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How to Send an Appointment Confirmation Email [With Free Templates]

October 12, 2022 6 min. read
Academy / Appointment Confirmation Email Template

Even the best clients can mix up their dates or forget an appointment. When a client forgets their appointment, it can put you behind schedule—or worse—cost you a last-minute cancellation.

Appointment confirmations offer a win-win solution: they’re a friendly reminder that shows clients you’re professional and helps you avoid delays and cancellations.

In this post, you’ll learn how to write and send your customers an appointment confirmation email.

Appointment confirmation email templates (and when to send them)

At a minimum, you should send an appointment reminder at the time of booking, and one 24 hours before arriving. If your booking is for more than a couple of weeks out, you should also send a reminder email one week before the scheduled appointment.

Here are three appointment email templates you can use for your clients:

The first email reminder is a quick confirmation to let your client know their booking went through. Be sure to thank your client for booking your services and provide them with appointment details like date, time, and their provided service address.

If you booked the service more than 2 weeks out, send a mid-way email confirmation to remind your client of their upcoming appointment. It should go into greater detail about the appointment (including date, time, and service location) so your client knows when and where to expect you. 

This will give them plenty of time to adjust their schedule or reschedule the appointment if needed.

Your final appointment confirmation email should come the day before your scheduled service. This acts as one last reminder for your client and provides all the information they’ll need for their next-day service.

Pro Tip: Send an on-my-way text message the day of the service so your client knows what time they can expect you.

image of on-my-way text reminder in Jobber

What to include in an appointment confirmation email

Your appointment confirmation email should be short and to the point. Here’s what you’ll want to include in your appointment confirmation text or email: 

  • Date and time of the scheduled appointment
  • Type of service you’ll be providing, or appointment type (like installation, maintenance, or repair) 
  • Service location
  • Cancellation policy or instructions on how to reschedule or cancel the appointment
  • A thank you message for booking services with your business
  • Email signature with your company contact information, including your email address and phone number

How to confirm an appointment

Appointment confirmations are typically sent via email or text message. You can send email or text reminders manually or by using automated software like Jobber.

Here’s what that process looks like through Jobber:

1. Set up automatic client reminders and customize how long before the appointment and what time the reminder is sent. Choose to send email reminders, text reminders, or both

image of how to set up automatic client reminders in Jobber

2. Customize your appointment reminder template using one of the provided templates above. You can insert variables, like client name, to personalize your email or text message.

image of an appointment reminder template in Jobber

Here’s what your client will see when they receive the appointment confirmation:

Appointment confirmation texts:

image of appointment confirmation text in Jobber

Appointment reminder email example:

Email Appointment Reminders

Automated email and text message appointment reminders are available on Jobber’s Connect and Grow plans.

Best practices for sending a confirmation of appointment email

Here are a few tips to write the perfect appointment confirmation email.

1. Create a clear and concise subject line 

Your email subject line should tell your client the purpose of the email—nothing more. One winning formula is to include both your business name and the service you’ll be providing. 

This also helps your clients search for these emails later if they need to double-check any of their appointment details.

2. Include all service details

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

You should also use your appointment reminder to notify customers of any additional information they may need to know, such as potential disruptions the service may cause. For example, you might have to turn off the client’s water for the duration of a plumbing job.

3. Don’t try to upsell additional services

The point of the message is to confirm or remind your customer of their upcoming appointment, not to sell related services or products. Upselling in your appointment reminder message may cause your client to lose trust in your business.

4. Follow your customers’ preferred communication methods

Make note of how each customer prefers to communicate with your business (phone call, text, or email) and send your appointment booking reminder the same way.

5. Automate your email or text appointment confirmations 

Use software like Jobber to automate your confirmation message and appointment reminders. This way, you’ll spend less time working through administrative tasks and more time on the job. With Jobber you can:

  • Automatically send appointment confirmation emails and texts every time a job is booked
  • Schedule multiple message types and delivery times
  • See all of your upcoming appointments in one place (and let your clients do the same)

6. Provide your company’s contact information 

Adding your phone number and email address to the appointment confirmation makes it easy for your client to reach out for questions or to reschedule their appointment.

Sending appointment reminders will help your business look more professional, reduce no-shows or missed appointments, and keep your calendar full.

Originally published May 2021. Last updated October 12th, 2022.

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