How to Write an Appointment Confirmation Email: Tips & Tricks

Looking to craft the most effective emails for your clients? Appointment confirmation emails vary based on your service business type and meeting specifics.

However, there are always things that are commonly important across brands and companies, and your customers expect to see them in an appointment confirmation email!

Find email examples here: Appointment Confirmation Text Examples

Understand Common Customer Concerns

Before we continue with our tips and tricks, it’s important to understand what problems an appointment confirmation email solves for your business.

Of course, the most important thing is that a confirmation email dispels the doubts of a customer whether the appointment is actually booked and approved.

Next, they need to be sure they booked what they really intended to. What type of error is a customer prone to at this stage?

• Customers may forget the appointment details, time, or location. 
• There might be confusion about the purpose or agenda of the meeting or appointment.
• It’s easy to forget or neglect to attend the appointment.
• There might be concerns about the appointment process or the service provided.

A confirmation email, if created the right way, can significantly reduce these concerns and increase attendance rates.

How to Write an Email Subject – Top Recommendations

First of all, ensure your email subject doesn’t sound spammy.

A customer should instantly understand that your tone is polite and serious. There are various ways to achieve this, for example:

• refer to your location or appointment time.
• be direct and clear.
• use vertical separators to improve readability.

Examples below:

• Your appointment is confirmed! [time]
• Booked successfully! Let’s meet at [time]
• Your appointment is scheduled for [details]
• Your meeting with [company] is scheduled | Details inside

Effective and Informative – Key Parts of an Appointment Confirmation Email Content

It’s time to get our hands dirty with helping you craft a perfect appointment confirmation email template!

Greetings Line – Short & Sweet

If your software for appointment booking that automates these emails can handle real customer names, be sure to include it. And then, keeping your brand voice, choose a suitable greeting or say ‘thank you’ for the booking. For example:

• Hi [Name], you’ve successfully scheduled a session, thank you!
• Dear [Name], I just wanted to let you know that you are scheduled for an appointment.

Crucial Appointment Details

Get down to business right away in your confirmation email. Numbers, addresses, times, and other specific details should be at the top of your email.

• Date and time of the appointment.
• Appointment duration.
• Location.
• Link to a virtual meeting (if applicable).
• Contact information of the responsible person.

Appointment Purpose Explained

Whether you provided such information in the booking form or not, a brief overview of what will be discussed or addressed during the appointment is one of the things a customer expects to understand.

Briefly try to explain what the agenda is to ensure a client anticipates it.

Preparation Details

Is there anything really important a client must know before the appointment?

If it’s a clinic or school, there might be documents or things that must be taken along with. For a list of things, better keep them organized in a list with bullet points.

A Link to Calendar Apps

Most people use digital calendars.

If possible, enable customers to quickly add the appointment to their favorite calendars (Google or Apple, for example) by simply following a link in the confirmation email. Popular calendar apps provide many tools to tailor reminders and notifications, which means your customers will never forget about their appointments.

Cancellation Policy

Things happen so clients need to know how to reschedule or cancel their appointment. This information should be stated in the email as quick links or instructions. 

Insightful guide on the topic: How to Deal with Last-Minute Appointment Cancellations

Calls to Action

Calls to action and motivational phrases can be a great way to be more memorable for your clients. If your email is not too long, you can include phrases like the following (of course, they should suit the specifics of your business).

• Let’s make progress together.
• Don’t miss this incredible guest.
• We’re looking forward to meeting with you.

Business Address & Contacts

In case of unexpected changes or questions, customers need to be able to reach out directly without having to search for your contact details.

Make sure to include the business address, phone number, and names of the contact person for any further questions. A link to your website is also appreciated.

How Long Should an Appointment Confirmation Email Be?

While all the details of the appointment booking confirmation email we’ve listed above are crucial, you need to decide for yourself whether some of it doesn’t play a role for your customers or the success of communicating with them. Consider these nuances: 

• Long emails can be difficult to read and understand. Make sure that the client understands the key point (appointment is confirmed) instantly. Then have the rest of the important details.
• Remove unnecessary information – the shorter the better.
• If you have a lot of details, break them into visual parts using headings to improve email readability.

Email Design – Colors & Fonts 

The design of your appointment confirmation email is just as crucial as its content. Ensure it reflects your brand with consistent colors, fonts, and memorable visuals (images and icons).

But what else? We suggest the following:

• Optionally place the most important information like appointment details on a separate image, distinctive background, or even a table.
• Use icons and images to make the content more engaging and informative. 
• Keep the text readable by breaking information into paragraphs and longer information into lists.
• It’s okay to write non-necessary information in smaller font.
• Keep the font the same across the entire email content, using bold or italics font type to highlight information.

Final Tips

Finally, proofread your email carefully, putting yourself in your customer’s shoes:

1. Is the key information clear and accessible? Can they easily find the date, time, and location? Does the email provide everything they need to prepare? Is it easy to reschedule or cancel? Does the tone feel friendly and supportive? Do they have your contact for extra questions? Does it look professionally designed and well structured? 
2. Design an appointment agenda in the emails that’s so exciting and informative; customers will be eager to participate and won’t want to reschedule.
3. Send automated appointment confirmation emails with no manual control. Use software like BookingPress.

If you found this article helpful, be sure to check out these related tutorials:

• Popular Booking Software for Personal Trainers
• How Online Booking System Will Help You Increase Revenue
• How to Add Appointment Links to Your Google Business Profile