Appointment confirmation email templates
Confirm every appointment as soon as it's booked, by email, text or both. Include everything the customer will look for on the day: the weekday and date, the time with time zone, the exact address or video link, how long it takes, what to bring, and how to reschedule or cancel. An add-to-calendar file prevents a lot of no-shows.
By Alvyn Detavernier, founder · published
When to use it
- Appointments booked by phone, so the customer has the details in writing.
- Home service visits booked for an arrival window.
- Office visits: medical, dental, legal, accounting, salon or spa.
- Sales demos and discovery calls over video.
- A first appointment with a new client who doesn't know your location or your cancellation policy.
The templates, ready to copy.
Replace the parts in brackets with your details, proofread, send.
Template 1
Full email (office visit)
Subject: Confirmed: [Weekday, Month Date] at [time]
Hi [First name], Your appointment is confirmed: When: [Weekday, Month Date] at [time] Length: about [duration] With: [Full name], [title] Where: [full address], [suite or floor] Parking: [where to park or transit options] Please bring [documents or items needed]. Need to reschedule or cancel? Please do it at least [notice, for example: 24 hours] ahead at [link] or by calling [phone]. See you soon, [Company name]Template 2
Text message confirmation
[Company name]: You're confirmed for [Weekday, Month Date] at [time] at [address]. To reschedule: [short link] or call [phone]. Reply STOP to opt out.Template 3
Home service visit (arrival window)
Subject: Confirmed: [Weekday, Month Date], arriving between [time] and [time]
Hi [First name], We're confirmed for [Weekday, Month Date] between [time] and [time] at [service address] for [type of service]. Your technician is [First name]. They'll call you about 30 minutes before arriving. To save time on site, please [prep: clear access to the water heater, have the model number handy, secure pets]. If something comes up, call us at [phone] by the day before. [First name], [Company name]Template 4
Video call (B2B)
Subject: Confirmed: [meeting topic], [Weekday, Month Date] at [time] [time zone]
Hi [First name], Thanks for making time. Here are the details: When: [Weekday, Month Date], [start time] to [end time] [time zone] Link: [video link] Attendees: [names and titles] Proposed agenda: 1. [Item 1, for example: your goals for next quarter] 2. [Item 2] 3. [Item 3] Reply if you'd like to add a topic or a colleague. A calendar invite is on its way. Best, [Full name], [Company name]Template 5
Formal (medical or professional office)
Subject: Appointment confirmation for [date]
Dear [Mr./Ms. Last name], This confirms your appointment with [Dr. Last name / attorney name] on [Weekday, Month Date] at [time] at our office, [address]. Please arrive 10 minutes early and bring [photo ID, insurance card, documents]. Per our cancellation policy, appointments canceled with less than [notice] may incur a [amount] fee. To make changes, please call our office at [phone]. Sincerely, [Office name]
Tips to make it work.
- Put the date and time in the subject line so the customer finds them without opening the email.
- Always pair the weekday with the date ("Tuesday, October 14"); a mismatch then jumps out immediately.
- Include a time zone for anything remote. "2 p.m." means four different things across the continental US.
- Attach an .ics file or an add-to-calendar link. That's what actually gets the appointment onto the customer's calendar.
- State your cancellation window and any no-show fee in the confirmation, not only in the reminder.
- If you're a healthcare provider, keep the reason for the visit out of texts and emails. Date, time and location are enough.
Mistakes to avoid.
- Leaving out the suite number, gate code or parking instructions, and fielding three calls that morning.
- Sending a video link with no time zone to a client in another state.
- Offering no easy way to reschedule, so a conflict turns into a no-show.
- Charging a no-show fee the customer was never told about.
- Texting customers who never agreed to receive texts, or ignoring STOP replies.
Frequently asked questions.
Should I confirm appointments by email or text?
What should an appointment confirmation include?
Can I charge a fee for missed appointments?
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