How to Write an Appointment Confirmation Email for Your Client (2023)

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, we’ll show you a confirmation email sample, and we’ll explain how to write appointment confirmation emails.

So let’s get straight to the point!

How to Write an Appointment Confirmation Email for Your Client (1)

Why is Appointment Confirmation Email Important?

There are many reasons why confirmed appointments are important. By confirming an appointment, you let the host know you are taking the meeting seriously. It also lets them know you are available.

Sometimes it even happens that the host forgets they have made an appointment and an appt confirmation email is a great way to remind them. That’s why we value these emails withinAmelia, the WordPress booking plugin we created (You should check it out, btw).

Let’s imagine several different scenarios to explain why the process of confirming appointments is 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 a month, just imagine all the lost revenue at the end of the month. A confirmedappointment saves you both time and money.

Another important thing to keep in mind whenever 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.

Consider using a text reminder app or an appt reminder app to always know when your appointments are scheduled. 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.

With that in mind, imagine a situation where you have taken the time to prepare for the meeting as well as for the meeting itself 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.

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 Letter / Email?

How to Write an Appointment Confirmation Email for Your Client (3)

Here are some basic tips that will teach you how to confirm appt via email. We will also show you a useful confirmation email template.

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.

(Video) How To Write A Meeting Request & Follow-Up - Business English Emails

An example would be this one that can be sent automatically with Amelia, our WordPress booking plugin (click the image to see more info about our plugin).

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

How to Write an Appointment Confirmation Email for Your Client (5)

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.

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Thank you and have a great meeting.

Best Regards,

Alice Maxwell

Administrative Assistant to Jane Smith, Lintel Scraps Limited

You should also 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 that 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.

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 Confirmation Emails

How to Write an Appointment Confirmation Email for Your Client (6)

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 appointment 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

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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),

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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

Ending thoughts on writing an appointment confirmation email

So how to 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 matter.

An appointment confirmation email or a reply to a meeting confirmation email is really helpful to your clients. One of the smarter ways to do it is to automate 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:

Use a reminder texts app or another kind of free text reminder service to always keep track of your confirmed appointments. Use the appointment reminder email template we provided above if you are still not sure how to send a reminder text. Take a look at all the features you can take advantage of with the Amelia WordPress Booking plugin to handle bookings in a professional manner.

If you enjoyed reading this article about appointment confirmation email, you should check out this one on text message reminder.

We also wrote about a few related subjects like how to schedule a Skype meeting, how to schedule a meeting in Outlook, meeting checklist and meeting reminder.

AppointmentEmail

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FAQs

How do you write a confirmation email appointment? ›

Your appointment has been scheduled and confirmed! Hey [Customer name], This email is to let you know that your [Service name] appointment on [Date-time] with [Staff Name] at [Location name] has been confirmed. If you have questions or concerns before your session, kindly let us know in the contact details below.

How do you confirm an appointment with a client? ›

Keep this message friendly and straightforward. Tell the customer the date and time that their appointment is set for. Gently, yet firmly, remind them of any cancellation policies you may have. If there are any other critical items for them to prepare, bring, or know before the appointment, reiterate them.

How do you reply to a confirmation email sample? ›

Thank you for the confirmation. I appreciate the opportunity to meet you and look forward to seeing you on {date and time} at {location}. You can also use this confirmation (or any confirmation reply) to ask for any further interview details or additional information you need to arrive prepared.

How do you write a confirmation letter for an appointment? ›

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.

How do you confirm an appointment by text sample? ›

Hi, [First Name]. This is a reminder that you have an appointment scheduled with [Company] on [Date] at [Time] for [Service]. Please reply YES to confirm, or call/text us to reschedule.

How do you write a professional response email? ›

  1. How To Reply To Emails Professionally. ...
  2. Thank the recipient. ...
  3. State your purpose. ...
  4. Add your closing remarks. ...
  5. End with a closing. ...
  6. Begin with a greeting. ...
  7. If you are replying to a client's inquiry, you should begin with a line of thanks. ...
  8. Keep it professional and concise.
Sep 8, 2021

How do you respond to a client email? ›

How to respond to emails professionally
  1. Start with your salutation. Choosing an appropriate salutation that's respectful and cordial can make your recipient more likely to cooperate with you. ...
  2. Write the body of the email. ...
  3. Include your closing remarks and signature.
Sep 7, 2021

How do you reply to please confirm? ›

They just want you to acknowledge that you have received the mail . Anything along the lines of “I have received the mail ” or “ I confirm that the e-mail has been received and read ” or “I have received the email . I will correspond/be in touch with you shortly , thank you ”will do fine .

How do you say yes to an appointment? ›

Saying yes.
  1. Yes, Wednesday suits me fine? What time shall we say?
  2. Monday, between 3 and 5 would suit meet best.
  3. Yes, Tuesday 3p. ...
  4. Either Monday morning or Thursday afternoon would be most suitable/convenient.
  5. Yes, Friday 9 a.m. sounds good to me.
  6. Yes, I've got nothing on (etw vorhaben) then.

How do you write a quick response email sample? ›

Show activity on this post.
  1. An early reply would be appreciated.
  2. I look forward to your reply.
  3. I look forward to hearing from you.
  4. I would appreciate a reply at your earliest convenience.
  5. Your earliest attention would be appreciated.
Apr 1, 2013

How do you respond to I will let you know professionally? ›

You reply on letterhead stationery: Thank you for reaching out to our company, I will take care of this myself and determine if we are in a position to offer a proposal. I can call or email you on Friday to let you know if we can accommodate you and, if so, discuss particulars then.

How do you start a professional email greeting? ›

Appropriate salutations
  1. 1 Dear [Name] This email greeting is an appropriate salutation for formal email correspondence. ...
  2. 2 Hi or Hello. As far as email greetings go, an informal “Hi” followed by a comma is perfectly acceptable in most work-related messages. ...
  3. 3 Hi everyone, Hi team, or Hi [department name] team.
Jun 2, 2022

How do you politely confirm? ›

Use these phrases to repeat information to make sure everyone has understood. Let me repeat that. Let's go through that again. If you don't mind, I'd like to go over this again.

How do you respond to a scheduled meeting? ›

Here are a few ways you can ask for a reply to your meeting request:
  1. “Feel free to reply directly to this email, or give me a call at 123-456-7890.”
  2. “Use my Calendly to pick a day and time that works best for you.”
  3. “Looking forward to your response!”
  4. “Let me know what your schedule looks like and we'll go from there.”
Aug 11, 2021

How do you say yes to an appointment? ›

Saying yes.
  1. Yes, Wednesday suits me fine? What time shall we say?
  2. Monday, between 3 and 5 would suit meet best.
  3. Yes, Tuesday 3p. ...
  4. Either Monday morning or Thursday afternoon would be most suitable/convenient.
  5. Yes, Friday 9 a.m. sounds good to me.
  6. Yes, I've got nothing on (etw vorhaben) then.

What does it mean to confirm an appointment? ›

3 verb If you confirm an arrangement or appointment, you say that it is definite, usually in a letter or on the telephone. You make the reservation, and I'll confirm it in writing.

How do you politely say yes in an email? ›

Polite Ways to Say Yes in English
  1. Yeah, sure. Here you go.
  2. No problem! I'm always happy to help.
  3. Yep! I will be right there. (Yep is another informal way to say yes like yeah.)
  4. Yeah, I'd be happy to!
  5. Cool. (Yes, cool can really be used to say yes or to show agreement.)
  6. You got it.
  7. Okay.
Sep 20, 2017

How do you respond to a formal email yes? ›

How to Say Yes in English – Easy English Blog
  1. Yes. We're sure you know this one already. ...
  2. By all means. By all means is probably the next formal response (answer) after yes. ...
  3. Of course. Of course is a good middle ground when it comes to formality. ...
  4. Yeah / Yeah, sure! ...
  5. Ok. ...
  6. Roger that. ...
  7. Uh-huh.
May 1, 2022

How do you respond to I will let you know professionally? ›

You reply on letterhead stationery: Thank you for reaching out to our company, I will take care of this myself and determine if we are in a position to offer a proposal. I can call or email you on Friday to let you know if we can accommodate you and, if so, discuss particulars then.

When should you confirm an appointment? ›

A Day (or Two) Before the Appointment.

Another reason why two days is ideal is because if there are changes and there's now an opening, you've got some time to potentially fill up that meeting by bumping up another meeting or filling it up with something else.

Why is it important to confirm appointments? ›

By making a consistent effort to confirm appointments, you can have greater confidence that patients will uphold their agreements to keep their scheduled appointments.

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