processed and is now reflected in our records.

If you have any questions or concerns regarding this payment, please do not hesitate to contact us. We are here to assist you.

Thank you for your prompt payment. We greatly appreciate your business.

Best regards,
[Your Name]

Read also: How to Confirm Receipt of an Email (5 Samples & Templates)

Confirm receipt of document

This sample email confirming receipt of a document is one you'll send frequently if you find yourself working in an office. As you can see, the sample is super-simple and can be written in seconds. Send your confirmation as soon as possible after receiving the initial email to avoid forgetting!

Dear [Recipient's Name],

I am writing to confirm receipt of the document you sent. Thank you for forwarding it to me. I have reviewed the contents and everything looks in order.

If there is any additional information or action required from my end, please let me know.

Thank you for your attention.

Best regards,
[Your Name]

How to write confirmation emails – essential guide

After studying the email confirmation samples, you can start creating your own! In this essential guide to confirmation emails, we explain how to build better messages.

Writing confirmation emails is easy if we split the process into three stages:

  1. Confirmation email subject line
  2. Body copy
  3. Sign off/next steps

In the next section, we detail how to help you create better confirmation emails.

Confirmation email subject line

The confirmation message subject line should summarise precisely what the email is about. There's no point wasting digital space; state the purpose of your email as quickly and clearly as possible.

It's as easy as it sounds. Here are 25 confirmation email sample subject lines to use for inspiration.

Confirm receipt of an email:

  • Email received - Acknowledging your message
  • Your email dated [Date] - Successfully received
  • Got your email - We're on it
  • Your recent email - Confirmed receipt
  • Confirmation: We have your email

Confirmation of meeting attendance:

  • Confirming my presence at our meeting
  • Looking forward to seeing you at the meeting
  • Attendance confirmed for [Meeting Date/Title]
  • Secure my space at (Upcoming Meeting)
  • Meet you at [Meeting Title] - Attendance confirmed

Confirm attendance at an interview:

  • Interview attendance confirmation
  • Confirmation – Interview (Date & Time)
  • Interview confirmation for [Position/Company]
  • Interview slot confirmed - Looking forward to meeting you
  • See you at the interview - Attendance confirmed

Confirm payment received:

  • Payment successful - We've received your transaction
  • Confirmation: Your payment has been processed
  • Got your payment - Thank you for your transaction
  • Payment received - Your order is now processing
  • We've successfully received your payment

Confirm receipt of document:

  • Document received - Confirming your submission
  • Got your document - We're reviewing it now
  • Confirmation of receipt - Your document
  • Your recent document - Successfully received
  • Confirmation: We've received your document

Confirmation email body copy

Now we can get into the process of writing great confirmation emails. Like all effective emails, we begin with a personalized greeting. Say "Hi" or "Hello" and use the person's first name. (You should have all the details already, as more confirmation emails are responses.)

The first sentence is an acknowledgment and a thank you. In this example, we're going to confirm receipt of a document from a client.

"Thank you for sending through the product catalogs. I can confirm that we've received them, and we'll review them in due course."

We've confirmed receipt and can now add some content to manage the interaction. This ensures your confirmation is the final part of your correspondence until you decide to message again.

"We receive lots of information from suppliers and can't respond to everyone. We'll contact you if we're interested in learning more or making an order."

That's a professional way to stop them from applying pressure on you or clogging up your inbox with endless follow-up messages.

Confirmation email sign-off/next steps

The email so far has been highly formal, which is fine, given the context. We can soften it slightly and add a thank you.

"Thank you for taking the time to send the information to us. We're always excited to learn about new products, so do share any information and updates with us."

In this message, we wouldn't typically add contact details. But if you're confirming attendance at an interview, for example, you will want to add something like this:

"If you have any questions or the situation changes, please contact me at (insert details)."

We're all finished now, so end the email with a sign-off (thanks, many thanks, kind regards, etc.), add your name and signature, and send.

That's the easiest confirmation you'll ever send!

Essential checklist: 10 principles for writing confirmation emails

To help you write better confirmation emails, here are 10 tips from the pros at HIX.AI to help you. Read them, understand them, and put them into practice.

  1. Select a clear and concise subject line: Make your subject line relevant and specific. Try to clearly indicate the purpose of the email. Check out our 25 confirmation email template subject lines above.
  2. Personalize every message: Always address the recipient by their first name if you have it. This adds a personal touch and makes the recipient more likely to read and respond.
  3. Focus on simplicity and clarity: Conformation emails aren't essays. Write your message in simple, clear, and concise language. It should be read and understood in seconds.
  4. Don't forget details: Include all necessary information on the confirmation, including the order number, date, time, location, or anything else that may be relevant.
  5. Add instructions: If there are things the person needs to do, include them in your confirmation emails. Bullet points are a great way to list details in a simple and easy-to-understand way.
  6. Include contact information: Always provide your contact details in every email. Even if the recipient has it, you should restate it just in case!
  7. Show appreciation: Thank your customers or clients for the email, payment, document, or invoice. If you've been invited to an interview, express gratitude for the opportunity!
  8. Make message mobile-friendly: Avoid lengthy sentences, long paragraphs, and images. Keep your text short, paragraphs concise, and language simple to stay mobile-friendly.
  9. Include a CTA (Call to Action): If relevant, end your email with a call to action. This could be anything from encouraging them to stay in touch, download materials, connect on social media, etc. Use CTAs to keep your connection going!
  10.  Use HIX.AI's AI email writer: If you're concerned about writing confirmation emails, use HIX.AI's AI email writer. The super-powerful system can create 100% original confirmation emails suited for every situation. It's an easy-to-use and cost-effective solution for writing better emails quickly.


Thanks for reading this far. We can confirm that you should now have all the skills needed to write great confirmation emails. In this article, we've demonstrated that confirmation emails are simple to write, follow a standard structure, and (best of all) are short!

Don't spend time worrying about writing long confirmation emails. If you're stuck, copy our confirmation email templates, or use HIX.AI's email generator for 100% original messages for all situations.

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