Why Your Business Appointments Need Follow-Up Emails

From the time of booking up until after the appointment is over, you have a window to make a good impression with your client. To get customers interested in your appointment, keep the conversation going with follow-up emails.

At this point, the hardest part is over – you’re successfully booking clients. Good job! Your website is trustworthy and helpful enough to convince visitors to schedule a moment of your time.

Now it’s up to you to keep that reputation up. You have to continue to let them know you care about working with them.

That means you have to follow-up both after they book and after the meeting.

To help you do that, this guide will go over:

  • How to write a thoughtful follow-up email
  • How to setup automatic follow-up emails
  • Some example templates you could use
Follow-up emails help you create a great reputation

How to Write a Thoughtful Follow-Up Message

Writing messages that get to the point

A good rule of thumb to structuring clear messages, is to:

Tell them what you are going to tell them, tell them, then tell them what you told them.

In an email message that could look like this – the Subject ‘tells them what you’re going to tell them’. Make the content of the email clear – appointment/meeting information.

The main message should ‘tell them’. Include a bit more details on their appointment and what that means to the client.

And the signing off of the message should ‘tell them what you told them’. Write a quick summary of the message.

Making the message focus on the Client

When writing to potential clients, it’s also important to make the message ‘you-oriented’ instead of ‘I-oriented’. For example,

  • I had a pleasure meeting you vs.
  • You were a pleasure to meet

It’s very subtle but it makes a huge difference. Remember that in the consulting business your goal is to help solve client problems, and the focus should always stay on the client.

Other tips on how to write a good message to clients:

  • Agenda or Recap – tell them what you’re expecting to do in the meeting or what you plan to do after the meeting
  • Links to pages, emails, or phone numbers in case they need to contact you
  • Write it using your own voice – loosen up, don’t make it feel like a robot wrote it!
  • A thank you note – let them know you appreciate them
  • And, keep it short and sweet ๐Ÿ™‚ That means your sentences, your words, and also the length of the whole message!

Sending Automatic Follow-Up Emails

To setup automatic follow-up emails for your appointments, go to the Simply Schedule Appointments Admin Page. Go to Settings > Notifications.

Here you can +Add A New Notification.

Going into the Notification Settings and Adding a New Notification

Fill out the Name of the Notification – this is for your personal use. Try to use a naming system that includes the 1) Appointment Type, 2) Person who receives it (Admin or Client?) and 3) What time it triggers.

Choose who you want to send it to – use the Mail icon on the corner to easily plug in the Admin or Customer email. Or, type in and enter an email.

Use the CC/BCC button to add other emails too.

Filling out the Send to information

Now, we want to make sure this sends out on time either before or after our specific meeting. Use the fields under When to Send this Notification to set the time trigger.

And, choose the Appointment Types you’d like to send this out for.

In our case, we want this to send 1 Day After the Consultation Phone Call Appointment.

Setting the Time Trigger and specific Appointment Type

Finally, type in your Subject and Message. You can plug in information directly from the Appointment using Twig Code Templates.

Find out more about the Twig Code Templates in our guide: Writing Your Own Notification Subject and Message.

Use the eye icon and Tt icon on the top-right corners to help you preview your message and easily add in Twig Code Templates.

That’s it! You’ve successfully automated a follow-up message for your clients ๐Ÿ™‚

NOTE: The Time of Appointment Triggers are only available in the Professional Edition of Simply Schedule Appointments. Sending out emails at the time of booking can still be done in the Free/Basic Edition.


Message Templates for Every Occasion

Right After Booking

Subject:

*Your Business Name*: A Confirmation and Thank You Note for Booking Today!

Message:

Hello {{ customer_name }}!

This is a quick confirmation that you just booked, {{ Appointment.AppointmentType.title }}, with us.

We’re looking forward to talking to you, here is the scheduled date of our meeting: {{ Appointment.start_date | date(โ€œF d, Y g:ia (T)โ€, Appointment.customer_timezone) }}

Your booked meeting should include:

  • First thing on the agenda
  • Second thing on the agenda
  • Third thing on the agenda

{% if attribute(Appointment.customer_information, โ€˜instructionsโ€™ %}

Just remember that, {{ Appointment.AppointmentType.instructions }}.

{% endif %}

Thank you so much for giving us a moment of your time. We’re happy to see how we can help you in our {{ Appointment.AppointmentType.title }} meeting.

Sincerely,

*Your Name/Business Name*

P.S. Here’s my email if you need anything, {{ admin_email }}

And here’s a link if you need to reschedule: {{ Appointment.public_edit_url }}


Reminder Before Appointment

Subject:

*Your Business Name*: Looking forward to our {{ Appointment.AppointmentType.title }} appointment today!

Message:

Hello {{ customer_name }}!

This is a quick reminder for our appointment today, {{ Appointment.AppointmentType.title }}, at {{ Appointment.start_date | date(โ€œF d, Y g:ia (T)โ€, Appointment.customer_timezone) }}.

Your meeting should cover:

  • First thing on the agenda
  • Second thing on the agenda
  • Third thing on the agenda

{% if attribute(Appointment.customer_information, โ€˜instructionsโ€™ %}

And, don’t forget that, {{ Appointment.AppointmentType.instructions }}.

{% endif %}

I’m excited to finally speak with you and find out how we can help you in our {{ Appointment.AppointmentType.title }} meeting today.

See you soon!

*Your Name/Business Name*

P.S. Here’s my email if you need anything before our meeting today, {{ admin_email }}

And here’s a link if you need to reschedule: {{ Appointment.public_edit_url }}


Follow-Up After Appointment

Subject:

*Your Business Name*: Thank you for your time today!

Message:

Hello {{ customer_name }}!

Thanks again for reaching out, you were a pleasure to meet ๐Ÿ™‚

This is a quick recap for our appointment today, {{ Appointment.AppointmentType.title }}, at {{ Appointment.start_date | date(โ€œF d, Y g:ia (T)โ€, Appointment.customer_timezone) }}.

We hope you were able to get more information on *what you’re business helps them do*

Some next steps from here would be: *let them know what comes next*

We loved meeting you and hope to hear more from you soon ๐Ÿ™‚

*Your Name/Business Name*

P.S. Here’s my email if you have any questions, {{ admin_email }}


Conclusion

From the time of booking up until after the appointment is over, you have a window to make a good impression with your client. To get customers interested in your meeting, keep the conversation going with follow-up emails.

Use our writing tips and templates to write a thoughtful message to your clients. And, see how an automated booking system like Simply Schedule Appointment can let your customers know you care ๐Ÿ™‚

Try the Basic Edition for Free to start booking clients on your website today. It takes less than 10 minutes to get the Booking Calendar setup on your site! 🦊

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