Collage of the appointment confirmation email templates on the green background.

10 Appointment Confirmation Email Templates: Copy & Paste

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Are you confirming appointments with your clients via email? Would you like to change standard texts and customize them for your niche? We’ve prepared appointment confirmation text samples for informative & personalized emails. They are dedicated to different businesses and cover the essential elements. Whether you manage your own schedule or are in charge of company commitments, you’ve come to the right place.

In addition to 10 free email text samples, you’ll learn how to write confirmation emails and automate them to streamline the appointment booking process. Let’s get started!

Why Send Appointment Confirmations?

First off, what’s the point of sending emails once the appointment is made? Numbers say the average email open rate across all industries is 38.49%. Email confirmations come in handy to:

  • Boost communication with your clients: show them you’re interested in planning appointments and value their time.
  • Prevent no-shows: an email doesn’t back up you from last-minute cancellations but lets clients check meeting info at any time and add it to their calendars.
  • Include the appointment details: provide a date, time, location, or any other information to make it easy to find.
Now, let’s move to the free text samples!

Free Email Templates for Appointment Confirmation

1. General Confirmation Email Template: Formal and precise

Here is a one-size-fits-all text that contains the main lines. It’s adjusted to the needs of different service businesses:

SubjectYour Appointment At [Company Name] Is Confirmed
Dear Mr./Mrs. [Client’s Name],

Thank you for making an appointment with [Company Name].

[Service Name] is confirmed for [Time] on [Date].

We are excited to meet you at [Location].

Feel free to contact us at [Phone Number] or [Email Address] in case of inquiries or changes.

Looking forward to seeing you.

Best Regards,

[Name] [Contact Information]

2. For barbershops & beauty salons: Glamorous and welcoming

If you are engaged in the beauty and wellness industry, you may use the following appointment confirmation text:

SubjectGet Ready to Glam Up at [Salon/Barbershop Name]!
Dear [Client’s Name],

We are thrilled to confirm your upcoming appointment at [Salon/Barbershop Name]! Get ready to shine and feel fabulous, because we can’t wait to pamper you with our exceptional services.

  • Date: [Appointment Date]
  • Time: [Appointment Time]
  • Service Duration: [Service Duration]
  • Stylist/Barber: [Stylist/Barber’s Name]

At [Salon/Barbershop Name], we believe in delivering not just a service but an unforgettable experience to make the magic happen.

If you have any questions or need to make changes to your appointment, don’t hesitate to reach out to us. We’ll do everything we can to accommodate your needs.

See you soon, and be ready to shine!

Warmest regards,

[Your Name] [Salon/Barbershop Name] [Phone Number] [Email Address]

3. For lessons & tutoring services: Polite and professional

Are you giving private lessons or running a tutoring center? Here is an example of a class email confirmation template:

SubjectYour Learning Starts with [Tutor/Educational Institution Name]
Dear [Student’s Name],

We’re excited to confirm your upcoming learning session with [Tutor/Teacher Name].

Session Details:

  • Date: [Session Date]
  • Time: [Session Time]
  • Meeting Platform: [Zoom/Skype/Phone/In-person]

To make the most of our time together, please ensure you have a stable internet connection and are in a quiet, distraction-free environment if our meeting is virtual. If we’re meeting in person, please arrive a few minutes early. You may want to jot down any questions or thoughts you have in advance.

Let’s uncover new horizons of knowledge with you.

Best regards,

[Your Name] [Tutoring Center/School Name] [Contact Information]

4. For coaches & consultants: Positive and motivational

A motivational appointment confirmation text sets the stage for a successful coaching or consulting relationship. Thus, the client is well-informed and prepared for self-improvement and growth:

SubjectYour Session is Just Around the Corner
Dear [Client’s Name],

We can’t wait for our upcoming session, scheduled for [Date] at [Time], right at [Virtual/Physical Location].

Prepare to be inspired, motivated, and energized as we work towards achieving your personal and professional aspirations.

Please feel free to reach out if you have any inquiries or require any scheduling adjustments.

With enthusiasm for your journey,

Inspiringly yours,

[Name] [Title] [Contact Information]

P.S. “The only limit to our realization of tomorrow will be our doubts of today.” – Franklin D. Roosevelt. Get ready to conquer those doubts!

5. For medical & healthcare services: Precise and informative

Are you going to send email confirmation related to the scheduling of medical services? Focus on details and provide some tips like in the example below:

SubjectConfirmation of Your Upcoming Medical Appointment
Dear [Patient’s Name],

We’re delighted to confirm your appointment with [Doctor’s Name] at [Medical Center Name].

Appointment Details:

  • Date: [Appointment Date]
  • Time: [Appointment Time]
  • Doctor: [Doctor’s Name]
  • Location: [Medical Center Address]

Preparation Tips:

  1. Please arrive 15 minutes early.
  2. Bring a list of your current medications.
  3. Have your insurance information ready.
  4. Prepare questions for the doctor.
  5. Remember to wear a mask for everyone’s safety.

In case you need to reach out for any reason, you may contact us at [Phone Number] or reply to this email.

Your health is our priority, and we look forward to providing you with exceptional care.

Warm regards,

[Your Name] [Your Title] [Medical Center Name] [Phone Number] [Email Address]

6. For photographers & studios: Friendly and encouraging

Are you offering shooting sessions or providing beautiful spaces for capturing special moments? Here is our email appointment confirmation text for photographers and studios:

SubjectExciting News: Your Upcoming Photography Session is Set!
Dear [Client’s Name],

We’re elated to announce your upcoming photography appointment with [Studio/Photographer Name] is confirmed. Here are the details:

  • Date: [Date]
  • Time: [Time]
  • Location: [Studio Address / Outdoor Venue]
  • Photographer: [Photographer’s Name]

Preparation Tips:

  1. Choose outfits that reflect your unique style.
  2. For studio sessions, you may take a change of shoes for different looks.
  3. Keep your makeup and hair natural and well-groomed. Consider bringing touch-up products for any quick fixes during the session.

If you have any last-minute questions or need to reschedule, feel free to get in touch.

We’re eagerly awaiting our upcoming session with you to capture some fantastic moments!

Kind regards,

[Your Name] [Studio/Photographer Contact Information]

P.S. Don’t forget to bring your beautiful smiles!

7. For travel & tour guides: Informative and inviting

Are you planning city tours? Be sure to remind tourists about the tour details and all related activities via one email. You may use this template for the travel industry:

SubjectAppointment Confirmed: Your Adventure Begins Soon!
Hi [Tourist’s Name]!

Great news – your tour guide appointment with [Company Name] is confirmed.

Details of Your Appointment:

  • Tour: [Tour Name]
  • Date: [Date of the Tour]
  • Location: [Meeting Point]
  • Guide: [Guide’s Name]
  • Duration: [Tour Duration]
  • Tour Package: [List of the Activities Included]
  • Special Notes: [Any Additional Information]

Payment Reminder:

If there are any outstanding payments, please make sure they are settled before the tour.

Rescheduling or Cancellation:

If, for any reason, you need to reschedule or cancel the appointment, please let us know at least [X hours or days] in advance.

Safe Travels!

[Your Name] [Company Name] [Contact Information]

8. For car & repair services: Clear and short

Do you perform car repair services? You should provide the client with all the information while keeping the message brief and easy to understand.

SubjectCar Repair Appointment Confirmed
Hi [Customer’s Name],

Your car repair is set for [Date] at [Time] at our garage located at [Location Address]. We’re ready to fix it up. The estimated cost is [Cost], payable upon completion. Questions? Contact us anytime!


[Your Name] [Phone Number]

9. For cleaning services: Concise and comprehensible

A well-crafted email confirmation template for cleaning services ensures customers receive detailed appointment information while promoting trust in your company’s punctuality and professionalism.

SubjectScheduled Cleaning Service Confirmation
Dear [Customer’s Name],

This email is to confirm your cleaning appointment scheduled for [Date] at [Time]. Our team will be at [Address]. We appreciate your trust in [Company Name].

If you have any questions or need to reschedule, don’t hesitate to contact us.

Best regards,

[Your Name] [Your Company Name] [Phone Number] [Email Address]

10. For equipment rentals: Direct and inclusive

Are you involved in equipment rentals? You may benefit from using email confirmations to ensure clarity and supply rental details. Here is a versatile template for various rental scenarios:

SubjectAppointment Confirmed: Your Equipment Rental Details Inside
Dear [Customer’s Name],

We are pleased to confirm your equipment rental reservation with [Your Company Name].

Here are the details:

  • Equipment: [List of rented equipment]
  • Pickup Date: [Date]
  • Pickup Time: [Time]
  • Return Date: [Date]
  • Return Time: [Time]
  • Rental Cost: $[Amount]

Please take note of the following instructions:

  1. Equipment should be returned in the same condition as when rented.
  2. Late returns may incur additional charges. Please adhere to the specified return date and time.
  3. Proper ID and a payment method are required during pickup.
  4. Any damages or issues should be reported immediately.
  5. For any changes or questions, contact us at [Contact Information].

Best regards,

[Your Name] [Your Company Name] [Company Address] [Website] [Phone Number] [Email Address]

You are free to tailor these templates to your preferences. But remember to include the must-have details and follow the best appointment confirmation practices. What are they? Read further to find the answer!

How To Write Email Appointment Confirmation Text: 7 Best Practices

How to make a confirmation email template effective up to scratch? Along with important details like date, time, and location, there are a few other points to consider. We’ve created a quick checklist with tips:

  1. Keep the subject simple and short: a subject line should attract attention and clearly state that the email deals with an appointment confirmation.
  2. Add a personal touch to your email: address the customer by their name, include specific details, prepare some tips, etc.
  3. Use emoji if it suits your tone of voice: they make a text more friendly and engaging.
  4. Offer ways to cancel or reschedule appointments in case of any alterations.
  5. Include your contact information to make it easier for clients to get in touch with you.
  6. Outline specific instructions or rules if you have any.
  7. Choose the most appropriate closing and signature that are relevant to your TOV.

How To Automate the Sending of Appointment Confirmations?

What about automated email notifications on your WordPress website? You won’t need to send emails to each customer by hand if you use an automation tool. We are on the side of booking software that delivers an all-in-one scheduling system. It takes care of online appointments, payments, notifications, reminders, booking management options, synchronization with third-party calendars, etc.

Collage of the MotoPress Appointment Booking plugin to automate appointment scheduling.

That’s where the WordPress Appointment Booking plugin by MotoPress saves the day! This plugin changes the way you handle appointments. Your clients will come through a step-by-step booking process via a responsive widget. They’ll be able to pay for the services via PayPal, Stripe, a direct bank transfer, or on-site.

And the main point of our talk – appointment confirmation emails are sent like clockwork with the MotoPress Appointment plugin! There are different emails sent to admins and customers. You’re allowed to customize the templates and make them branded.

MotoPress Appointment Booking

Appointment Booking Themes

It’s worth noting that the MotoPress Appointment Booking plugin also enables reminders before appointment. Hence, you can create emails for a specific time and condition. Here is a detailed video tutorial:

Would you like to integrate more channels for communication with your clients? For example, how to send SMS appointment confirmation text and reminders? There is a Twilio addon that connects the Twilio SMS service to the MotoPress appointment plugin.

Twilio SMS Notifications

Wrapping Up

  1. So, the appointment confirmation email may be a game-changer and a time-saver in communication with customers. You reduce the time spent on phone calls and include the main information in one message.
  2. Hopefully, you’ve found the appointment confirmation email template suitable for your business. Use them for free – just copy and paste!
  3. Last but not least, integrating scheduling software lets you automate and manage appointment confirmations & reminders sent across different channels (email, SMS, or others). Apply dedicated tools like the MotoPress Appointment Booking plugin to facilitate and speed up the booking process on your website. Start the demo trial to test the plugin’s functionality for free!

Free Demo Trial Membership


What is an appointment confirmation email?

An appointment confirmation email is a message sent to confirm a scheduled meeting, ensuring both parties are aware of the date, time, and location. It typically includes essential details and may also serve as a reminder, enhancing communication and reducing the likelihood of scheduling errors or missed appointments.

What to include in the appointment confirmation email?

An appointment confirmation email should include a date, time, location/agenda, contact info, thank-you, rescheduling options, attachments, and a professional tone. Additionally, consider including a brief overview of the appointment’s importance and a polite acknowledgment of the recipient’s time and commitment.

What is the best appointment confirmation template?

The best appointment confirmation template should be adaptable to your niche, incorporating industry-specific elements as needed. This might involve mentioning unique instructions or specific details relevant to the appointment, while still maintaining a clear, professional structure with essential details and options for rescheduling or canceling.

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