Use this template to confirm standard appointments with clients across most industries.
Subject: Your appointment is confirmed for [date].
Hi [client name],
Thank you for scheduling with us. This email confirms the details of your upcoming appointment:
3. Be clear and concise
In the same wavelength, keep the body of your email simple. Your customers are only interested in the relevant information: date, time, location, and any instructions for rescheduling or canceling.
Avoid overloading the email with too much information or unnecessary details.
4. Include your company’s contact info
Make sure your clients can easily reach you if they need help or have questions.
Include a phone number, email, or other contact methods at the bottom of the email. It’s a simple touch that adds convenience for the client.
5. Use a friendly, professional tone
You don’t have to be overly formal to be professional. A warm, conversationa Advertising Phone Number Data tone can still be professional while helping clients feel valued.
For example:
Hi [customer name], just a quick note to confirm your appointment with us on [date] at [time]. We’re looking forward to seeing you!
This kind of language sounds approachable without sacrificing professionalism.
6. Must include a cancellation policy
Provide an option to change or cancel an appointment.
A cancellation policy enables your customers to be aware of the procedures for cancellation and rescheduling, which sets clear expectations for both parties. It also reduces no-shows.
7. Personalize if possible
Whenever you can, include the recipient’s name and details specific to their appointment. A little personalization goes a long way in making the client feel like more than just a number.
For example:
Hi Alex, your massage appointment with Sarah is confirmed for Tuesday at 4 PM. feels more personal than Your appointment is confirmed for Tuesday at 4 PM.
It’s a simple yet effective way to show that your business cares about the people it serves, not just the appointments.
8. Use your clients’ preferred communication method
If your clients aren’t big on emails, don’t force it. Use their preferred way of communicating, whether that’s SMS or phone calls.
For this, use a CRM that’s also an SMS and WhatsApp marketing software to cater to all your customers’ preferences. This shows you’re paying attention to their needs.
9. Don't upsell other services
Appointment confirmation emails are not the time or place to promote other services or products. Focus solely on the appointment details and leave the sales pitches for another interaction. Trying to sell in these emails can come across as pushy or insincere.
10. Automate your appointment confirmation emails
You don’t need to manually send every confirmation message. Use a reliable email marketing tool like Brevo to automate this process. It saves time, ensures consistency, and reduces human error.
