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!

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?

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.

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

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

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

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

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

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.