Missed appointments mean lost revenue and wasted time. The simplest way to prevent this? Appointment confirmation emails.
These emails serve as gentle reminders and reduce the chances of no-shows, making sure your schedule stays on track.
In this article, we’ll share effective appointment confirmation email templates and practical tips to keep your clients showing up, so you can stay fully booked and organized.
Let’s get started.
What is an appointment confirmation email?
An appointment confirmation email is a message sent to a client or customer to confirm that a scheduled appointment is set. It confirms booking details and relevant information such as the date, time, location, and any additional instructions for the appointment.
But it’s more than just a reminder — it’s a way to give your clients peace of mind. They know their appointment is confirmed, and if anything comes up, the email often gives them an option to reschedule or cancel, so their spot doesn’t go to waste.
At the end of the day, these emails help keep everyone on the same page, making sure your clients don’t forget their commitments while enabling you to manage their appointments easily.
Related: How to Schedule a Meeting via Email
Why should you send appointment confirmation emails?
Sending appointment confirmation emails is one of the most straightforward ways to prevent no-shows and last-minute cancellations, both of which can hurt your business. Let’s expand more on why they matter.
1. Reduce missed appointments
The most direct benefit of sending appointment confirmation emails is reducing no-shows. A simple reminder can jog a client’s memory, giving them time to cancel or reschedule if needed.
Think about it: how often do you forget a dentist appointment, only to be reminded by a confirmation email? It’s a small step that makes a big difference in keeping your calendar running smoothly.
2. Professionalism
Sending out appointment confirmation emails shows that your business values its customers’ time and is organized.
It tells your customers that you’re on top of things, and that kind of professionalism goes a long way in building trust. People are more likely to keep their appointments if they see how organized you are.
3. Better communication
A clear confirmation email gives your customers all the details they need upfront. No need for them to chase down information because it’s all in one place. Date, time, location, and any additional information are spelled out, offering a smooth customer journey.
4. Better customer experience
Providing an easy option to cancel or reschedule through the confirmation email can improve the customer experience, showing flexibility and understanding.
Imagine booking a hair appointment weeks in advance, but something comes up last minute. You get a confirmation email with an easy link to reschedule. That simple option makes you feel taken care of, right? It’s the same for your customers.
5. Fewer last-minute cancellations
If clients are reminded in advance, they have more time to manage their schedules. If an appointment no longer works for them, they can cancel or reschedule, giving you time to fill the slot.
Appointment confirmation email templates
Let’s have a look at appointment confirmation templates you can use for different scenarios. Feel free to adjust the tone and content to match your business's voice.
1. General appointment confirmation email
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:
Appointment details:
Date: [appointment date]
Time: [appointment time]
Location: [office address or virtual link]
If you need to reschedule or cancel, kindly inform us at least 24 hours before your appointment.
Looking forward to seeing you.
Best regards,
[Your name]
[Your company name]
[Contact information]
2. Virtual appointment confirmation
For businesses conducting virtual meetings or consultations, this template can be helpful.
Subject: Virtual appointment confirmation for [date]
Dear [client name],
Your virtual appointment has been confirmed for [date] at [time]. You can join the meeting using this link: [meeting link].
Please ensure your internet connection is stable a few minutes before the scheduled time. Should you have any questions or need to reschedule, feel free to contact us at [phone number].
Looking forward to connecting with you.
Kind regards,
[Your name]
[Your position]
[Company name]
3. Appointment reminder email (24 hours before)
Use this template to send a reminder a day before the appointment. It’s a great way to keep it fresh in your customer’s mind.
Subject: Your appointment is tomorrow at [time].
Hi [customer name],
This is a friendly reminder about your appointment with [company name] tomorrow, [date] at [time]. We’re looking forward to seeing you at [location/virtual link].
If you need to reschedule, please let us know as soon as possible.
Best regards,
[Your name]
[Your position]
[Company name]
[Contact information]
4. Last-minute reminder (1 hour before)
For important or high-priority meetings, this last-minute reminder template can be effective.
Subject: Your appointment starts in 1 hour
Dear [customer name],
This is a friendly reminder that your appointment is in one hour, at [time]. We’re looking forward to welcoming you at [location/virtual meeting link].
If you experience delays or need to make any last-minute changes, please contact us at [phone number]
Best regards,
[Your name]
[Your position]
[Business name]
5. Confirmation for rescheduled appointments
If a client needs to reschedule, this email confirms the new time and date.
Subject: Appointment rescheduled — New date confirmed
Hello [customer name],
Thank you for rescheduling your appointment. This email confirms your new appointment details:
New Date: [new date]
New Time: [new time]
Location: [location/virtual link]
If you have any further questions, don’t hesitate to get in touch.
Best regards,
[Your name]
[Your position]
[Company name]
[Contact information]
6. Appointment confirmation email template with cancellation policy
Use this template to confirm appointments while clearly communicating your cancellation policy.
Subject: Appointment confirmation for [date]
Dear [client name],
We’re pleased to confirm your appointment on [date] at [time], to be held at [location/virtual link].
Should you need to cancel or reschedule, please notify us at least [timeframe] in advance. Cancellations made after this time may be subject to a fee, as outlined in our policy.
If you have any questions or need further assistance, feel free to reach out.
We look forward to seeing you!
Best regards,
[Your name]
[Your position]
[Company name]
[Contact information]
7. Appointment confirmation email with multiple time slots
Suitable when giving clients multiple time slot options to choose from.
Subject:Confirm your appointment time
Dear [customer name],
We’re excited to schedule your appointment for [service name]. Please select your preferred time from the options below and reply to this email:
Option 1: [date and time]
Option 2: [date and time]
Option 3: [date and time]
If none of these work, feel free to propose an alternative time. We’ll finalize the appointment once we receive your reply.
Best regards,
[Your name]
[Your position]
[Business name]
[Contact information]
8. Appointment confirmation email for a job interview
Ideal template for confirming a job interview appointment.
Subject: Interview confirmation for [position]
Dear [candidate’s name],
We’re pleased to confirm your interview for the [position] role at [company name]. The interview is scheduled for [date] at [time], and will be held at [location/virtual link].
Please let us know if you need any additional information.
Best of luck,
[Your name]
[Your position]
[Contact information]
9. Missed appointment with a chance to reschedule
Use this template for missed appointments, providing options to reschedule.
Subject: Missed appointment — let's reschedule
Dear [client name],
We noticed you missed your appointment today. We’d be happy to reschedule at your convenience. Please select a new time from the options below or suggest a time that works for you:
Option 1: [date and time]
Option 2: [date and time]
Option 3: [date and time]
Looking forward to hearing from you.
Best regards,
[Your name]
[Your position]
[Company name]
[Contact information]
10. Healthcare appointment confirmation
An ideal template for a doctor’s appointment.
Subject: Appointment Confirmation — [Doctor’s name or clinic name]
Hi [patient’s name],
Your appointment with [doctor’s name] has been confirmed for [date] at [time]. Please arrive 10-15 minutes early for check-in. The clinic is located at [address].
Remember to bring [required documents, insurance, etc.]. If you need to reschedule or have any questions, feel free to call us at [phone number].
See you soon,
[Your name]
[Clinic name]
Best practices for sending appointment confirmation emails
When sending appointment confirmation emails, your main goal should be clear communication and a smooth customer experience. Here are some practical tips to keep in mind:
1. Send at the right time
Timing is everything. Send the initial confirmation right after the appointment is booked so your client has all the details handy.
As the date approaches, send a couple of appointment reminder emails: one 24 hours before and another an hour or two before the scheduled time.
For example, if you're booked for a haircut appointment, the email sequence can be as follows:
- Immediately after booking: Your hair appointment is confirmed for [date].
- The day before the appointment: Just a reminder: Your haircut is tomorrow at [time].
- An hour before: We’re ready for your appointment at [business name].
2. Use a clear subject line
For appointment emails, clear, simple, and direct subject lines have better open rates. The recipient should instantly know what the email is about.
Do not have the recipient guessing, because it’s not the place for creativity, just clarity.
Adopt these:
- Your appointment with Dr. Ken is tomorrow at 3pm.
- Haircut appointment confirmation — [date and time]
Avoid these:
- Something exciting is coming soon!
- It’s almost time for your thing
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, conversational 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.
You can easily personalize your emails at scale with a little help from Brevo.
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.
An automation software can send confirmation, reminder emails, and follow-up emails without you having to lift a finger.
Related: 8 Meeting Request Email Templates
How to send appointment confirmation emails
You can send appointment confirmation emails either manually or with automated tools.
Using manual method
You can manually send appointment confirmation messages using an email client or an online appointment scheduling tool. Just choose the recipients, write the message, and send it.
This can work for small businesses with fewer appointments, but it becomes overwhelming as you grow.
Using automated tools
Automation is the future for businesses with a high volume of appointments. Email automation software like Brevo, make it easy to automate confirmation emails, rescheduling, and reminders.
You can set up automated triggers based on booking actions, and the software will handle the rest, saving you time and effort.
Email campaign automation on Brevo
If your business frequently schedules meetings with clients, it's important to choose a tool that allows clients to book appointments directly.
Brevo Meetings, for example, simplifies scheduling by letting clients select meeting types, choose their slots, and receive automatic reminder notifications before meetings or appointments.
For a more detailed explanation, check out our guide: How to let clients book an appointment with you online.
A snippet of Brevo meetings page
Ready to cut down on no-shows?
