Clients and customers are the lifeblood of your business. Without them, your shutters stay down, and your bank account remains empty. As such, if they want some of your time to discuss work, it’s in your interests to find it. An appointment confirmation email can help both of you turn up on time, and get down to business.

It’s understandable if you don’t give these types of ‘transactional’ emails due attention. However, they can offer plenty to your client, and keep your branding visible too.

Over the next few minutes, we’ll talk about how to create the perfect appointment confirmation email. First, let’s chat about why they’re so important.

Why You Should Care About Your Appointment Confirmation Emails

If you’re unsure what we’re talking about when it comes to an appointment confirmation email, let us explain. They’re a transactional email that simply confirms the details of a booking.

Note that this can also include purchase confirmations. This is especially true if you’re working in industries such as fitness, business coaching, or other skilled trades.

An appointment confirmation.

We’ll discuss the specifics of an appointment confirmation email later, but they’re generally straightforward and designed to summarize the booking a customer has made.

However, because they’re simple emails on paper, it’s easy to dismiss them as unimportant. Of course, we wouldn’t be dedicating some time to breaking them apart unless they have a clear benefit for you. Here’s why we think an appointment confirmation email is vital to get right:

  • They can help solidify the booking a customer has made.
  • A confirmation email gives the booking importance, meaning the customer is unlikely to forget it.
  • The confirmation shows that you mean business, which conveys trust and professionalism.

Ultimately, all of the above means one thing: If a customer trusts you and remembers the booking, the chances of making money are much higher.

When You Should Send an Appointment Confirmation Email

However, just firing off an appointment confirmation email without any consideration for when it’s sent is a recipe for disaster. Here are a few pointers on when to send an appointment confirmation email:

  • Whenever a client wants to talk with you, even for quick five-minute conversations. It’s a good idea to ‘officially’ book time to solidify the upcoming chat.
  • If a client ‘self-books’, maybe through a dedicated scheduling app (more of which later). This is a great time to fire off an appointment confirmation email.
  • If you’re booking a one-off meeting, such as an initial consultation. As you may expect, these ‘impulse’ bookings are more likely to be missed, so lending them some importance is a good idea.
  • You can also send an appointment confirmation email if you book in a regular meeting with a client. You’ll likely only need to send one confirmation at the beginning of your series of bookings. Though, there’s nothing wrong with individual confirmations for every session.

Also, you should consider the right time to send an appointment confirmation email. In our opinion, it’s a good idea to take a multi-pronged approach to your confirmations. Certainly, you’ll want to send an immediate confirmation to your customer – it shows you’re keen, and the customer gets an immediate reply to their booking.

However, you may also want to consider follow-up confirmations too. This is going to be vital if you book in advance, or there’s money involved. You only need one follow-up to remind your client, but if the eventual booking brings in income, it’s time well spent.

Finally, don’t forget other channels, such as video calls, Slack messaging, and more. If a client wants to meet with your through these types of platforms, it’s still worthwhile sending an appointment confirmation email.

How to Write the Perfect Appointment Confirmation Email (5 Tips)

Your booking is confirmed – get settled in for five tips that will help you create the perfect appointment confirmation email!

1. Choose the Right Subject Line for Your Appointment Confirmation Email

Your email’s subject line is likely the first thing the client will see once they’ve made a booking. As such, this is your chance to make a good impression.

Our main piece of advice is to be functional, rather than fancy. Remember, this email is transactional rather than a sales pitch. As such, while it could do a few different jobs here, the primary goal is to confirm the booking.

In fact, most appointment confirmation emails will pare down the information in the subject line:

A booking confirmation subject line.

If in doubt, a simple “Booking Confirmation” subject line will do the job. However, there are various other pieces of information you can include, such as a reference number or summarized details of the booking.

You could even offer a stylized confirmation, depending on your branding strategy. However, remember that the client needs information first and foremost. If every word of your subject line isn’t completely visible, it could be doing a better job on the whole.

2. Keep the Content of Your Email Short, Sweet, and Relevant

Given the nature of your appointment confirmation email, you’ll want to make sure it;s highly-focused. As such, and much like your subject line, the wording should be mostly functional and to the point. Again, there’s a time and place for sales-driven copy – a confirmation email has a different job.

It’s a good idea to think about your email as an exercise in Search Engine Optimization (SEO). In other words, if your client searches for the email in their platform of choice, practically everything within should match the potential search terms.

Offer Essential Information and Nothing More

Given this, there are some fundamental elements you’ll need to include within your email:

  • Explicit confirmation of the booking. While you want to primarily confirm that an appointment or booking has been made, you also want to solidify the booking in the mind of the client.
  • The time and date of the appointment. It’s a good idea to provide the time in your local format, and link out to a world time clock to help ‘synchronize watches’. Alternatively, you could find a solution that implements this as standard based on your client’s timezone.
  • A reference number if applicable. This gives your client peace of mind if they need to discuss the appointment at a later date, and also shows that you’re serious about the booking.
  • Confirmation of payment. Of course, if your booking didn’t involve a transaction, this isn’t relevant. However, if it did, you’ll want to include the information for reference with the option of downloading a receipt. Also, you’ll want to provide details of any upcoming transactions due, such as payment at the end of a stylist or barbers appointment.

This should cover the core fundamentals of your appointment confirmation email. However, you may also want to include important pre-appointment information that your client needs. For example, they may need to sign waivers or provide personal documents:

Extra information on a booking confirmation.

Of course, you should also include anything that’s essential to your business and related to the booking. For example, if the client has booked a specific yoga class, or the party size.

3. Make Your Appointment Confirmation Email Personal

A set of field  tags from Simply Schedule Appointments.

Personalizing your appointment confirmation emails is a great idea for many reasons. The main benefit is that you’re initiating a direct conversation of sorts with the client, and this has the effect of making a connection with them.

However, it also shows you have a vested in the person, rather than their wallet. After all, would you rather be seen as the money-oriented Mr. Crab or Spongebob himself?

As such, you should try and tailor your appointment confirmation emails to offer a personal touch. You could do this in a number of ways:

  • Use the client’s name, in a format they’re happy with.
  • Consider the pronouns you use if this forms part of your copy. In fact, defaulting to the third-person plural (“they/them”) is a great way to encompass everyone you’re emailing, without referencing gender.
  • Use the functionality within your email client to set up placeholder tags. This lets you enter specific wording (such as {name}), which is then filled in upon delivery to the client. Most scheduling platforms let you do this.

If your current email client doesn’t let you add tags to your messages, you may want to consider tools such as Mailbutler or MailSuite. However, even placeholder text works well, especially if you use our next tip.

4. Set Up a ‘Canned Response’ to Reuse Your Killer Appointment Confirmation Email Again

Once you’ve perfected your email copy, it shouldn’t be a one-shot message. Many email clients let you save emails as a canned response or template for reuse later. Combined with the field tags in the last tip, this becomes a powerful way to semi-automate your appointment confirmation emails.

A canned response from Apple Mail.

For example, Gmail includes this functionality as standard, and also lets you give each canned response a unique name. A teams email client such as Front implements this well.

However, using third-party tools for your mail client of choice is also a good option. Again, MailSuite offers this functionality, and Canned Responder is solid for Outlook clients.

5. Offer a Calendar Link to Help Your Client Remember the Meeting Details

Our final tip is another way to help your client get a reminder for their booking. Most email clients let you include a calendar link from a connected service. For example, Outlook has functionality built into the platform, and Gmail has had this for a few years too.

In Apple Mail, you have to send links directly from the Calendar app:

Mailing an event in Apple Calendar.

This will open a new email draft containing an .ics file for the client:

An email with a calendar link.

We’d say that Google Calendar and Gmail are the most tightly integrated, as you’d expect from Google’s services. Even so, it’s worth the extra few clicks regardless of your email platform to ensure your client doesn’t miss their appointment.

An Appointment Confirmation Email Sample: Delivered With Thanks!

In this section, we want to combine all of the tips we’ve mentioned into one appointment confirmation email sample. Before we break down the content, let’s give you the sample itself:

Subject: Your Booking Confirmation: {reference_number}

Dear {name},

Thank you for choosing {business_name} for {specific_service}. This email confirms your booking with {employee_name}, at the following time and date:

Date: {date}

Time: {time} ({timezone})

If you need to find the time local to you, check out The World Clock. Note that you’ll need to arrive for your appointment 15 minutes before the start time, and bring a form of personal identification issued within the last three months.

If you have any questions between now and your appointment, you can contact us on {telephone_number}, or alternatively reply to this email. Please quote reference number {reference_number} when you speak to a member of the team.

We look forward to your appointment!

{business_name}

This is all you need as a basic appointment confirmation email. However, as we’ve noted, you may want include other relevant information relating to the booking.

Still Manually Scheduling and Confirming Your Appointments? Say Hello to Simply Schedule Appointments

The above advice assumes you’re manually scheduling your book and replying to each appointment individually. We’ve touched on the subject throughout this piece, but a scheduling app will give you back precious time to work on your core business. What’s more, you can automate many of the tasks associated with scheduling clients.

Simply Schedule Appointments can help you from first contact to appointment confirmation:

The Simply Schedule Appointments home page.

It gives you a way to take control of your schedule, but automate each step. For example, you’re able to use the admin dashboard to set up specific booking times for your business:

Setting booking times in Simply Schedule Appointments.

In addition, you can set up appointment types based on your services, with deep levels of customization:

Setting up a new appointment type in Simply Schedule Appointments.

Speaking of which, you’re also able to customize the look of your appointment booking form, based on your branding:

Simply Schedule Appointments' Styles screen.

Of course, no scheduling app would be complete without being able to see exactly who has booked with you. This is something you can find on the first page of the dashboard.

The best news is that Simply Schedule Appointments takes around 5–10 minutes to set up, and is free to download for your WordPress website:

The Simply Schedule Appointments plugin.

What’s more, the premium version of Simply Schedule Appointments integrates with many of the most popular tools and services, such as Google Calendar, Mailchimp, Gravity Forms, Zapier, and many more.

In a nutshell, Simply Schedule Appointments is your booking and scheduling sidekick – after all, your organized and automated book will make you look like a superhero!

Yours Sincerely…

It may be a simple client transaction, but an appointment confirmation email can increase your trust, brand recognition, and overall income. As such, it’s an area of your business you should spend some time on.

This post has looked at how to send the perfect appointment confirmation email. Let’s recap the steps:

  1. Choose a relevant subject line for your email.
  2. Keep your content short, sweet, and relevant.
  3. Personalize your confirmation emails, and use field tags if possible.
  4. Implement canned responses for consistency in your confirmations.
  5. Provide a calendar link to help your client remember the booking.

Remember, automating your appointment book is going to give you more time to work on your business, while still bringing you benefits. With killer features and functionality, Simply Schedule Appointments has got your back!

Do you think an appointment confirmation email is necessary for success? Share your thoughts in the comments section below!

Image credit: Andrea Piacquadio.

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