When it comes to almost any kind of business, you need to know how to confirm an email. Every now and then, you will need to send out an appointment confirmation email or reply to a meeting confirmation email.
And yes, there is a right and a wrong way to do it.
If you are not sure how to confirm an appointment, you have come to the right place because we are about to give you some basic tips.
We will help you understand how to confirm appointments, show you a confirmation email sample, and explain how to write appointment confirmation emails.
So let’s get straight to the point!
Table of Contents
- What is An Appointment Confirmation Email?
- Why Are Appointment Confirmation Emails Important?
- How to Write a Confirmation Email?
- 3 Basic Types of Appointment Emails (Templates)
What Is an Appointment Confirmation Email?
An appt confirmation email is the one you send to your clients to inform them about their upcoming appointment. Typically, such an email includes the basic appointment information – time, date, and location.
There are three main reasons for sending confirmation emails:
- To inform the client that their reservation is successful, which boosts their customer experience.
- To get an attendance confirmation from your client, so you can plan your schedule accordingly.
- To remind the client about the upcoming appointment to avoid no-shows.
Why Are Appointment Confirmation Emails Important?
There are many reasons why confirmed appointments are important.
First, imagine that you send an appointment email to your client yet you don’t receive an appointment confirmation text. When the time of the appointment comes, the client is a no-show. You have wasted your time and you have a gap in the schedule that could have been filled with a meeting with another client.
If something like this happens multiple times in a couple of weeks, just imagine all the lost revenue at the end of the month. A confirmed appointment saves you both time and money.
Another important thing to keep in mind when you run a business is the level of efficiency. If you plan ahead and make the most out of your time, you will operate more efficiently and it will pay out in the long run. A confirmation appointment allows you to do that.
Next, imagine a situation where you have taken the time to prepare for the meeting and the other party does not show up. It would disrupt your workflow, you would waste your time, and you would have a gap in your schedule.
Consider using an appointment scheduling solution that would handle everything appt-related for you, including appointment reminders. Not only does that give you a better idea of when all your meetings are supposed to take place but it also gives you time to prepare for them properly.
For all the reasons mentioned above and for many more, it is important to send out confirmation emails whenever possible. Of course, you could also confirm an appointment via phone. However, even if you do that, it is a good idea to send text confirmation as well. Apart from it being a good reminder, it is always good to have those things “on paper”.
How to Write a Confirmation Email?
Here are some basic tips that will teach you how to confirm appt via email. We’ve also included some useful confirmation email templates to help you out.
Keep it short and clear
When you want to make an appointment email, you need to keep it short and clear. Clarity is a sign of professionalism and it makes your meeting confirmation effective. If you make it too long, the most important details will get buried under a lot of unnecessary information.
Look at this confirmation email created to be sent automatically with Amelia (yes, you can fully automate the entire appointment scheduling process with Amelia).
It’s straightforward and contains only the most relevant information for both your business and your clients.
Example II: Confirming Email Sample
RE: confirmation of appointment with JOHN FOND
Dear Mr. Stevens,
I would like to confirm your appointment with John Fond tomorrow, September 21st at 2 pm. Please contact me with any questions and keep me informed if there should be any changes.
Regards,
Ava Stone,
Secretary, Fond & Associates
Use it as a reminder
An appointment confirmation email is a great way to remind the other party when and where the appointment is supposed to take place. Appointment emails should always include the specific appointment date, time, and place. Think of them as free text reminders.
Example II: Confirmed Email Sample
RE: Jane Smith – Appointment Confirmation
Dear Mark,
This is a special reminder to confirm your meeting with Jane Smith tomorrow May 2nd at 11 am.
Your meeting is scheduled to hold at Lintel Scraps, Office 12 on the ground floor at Lanceman Street, Mainland China. The place is accessible by cabs.
This is Jane’s cell phone number, just in case, +98157479837.
Please feel free to contact me if you have any questions. I would be ready to give the necessary assistance.
Thank you and have a great meeting.
Best Regards,
Alice Maxwell
Administrative Assistant to Jane Smith, Lintel Scraps Limited
Consider using an appointment reminder app to always keep track of your schedule and the meetings you are supposed to attend. Or you can use a booking app like Amelia that has such feature integrated.
Stick to the point
One of the main things to keep in mind when thinking about how to confirm a meeting is to always stick to the point. Don’t waste any time and get to the point immediately. Nobody wants to scroll down through a lot of insignificant text and information to finally get to the important bits. Eliminate unnecessary jargon, increase readability, and keep your writing to the point.
You should confirm an appointment one day before the meeting itself. Keep the email short, clear, concise, friendly, and informative. Stick to the vital information and keep the tone professional.
3 Basic Types of Appointment Emails (Templates)
Here are appointment confirmation email samples for 3 types of appointment confirmation emails that the clients usually receive. Let’s take a look at them:
New appointment by client (email template)
When the client books themselves for a meeting, this type of email is sent to them for confirming an appointment.
Let’s take a look at the appointment confirmation email sample used when the new appointment is made by the client:
This email confirms your ___________(Service Name) appointment on______________(Date & Time) with______________ (Staff Name) at_______________ (Location). If you have any additional questions, use the contact information below to get in touch with us.
To cancel or reschedule your appointment before the scheduled time, please click: Manage Appointment URL
Thanks for booking with__________ (Business Name)!
Location Name Address:
Address Line 1,
Address Line 2
Location City, Location State, Location Zip
Location Directions
You can contact us at:
Staff Signature Section
New appointment by staff (email template)
When the staff person schedules an appointment for the client, this type of email is sent to confirm the appointment.
Meeting confirmation email sample:
Hey__________(First Name of the Client),
Our staff member has confirmed you for a___________ (Service Name) appointment on______________ (Date & Time) with____________ (Staff Name) at__________ (Location Name). If you have questions before your appointment, use the contact details below to get in touch with us.
To cancel or reschedule your appointment before the scheduled time, please click: Manage Appointment URL
Thanks for scheduling with Business Name!
Location Name Address:
Location Address Line 1
Location Address Line 2
Location City, State Zip
Location Directions
Staff Signature section
New repeating appointments by staff (email template)
When the staff person schedules a repeating appointment with a client, this type of email is sent to confirm the appointment.
Confirmation email template:
Hey__________(Client’s Name),
This email confirms your appointments for____________ (Service Name) with____________(Staff Name) at____________ (Location Name) on______________(Start Date – End Date Start Date) on _______________ (Days of the Week) at______________(Time).
You will get an individual reminder email before each scheduled appointment. If you have questions before your appointment, us the contact details below to get in touch with us.
Thanks for scheduling with Business Name!
Name Address:
Address Line 1
Address Line 2
City, State Zip
Directions
Staff Signature section
FAQs about appointment confirmation emails
1. What is an appointment confirmation email and why is it important?
An email that confirms a meeting or appointment is known as an appointment confirmation email. The time, date, location, and other pertinent details are typically included. This kind of communication is crucial because it lowers the possibility of misunderstandings or missed appointments by ensuring that all parties are aware of the specifics of the appointment.
2. What information should be included in an appointment confirmation email?
The appointment’s time, date, and location should all be included in the confirmation email, along with any other guidelines or information. You might also add a succinct explanation of the appointment’s goal and anticipated duration. It’s crucial to make sure that all pertinent details are provided so that the recipient knows exactly what to anticipate.
3. How soon should I send an appointment confirmation email after scheduling an appointment?
The appointment confirmation email should be sent as soon as you can after making the appointment. It should ideally be delivered within 24 hours of the appointment’s booking. By doing this, you can be sure that the recipient will remember everything well and will have plenty of time to ask any questions or make any required preparations.
4. Should I send a reminder email or text message before the appointment?
It can be a good idea to send a text or email reminder before the appointment. You can lessen the likelihood of missed appointments by making sure the recipient is reminded of the appointment. A day or two prior to the appointment, send an email or text message reminder.
5. Can I customize the content and design of the appointment confirmation email?
Sure, you can change the email’s layout and content to reflect your preferences. The majority of email platforms let you edit the email’s content, and you may utilize design tools like HTML to make your message seem good. Nonetheless, it’s crucial to maintain the email’s professionalism and readability.
6. Is it appropriate to include a call-to-action in the appointment confirmation email?
Depending on the goal of the appointment, including a call-to-action in the appointment confirmation email may be suitable. In order to persuade the receiver to buy your good or service, you might include a call-to-action if the appointment is a sales meeting, for instance. A call-to-action might not be required, though, if the appointment is for a normal checkup or consultation.
7. How do I ensure that the recipient of the appointment confirmation email receives it and reads it?
You can follow up with a phone call or text message to make sure the person who received the appointment confirmation email saw it and read it. Also, you might ask that the receiver reply to the email to confirm their participation or ask any remaining questions.
8. What should I do if the recipient of the appointment confirmation email does not respond or confirm the appointment?
You can follow up with a phone call or text message to see if the recipient of the appointment confirmation email responded to the email or confirmed the appointment if they did not. You can also ask them if they have any questions or concerns. In order to make sure that everyone is on the same page, it is crucial to establish clear communication.
9. Should I send a thank-you email after the appointment has been confirmed and completed?
The best method to express gratitude for the recipient’s time and attention is to send a thank-you email after the appointment has been confirmed and finished. Also, if the appointment went well, it can strengthen your relationship with the beneficiary.
10. How do I handle rescheduling or canceling an appointment after sending a confirmation email?
When sending a confirmation email for an appointment, it’s crucial to let the other party know as quickly as possible if you need to postpone or cancel. To clarify the situation and present alternatives, you can call or write an email to the receiver. To lessen any negative effects on the recipient’s schedule, it’s crucial to express regret for any difficulty and to be as helpful as you can. Once the new day and time have been decided upon, it’s a good idea to follow up with a fresh appointment confirmation email.
Ending Thoughts
So, how do you write an appointment confirmation email for your client?
There are several different ways to do that but you should always stick to the basic principles of professional communication. Keep things clear, concise, and brief, and always respond in a timely manner. Use the appointment reminder email template we provided above if you are still not sure how to send an appt confirmation email.
And remember – an appointment confirmation email or a reply to a meeting confirmation email is really helpful to your clients. What is even more helpful is automating these responsibilities.
Amelia is an online booking plugin with integrated appointment confirmation which saves you time and makes online booking a breeze. Here’s how easy it is to set notifications within Amelia:
What are you waiting for? It’s time to handle your bookings in a professional manner.
