Most businesses today need to know how to write a confirmation of appointment email. How you word this email will determine its opening and click-through rate, but more than that, can solidify your relationship with your client. Writing a confirmation of appointment email can prevent misunderstandings that may inconvenience your client and result in a poor customer experience.
You may not be sure how to write an email confirming an appointment but don’t worry, you came to the right place. In this article, we’ll share with you all the nitty-gritty details to ensure your clients show up smiling.
Why Write an Appointment Confirmation Email?
We can’t emphasise the importance of an appointment confirmation email enough—especially in today’s digital era. Clients don’t want unnecessary phone calls when an email would be enough. Client demands are constantly changing and for any business to be successful, it must keep its customer experience up to date.
By sending an email confirming an appointment, you’re showing your client that you don’t just see them as a dollar bill walking through the door, but also want to make sure they are satisfied with what they’re paying for.
Ultimately, it is in your best interest to match your client’s expectations before you find yourself left behind.
Another positive aspect of sending appointment confirmation emails is that it removes no-shows. No business wants to waste its time and resources on a client who misses an appointment for whatever reason. There’s no doubt that no-shows affect a business’s revenue. So, to save yourself from losing money and boost your time management, send out appointment reminder emails, as well as emails confirming appointments. This gives your clients the opportunity to reschedule or cancel if they can’t make it.
How to Write Confirmation Of Appointment Email
The tactics and strategies you’ll use in writing your confirmation appointment email depends on what type of business you have—a reminder coming from a doctor will have a different tone than one coming from a party venue or beauty salon.
There, however, are some best practices that should be included in all emails confirming appointments.
Brief Subject Line
People are busy and have gotten used to scanning instead of reading. That is why it is vitally important you use a concise subject line. The subject line isn’t the space where you should play with words; instead, you should focus on the message of the email.
Don’t Forget the Details
The date and time of the appointment, address, and contact details of your business should always be included in an appointment reminder email.
You can also include other information such as business operating hours, other contact information such as email address or cell phone number, social media handles, website, meeting details, or other important details that will make the appointment a success.
Timing
You should also think about when you want to send an appointment confirmation email. We believe that sending more than one reminder is a good idea because if you send it too early, your client may forget by the time the date arrives. But you also don’t want to skip the immediate confirmation either as it shows your client that you’re keen to see them. It also shows that you’re on top of your administration and that can be very reassuring to your clients.
Considering the above, we recommend sending an email confirming appointment right after the booking is made, and then following up either 48 or 24 hours before the actual date—or earlier as well if you so prefer.
4 Confirmation Of Appointment Email Templates
Now that we covered all the hows and whys, it is time to help you out with five confirmation of appointment email templates. Don’t be afraid to adapt these templates to suit your needs!
Simple Confirmation of Appointment Email Template
Simple, easy, and straightforward are how some clients want their communication. They may be busy and don’t want to waste time reading a long-winded confirmation of appointment email. Keep it short and sweet and you’re more likely to make these types of clients happy.
RE: Confirmation of appointment at [business name]
Dear [first name],
I would like to confirm your appointment on [date] at [time] at [business name]. If you have any questions, please contact me at [telephone number] or send an email to [email address].
Regards,
[Name]
[Position]
[Business name]
[Business contact details]
Formal Confirmation of Appointment Email Template
Some businesses have to take a more formal approach when wording their email confirming appointments. A law firm, consultancy, or any other business that deals with serious issues, can’t use a raid-back tone in their correspondence.
Subject: Confirming Your Appointment at [business name]
Good day [client name],
This is a confirmation of your appointment with [lawyer name] at [business name] on [date] at [time]. [Business name] is located at [business address]
Please remember to bring all the relevant documents as discussed at your previous meeting. If you could arrive 15 minutes earlier, that would be appreciated.
Should you have any questions or would like to reschedule, please contact me on [telephone number]. Note that cancellations done less than 48 hours before the scheduled appointment will still be billed.
We look forward to delivering you the best legal representation.
Thank you,
[Name]
[Position]
[Business name]
[Business contact details]
Casual and Friendly Confirmation of Appointment Email Template
Not all businesses have to take such an official tone. If you own a hair salon, for example, you can keep things light-hearted in your email confirming appointment.
Subject: See you soon!
Dear [client name],
Your [type of appointment] is confirmed for [date] at [time] with [hairdresser name]. In case you forgot, we are located at [business address].
We can’t wait to get our hands on your hair. Please let us know if you can’t make it and would like to schedule. Our contact details are [business telephone number] or [email address]. Please cancel 48 hours before your hair transformation is due so that we can beautify someone else.
Have a stellar day,
[Business name]
Fun Confirmation of Appointment Email Template
There’s nothing wrong with being playful in your confirmation of appointment email if you run a super-chilled business. Party venues are a great example of businesses that can play around with their reminders.
Subject: Are you ready?
Dear [client name],
We are so excited to welcome all your guests at [business name] on [date] at [time].
Are you ready to party like it’s 1999?
Please remember to come at least 30 minutes early so that we can ensure the venue is up to your standards and you have all you need to make memories.
If you have any questions, please contact us at [business contact details]. We are ready to make all your party dreams come true—streamers and all.
See you soon at [business name] located at [business address].
[Business name]
How To Automate Your Appointments?
We have good news. Webba Booking can take care of all of your appointment scheduling needs.
With this WordPress plugin, you can automate your business ensuring your customers get the booking experience they deserve. Webba Booking offers a fast and easy booking process for businesses like beauty salons, restaurants, right through to medical service providers.
