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!
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:
Here is a one-size-fits-all text that contains the main lines. It’s adjusted to the needs of different service businesses:
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.
If you are engaged in the beauty and wellness industry, you may use the following appointment confirmation text:
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.
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!
Are you giving private lessons or running a tutoring center? Here is an example of a class email confirmation template:
We’re excited to confirm your upcoming learning session with [Tutor/Teacher Name].
Session Details:
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.
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:
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,
[Name] [Title] [Contact Information]
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:
We’re delighted to confirm your appointment with [Doctor’s Name] at [Medical Center Name].
Appointment Details:
Preparation Tips:
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.
Are you offering shooting sessions or providing beautiful spaces for capturing special moments? Here is our email appointment confirmation text for photographers and studios:
We’re elated to announce your upcoming photography appointment with [Studio/Photographer Name] is confirmed. Here are the details:
Preparation Tips:
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!
[Your Name] [Studio/Photographer Contact Information]
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:
Great news – your tour guide appointment with [Company Name] is confirmed.
Details of Your Appointment:
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.
Do you perform car repair services? You should provide the client with all the information while keeping the message brief and easy to understand.
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!
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.
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.
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:
We are pleased to confirm your equipment rental reservation with [Your Company Name].
Here are the details:
Please take note of the following instructions:
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 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:
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.
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.
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.
