Meeting Confirmation Email

# Meeting Confirmation Email

## Purpose
Send immediately after booking a meeting to confirm details and set the agenda so all parties arrive prepared.

## When to Use
A professional meeting confirmation email with agenda, attendee details, location or video link, and any preparation materials needed.

## Instructions
1. Review the template below and familiarise yourself with the structure
2. Replace all [bracketed placeholders] with your business details
3. Customise the tone and formatting to match your brand
4. Save in your preferred tool (HubSpot or Zoom)

---

Subject: Meeting confirmed - [Meeting Topic] on [Date]

Hi [Client Name],

Thank you for scheduling time to meet. Here are the confirmed details:

**Meeting Details:**
- Date: [Day, Date]
- Time: [Start Time] - [End Time] AEST
- Location: [Office Address / Video Link]
- Attendees: [List of attendees and their roles]

**Agenda:**
1. [Agenda Item 1, e.g. "Welcome and introductions"] - [Duration, e.g. "5 min"]
2. [Agenda Item 2, e.g. "Review of current performance"] - [Duration, e.g. "15 min"]
3. [Agenda Item 3, e.g. "Discussion of proposed changes"] - [Duration, e.g. "20 min"]
4. [Agenda Item 4, e.g. "Next steps and action items"] - [Duration, e.g. "10 min"]

**Preparation:**
- Please review [Document/Report Name] before the meeting: [Link]
- Come prepared with [any specific items, e.g. "your questions about the proposed timeline"]

If you need to reschedule, please let me know at least 24 hours in advance and I will find an alternative time.

Looking forward to a productive conversation.

Kind regards,

[Your Name]
[Your Title]
[Company Name]
[Phone Number]

---

**Complexity:** simple | **Setup time:** 5 minutes | **Tools:** HubSpot, Zoom, Slack