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How to Write the Best Appointment Confirmation Email (+ Examples)

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Confirmations—they ensure actuality lives up to your expectations. Think about how important confirmations are in your on a regular basis life.

You go to McDonald’s and order your espresso and bacon n’ egg biscuit—with no cheese—however the worker hurries you thru with out confirming your order. Then, you drive off down the highway together with your breakfast solely to discover your drink is sizzling chocolate and your buttery biscuit is dripping with cheese. No bueno.

Or, on a extra dramatic scale, maybe you ebook your dream reception venue for Saturday night after your marriage ceremony. Months later, you discover out they scheduled Sunday—and so they’ve already booked out the Saturday night house to another person. Bummer, proper?

Appointment affirmation emails hold calamity and even simply minor inconveniences from sneaking into life. They’re easy-to-send, oh-so-simple, and downright highly effective. 

If you run a enterprise that gives appointment providers (whether or not that’s consultations, conferences, interviews, and even follow-up pesticide therapies), appointment affirmation emails are a easy means to stop whoopsies and enhance your buyer expertise. While there’s no level crying over spilled milk, there’s a good cause for a vegan to cry over a tacky biscuit—you don’t need to make any of your clients shed a tear!

Ready to incorporate these emails into your communications? Fortunately for you, we’ve achieved all the onerous work. Below, you’ll discover topnotch examples of appointment affirmation emails, pattern scripts, and ideas to write your individual emails from scratch. Let’s get began!

What is an appointment affirmation email?

What is an appointment affirmation email? It’s all in the identify—it’s an email that confirms an appointment. Simple sufficient.

But there’s a bit extra to it than that. Anyone can ship any ol’ affirmation email, however it takes a little bit of tact and technique to craft a top quality message. Here are some easy finest practices you possibly can comply with to write efficient appointment affirmation emails.

How to write an appointment affirmation email

The effectiveness of your email is all in the design, content material, and supply.


Appointment affirmation emails ought to be painfully easy. Stay on model, however don’t get so caught up in the creativity that the message loses its intent. Remember, this isn’t a advertising email (extra on why that issues shortly). You’re simply attempting to affirm an appointment with the recipient.

Look at this instance from Airbnb. They saved issues to a naked minimal. They confirmed the journey, supplied a picture of the lodging (which helped me bear in mind which one I selected), gave me the dates, and supplied just a few extra particulars under the full itinerary hyperlink. Simple but environment friendly.


You don’t want any fancy GIFs, intelligent copy, or compelling CTAs. Provide precisely what the recipient is anticipating: affirmation particulars for his or her appointment. Nothing extra, nothing much less.

Depending in your service, chances are you’ll embrace primary photos or a hyperlink to “Confirm Appointment.” That’s all superb and dandy, simply don’t overlook the function of your email—to affirm the appointment.


At Twilio SendGrid, we stay by the motto: “Send the right message, to the right person, at the right time, with the right frequency, on the right channel.” Yeah, it’s a mouthful, however it’s a wonderful guideline for speaking with recipients.

  • Message: appointment affirmation email
  • Person: those that made an appointment
  • Time: as quickly as potential
  • Frequency: an preliminary email and possibly a second follow-up if the appointment is additional out
  • Channel: your recipient might want email and/or textual content

Deliverability can be an important issue to take into account. “Avoid trying to add marketing messaging into your transactional messages,” says Will Boyd, email supply professional at Twilio SendGrid. “Those can cause you problems because mailbox providers scan your content. If they feel like the message is more on the marketing side…they are more likely to put that message into spam compared to if they feel like it’s pure transactional mail.”

Best practices

Here are just a few further short-and-sweet ideas to show you how to create stellar appointment affirmation emails:

  1. Create an apparent topic line. Now will not be the time to get cutesy. Make your topic tremendous clear. For instance, strive “Hair Appointment Confirmation” or “Confirmation for Your Upcoming Dentist Appointment.” Your recipient can have no downside guessing what this email is about, and so they’ll additionally have the ability to simply seek for the email in the event that they’re struggling to discover it later.
  2. Make it clear who the email is coming from. According to our current email engagement report, the sender is the most necessary component of an email that impacts whether or not a recipient will open an email or not. “For some recipients, the sender alone is all the information they need to open an email.” Oh, and keep away from no-reply email addresses (the ones like “”). Here’s why.
  3. Include add-to-calendar buttons. This added comfort improves the odds your recipients will present up for his or her appointment—a win-win for each you and your clients.
  4. Provide contact info. Make it simple in your recipients to attain out to you if there’s an issue with their appointment or in the event that they want to reschedule.

Appointment affirmation email pattern script

The voice and tone of your emails will differ relying in your model. Below, I’ve included a easy email template for a extra formal sounding affirmation. Feel free to use it as is or alter it to your wants.

Subject: Your Appointment Is Confirmed 

Hi [name],

Your [type of appointment] appointment is confirmed for [day of week], [month] [date]], [year].

Need to change your appointment?

To make adjustments to your appointment, click on right here, name 000-0000-000, or reply to this email.

Simple, proper? That’s actually all of your appointment affirmation email wants to embrace.

Appointment affirmation email examples

Looking for some inspiration in your appointment affirmation emails? Here are just a few easy (but efficient) examples.

Blooming Massage

Trust me—I’d by no means miss my annual therapeutic massage. Still, it’s nice to obtain an appointment affirmation email as a pleasant reminder. Blooming Massage will get it proper right here with a primary design and all the necessities: who, what, when, the place, how—all I want to know.


Fidelity will get it proper right here with all the necessities. I do know when the assembly is, the place I want to be, what we’re going to be discussing, and who I’m going to be assembly with. All the data is bolded, easy-to-read, and fast to discover. And if the time doesn’t work me anymore, there’s an enormous orange button I can click on to reschedule my appointment.


This appointment affirmation email from SpotHero has all the particulars I might ask for. I do know which license plate is the one I reserved the spot with, the place the place is, once I can enter, once I want to depart, and the way a lot it value me. Plus, they embrace a hyperlink to my parking cross inside the email—one much less factor for me to hold monitor of.

To discover appointment affirmation email templates and different pre-built email designs, take a look at our free email templates gallery!

Using SMS with email

Email has all the time been a tried-and-true methodology to attain world audiences, however now SMS is changing into a good way for companies to join with their clients, too. More and extra companies are utilizing SMS messaging to talk with their clients about the whole lot from promotions to reductions to appointment reminders.

Email is nice for longer messages which may embrace photos and attachments or info that your recipients may need to save for later. SMS is ideal for brief, well timed info (like a reminder about an upcoming appointment).

If you’re struggling to resolve whether or not to use email or textual content messages in your appointment confirmations, take a look at Email vs. SMS: Which Channel Should You Choose? Regardless in case your clients want texts or emails, appointment affirmation messages will take your buyer communication up a notch—get began sooner quite than later!

Get began with affirmation emails

Ready to begin sending advertising and transactional emails? Sign up for a free Twilio SendGrid account (no bank card required) and get sending.

You’ll get entry to the following:

  • Email automation
  • Drip campaigns
  • Confirmation emails
  • Notifications
  • Newsletters,
  • And extra

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