How to Write Emails Informing Your Boss of an Appointment (With 7 Samples)

informing-boss-appointment

In today’s fast-paced work environment, effective communication holds the key to success. One critical aspect of workplace communication is crafting professional and concise emails, especially when informing your boss about an appointment. Whether it’s a client meeting, a medical visit, or any other scheduled event that requires your absence from work, conveying this information clearly and efficiently is vital.

This article aims to guide you through the process of composing an email that strikes the right balance between formality and brevity, ensuring that your boss receives the necessary information without unnecessary clutter. By following these guidelines, you can enhance your professional image and maintain a seamless workflow.

Writing an Email Informing Your Boss that An Appointment Has Been Fixed Is as Simple As:

  • The subject of the Email should include the title of the fixed appointment.
  • Address your boss.
  • Write that the above-subject-mentioned appointment has been fixed. Also, include the person that is to be met.
  • The date, time and venue of the appointment. And, if possible, the duration of the appointment.
  • Give details, as descriptive yet concise as possible, of the appointment.
  • Lastly, is your closing remarks.

Interestingly, the appointment could either be one involving your boss or just you. Either way, the same framework applies. Note, if the appointment involves just you and is personal, the details to be given should be limited. You do not want some personal details about you to go into the official record.

Below, are some templates that could guide the writing of emails informing the boss that an appointment has been fixed:

How to Become a Remote Appointment Setter: Everything You Need to Know

Template to Inform the Boss that the Appointment Has Been Fixed

Subject: Appointment Confirmation

Dear [Boss's Name],

I hope this message finds you well. I am writing to inform you that I have successfully fixed an appointment for [purpose of appointment]. The details of the appointment are as follows:

Date: [Appointment Date]
Time: [Appointment Time]
Location: [Appointment Location]

I have taken into consideration your preferred availability and tried to schedule the appointment at the earliest suitable time. Rest assured, I have made every effort to ensure that this appointment aligns with our goals and priorities.

I have also prepared an agenda for the meeting, outlining the key topics to be discussed and any necessary materials to review beforehand. I will send it to you separately for your reference.

Should there be any adjustments or changes required, please let me know, and I will do my best to accommodate them. I am looking forward to this meeting and the productive discussions it will bring.

Thank you for your attention and support.

Best regards,

[Your Name]

Formal Email Sample to Inform Your Boss of An Appointment

Dear [Boss's Name],

I would like to inform you that I have an important appointment scheduled on [date] at [time]. It is related to a personal matter that requires my immediate attention. I have already informed my colleagues about this appointment, and they will cover for me during my absence. I kindly request your permission to leave the office for the duration of the appointment, which is expected to take approximately [duration]. 

I will make up for any lost time by working extra hours or adjusting my schedule accordingly. Please let me know if you have any concerns or require further information. Thank you for your understanding.

Best regards,
[Your Name]

Dentist Appointment Email to Boss

Dear [Boss's Name],

I hope this email finds you well. I wanted to inform you that I have a dentist appointment scheduled on [date] at [time]. This appointment is important for my oral health and cannot be rescheduled. I have already notified my colleagues about my absence and made arrangements to ensure that my responsibilities are covered during my absence. 

I kindly request your permission to leave the office for the duration of the appointment, which is expected to take approximately [duration]. I will make sure to make up for any lost time by working extra hours or adjusting my schedule as needed. Thank you for your understanding.

Best regards,
[Your Name]

Notify Your Boss About a Doctor Appointment Email Sample

Subject: Doctor Appointment - Request for Time Off

Dear [Boss's Name],

I hope this email finds you well. I would like to inform you that I have scheduled a doctor appointment on [date] at [time]. I anticipate that the appointment will take approximately [duration] hours.

Considering this, I kindly request [duration] hours of time off on [date] to attend the appointment and allow for any necessary follow-up procedures. I will make sure to plan my work schedule accordingly to minimize any disruption to the team and ensure that all pending tasks are appropriately delegated or completed in advance.

Please let me know if there are any concerns or if you require additional information. I appreciate your understanding and support regarding this matter.

Thank you for your attention.

Sincerely,
[Your Name]

Template V to Inform the Boss That Appointment Has Been Fixed

Dear Ma,

An appointment has been set between you and the heads of department. The meeting is to hold in the board room at 9 am on Monday. The meeting has been fixed to set a panel to investigate the sexual harassment allegations filed against the Marketing Manager by two female employees.

Also, another appointment has been fixed immediately after the former with the chief security officer. You want to review the new security protocol with him. He is to wait for you in your office.

Please, let me know if I need to make any adjustment. Thank you.

Yours faithfully,
Vladimir Yovorski.

Template VI to Inform the Boss That Appointment Has Been Fixed

Dear Sir,

I write to inform you that I will be absent from my desk between the hours noon and 1pm, tomorrow. This is due to an appointment I have with my lawyer.

I have informed you about this appointment last week and you granted me permission, advising me to send you an email to the effect when the appointment is fixed. The appointment with my lawyer is of a domestic nature and will not affect the company nor its image in any way.

Rachel will handle my desk while I am gone. 

Thank you for your understanding.

Yours faithfully,
Dorcas Caine
Front Desk Officer.

Template VII to Inform the Boss That Appointment Has Been Fixed

Dear Sir,

I write to inform you of my appointment with my gynecologist. The appointment has been fixed for two Tuesdays from today.

I will reminder you next week and get someone to help with my responsibilities during the hours of my absence.
I apologize in advance for any inconvenience this may cause.

Thank you for your understanding.

Yours faithfully,
Pauline Pfeiffer.

In conclusion, always remember to remind your boss of the appointment. Also, if there is any change in the appointment, inform him as soon as possible.

2 thoughts on “How to Write Emails Informing Your Boss of an Appointment (With 7 Samples)”

    1. Adebola Williams

      Hello Eve,
      Firstly, read! Secondly, write!
      You can be an avid follower and reader of our blog posts too.
      They have proven to be helpful.

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