How to Confirm a Phone Meeting
Confirm a scheduled phone meeting in advance of the scheduled meeting time to make sure you're near your phone to take the call. Although phone meetings don't require the same travel and exertion often required to meet someone in person, the underlying preparations are often the same. Avoid missing a phone meeting so the other party doesn't feel disrespected or slighted.
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Instructions
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Create a new email message addressed to the person with whom you want to confirm approximately 24 hours before the scheduled meeting. Doing so before this time is ineffective because busy professionals may only have time to plan the current and next day's affairs.
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Type a brief message that includes the information you know about the phone meeting. If you are scheduled to meet tomorrow at 5 p.m., you might type something like this:
"I am writing to confirm our phone meeting for tomorrow, which is scheduled at 5 p.m."
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Include any information pertinent to the call, such as the number at which the person needs to reach you or your time zone, if yours is different from his:
"As we discussed, I'll be traveling, so please call me on my cell phone at 123-456-7890. Additionally, I am on Eastern Standard Time, so please take that into account when calling."
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Close the confirmation by asking the person to reply back to you only if changes need to be made. Otherwise, inform him that you will speak with him at the scheduled time. Send the email.
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Tips & Warnings
Avoid calling to confirm a phone meeting, particularly if the person with whom you have the meeting is busy or often unavailable. Sending an email allows him to verify the details of the meeting -- and, if necessary, amend them -- on his own schedule.
