[tab name=’Guidelines’]

Guidelines : Confirming Attendance

Confirming Attendance at Meetings

Guidelines and Alternate Phrases

• State that you will be attending the meeting.
• I’m pleased to say I will be able to attend the May 4 accounting review meeting.
• Thanks for your invitation; I’ll be happy to attend the August 6 New Customer Orientation.
• Yes, I’ll be at the August 6 meeting in Plano.
• Confirm any vague details such as location, time, travel arrangements, and so forth.
• Can you suggest a nearby hotel?
• Will someone arrange to have a company car there?
• I will be staying at the Hyatt if you need to reach me before noon.
• State your intentions to complete any pre-meeting preparation.
• I have phoned my area supervisors to get their input and will be prepared to summarize their comments to the group.
• Yes, I plan to bring with me the Fullerton report.
• By the meeting time, I will have available all figures from our local region and will bring five copies of all the reports you mentioned.
• I noted the reading assignment and intend to complete that before arriving.
• I have phoned all committee members asking they prepare their input to present at the meeting.
• The statistics you requested will be ready for printing next week, and I will mail them to you about a week prior to the meeting.
• I have reviewed the packet of materials you sent and will be ready with my comments.
• Suggest any other agenda items, if appropriate.
• Is the agenda still open? If so, I’d like to add time for a discussion about ….
• There’s one other thing I’d like to add to the agenda: ….
• May I suggest two other topics for our meeting? One is for decision and one is for discussion only ….

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[tab name=’Example 1′]

Example 1: Confirmation letter of attendance

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Mr. Haverty:

I’m pleased to say I have been able to rearrange my schedule so as to be able to attend the Rockford branch meeting on August 1. Laura Reed, our secretary, has made all my travel arrangements, including hotel. I’ll be coming in the evening before the meeting and will give you a call upon arrival about 8:00 p.m.

The models have been shipped directly to the hotel. I’ll be bringing the building plans with me, as you requested.

May I suggest that one other item be added to our meeting agenda? A five-minute overview of the committee’s objectives in their building design would be helpful to those of us who have not been involved from the beginning.

I’m planning on a productive two days with you!

Cordially,
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[tab name=’Example 2′]

Example 2: Confirm the attendance

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Marian:

I am pleased to say I will be able to make the Region IV Roundtable on Thursday, May 5, at the branch office at 12345 Harry Blvd. If the intent of the meeting is as you outlined, the ideas presented should be stimulating as well as profitable.

As you suggested, I will be prepared to make a ten-minute presentation on “unsuccessful” marketing of software. May I also suggest an additional ten-minute question-answer period for the concerns this presentation will raise about one of our major accounts?

Will you please arrange to have an overhead projector and screen available?

Also, I would appreciate it if your secretary can confirm a late arrival on my room at the Sheraton. My flight doesn’t arrive until 9:50 p.m.

I look forward to meeting your group.

Sincerely,
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[tab name=’Example 3′]

Example 3: Attendance confirmation letter

Company Name or Letterhead
Address
City, State, Zip

Date

Addressee
Address
City, State, Zip

Dear Ms. Martinez:

I am pleased to be able to join in the July 23-25 decorator’s meeting for the new chain of Royal Inns at the Carraway Conference Center in Little Rock. Our firm is excited at the prospect of working with you on this new venture.

I have received the color schemes requested by the hotels’ owners, and have already come up with several plans. I will be working on refining them for presentation during the next few weeks. I would appreciate if both an overhead and a slide projector, along with a screen, could be made available.

After reviewing the itinerary I received, and considering the length of time I will be given to present my ideas, I was wondering: Would it be possible to meet with you the day before the conference begins to narrow down my choices of presentation materials? I am currently scheduled for a 10:00 a.m. arrival in Little Rock on July 22, but can easily re-book if necessary.

I look forward to finally meeting you in person.

Cordially,
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[tab name=’Example 4′]

Example 4: Confirmation of attendance

Company Name or Letterhead
Address
City, State, Zip

Date

Addressee
Address
City, State, Zip

Dear Ron:

This letter is to confirm my seat at the Tri-State Business Conference on May 5 at your offices on 645 Armstrong Blvd. I have filled out my preferred roundtable discussion choices, and hope that I have not waited too long to turn them in. You have engaged so many excellent speakers that it was hard to choose among the variety offered.

My secretary, Lindsey Jordan, will be calling in my meal choices to your conference planner as requested. Are there any other materials you require that I may have overlooked?

I look forward to seeing you on the 5th.

Regards,
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[tab name=’Example 5′]

Example 5: Confirming Attendance Letter

Company Name or Letterhead
Address
City, State, Zip

Date

Addressee
Address
City, State, Zip

Dear Mr. Burrow:

I am writing to confirm my attendance at the April 6 retrofit committee meeting at your offices in Des Moines. I have already forwarded to your office the various lighting samples, and will be able to provide you with a detailed suggestion list once I receive the blue prints for your warehouse locations.

I would like to suggest that in addition to the blue prints, you have someone walk through the three warehouses and note the size and locations of any pipes or machinery that are suspended from the ceilings and walls. Such obstructions will have a decided effect on light distribution and could drastically effect how many fixtures are needed, as well as the height of ceiling mounts. Please note any lighting areas that are deemed hazardous, as I have a special line of lighting specifically for such locations.

Thank you for the arrangement of my travel plans. My secretary has received confirmation for my flight on Geer Airlines flight. The downtown Hayton has likewise called to confirm my reservations and to assure me that they will provide transportation from the airport to the hotel.

I look forward to meeting you for dinner the evening I arrive. I have heard Chin’s is one of the finest restaurants in Des Moines.

Regards,
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