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Appointment Confirmation Email Templates & Examples

Profile picture of Brittany Foster, freelance author for Jobber Academy.
Brittany Foster
July 12, 2024 16 min. read

Have you ever shown up to a client’s home for a scheduled appointment only to find the house empty? Or received a call from a client on the way to their address asking to cancel the booking because it slipped their mind? 

If so, you probably know what it feels like to waste time and money on missed appointments. 

Sending appointment confirmation emails help clients to remember they reserved your time, saving you from delays and last minute cancellations. 

Read through this guide to find out when, how, and why to send appointment confirmation emails and use the customizable templates we’ve included to add them to your own booking process.

What is an appointment confirmation email?

An appointment confirmation email is a message you send to a client before a scheduled service call. The email usually includes appointment-specific details, such as: 

  • A description of the service you’ll be providing
  • The date and time of the appointment
  • The address of the property where the service call will take place
  • Contact information, like your phone number and email address
  • Instructions for how to cancel or reschedule the appointment 
  • A link to your cancellation policy, if applicable
  • A thank you note to show the customer you appreciate their business

When to send an appointment confirmation email? 

Appointment confirmation emails are typically sent: 

  • Immediately upon booking
  • One week before a service appointment
  • The day before the service takes place

You can send a single appointment confirmation email, all three, or a mix. 

Appointment confirmation emails can also be used for just about any type of appointment, including a consultation, one-off service call, or a recurring service, and the content can change based on whether or not you have a cancellation policy in place. 

Just make sure not to overwhelm clients with too many emails, and avoid sending multiple appointment confirmations to clients who already confirmed an appointment.

Appointment confirmation email templates

Which templates you use for your service business depend on the type of appointment a client booked and when you want to send it.

Mix-and-match these ready-to-use appointment confirmation email templates to make them a fit for your client communication strategy.

1. Initial booking appointment confirmation email template

2. One week before service appointment reminder email template

3. Day before service appointment reminder email template

4. Consultation appointment confirmation email template

5. One-off service appointment confirmation email template

6. Recurring service appointment confirmation email template

7. Appointment confirmation email template with cancellation policy

8. Appointment email template with client booking confirmation

In some cases, you may want the client to confirm their booking with you before adding it to the calendar. This ensures they’ve read your appointment confirmation email and acknowledge the service, date, and time, adding an extra layer of certainty. 

When you use online booking software like Jobber, you and your client will automatically receive a confirmation by email once the booking is complete.

How to send appointment confirmation emails

While you can send appointment confirmation emails manually, it adds a lot of administrative work to your plate and opens up opportunities for mistakes like using the wrong client name or typing in the wrong date and time. 

But, if it’s your only option, you would copy/paste one of the templates above, enter (and triple-check) the correct information, then send it to a client’s email address from your company email. 

This can work well enough if you only have a handful of customers, but as your client list grows, it can become hard to manage. 

Your best bet is to automate the process using software like Jobber’s. That way, you don’t have to worry about keeping track of what to send when. Instead, you can let your appointment confirmations run on autopilot, freeing you up for other work.

Best practices for sending effective appointment confirmation emails

When using email appointment confirmation templates or drafting your own, it’s important to follow best practices to ensure you’re communicating effectively with your clients. Use these tips to keep your appointment confirmation emails hit the mark.

1. Write a clear and concise subject line

Your email subject line only needs to tell your client the purpose of the email. One winning formula is to include both your business name and the service you’ll be providing.

For example: Four Season Heating & AC – Furnace Repair

This makes it easy for clients to find emails if they need to check their appointment details later.

2. Include all service details

Provide the appointment date, time, and type of service you’ll be providing in every appointment confirmation email.

If there’s any additional information the client should know, like to turn off the water or ensure the yard is free of debris, include that as well. 

3. Keep it short and to the point

Your email should be straightforward and to the point. Focus on appointment details, and, if necessary, include links to additional details like your cancellation policy or any other generic instructions. 

4. Don’t try to upsell additional services

You can use emails to upsell your services, but appointment reminders aren’t an appropriate place to include them. These emails should have a single purpose: to keep a client’s service appointment top of mind. 

Including too much information will make it hard for customers to understand the purpose of your email.

5. Follow your customers’ preferred communication methods

Keep track of which communication methods different customers prefer and send any appointment reminders the same way. Email appointment confirmations aren’t your only option—you can also call or text your clients

6. Provide your company’s contact information

Make your contact information clear and easy to find in every confirmation of appointment email you send out, including your business name, phone number, and email address. That way, customers can reach out with questions or to reschedule without having to search for ways to contact you. 

7. Automate your appointment confirmation emails

Manually sending out emails to clients is a lot of work and it leaves room for human error. Consider how confusing and frustrating it would be for a client to receive an appointment confirmation email for the wrong day or time, or addressed to the wrong name. 

Automating email reminders is easy with software like Jobber, letting you send appointment confirmations with one click using customized templates that include all the information you need them to. You can also use it to: 

  • Create ready-to-send appointment confirmation emails templates
  • Automatically send emails on specific days 
  • Manage your entire email communication strategy 
  • See all of your upcoming appointments in one place
Appointment details in client hub and a visit reminder message sent through the Jobber mobile app

Why you should send appointment confirmation emails 

Using booking confirmation email templates to send reminders to your clients isn’t just useful for them, it also helps you to: 

  • Prevent no-shows and last minute cancellations by staying top of mind
  • Improves customer experience by adding value to your communication process
  • Keeps your schedule full by allowing clients to cancel or reschedule in advance
  • Promotes professionalism by facilitating open and clear communication 

And by automating the process, it’s a simple and low-effort way for you to keep cash flow steady, boost customer service, and stay organized. 

Originally published in October 2023. Last updated on July 12, 2024.

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