Appointment Confirmation Email Template
Professional email template to confirm appointments with clients. Includes all essential booking details.
Template Preview
Subject: Your Appointment is Confirmed - {{date}} at {{time}}
Hi {{client_name}},
Your appointment has been confirmed!
📅 Date: {{date}}
⏰ Time: {{time}}
📍 Location: {{location}}
🗓️ Service: {{service_name}}
What to bring:
• {{preparation_item_1}}
• {{preparation_item_2}}
Need to reschedule? Click here: {{reschedule_link}}
We look forward to seeing you!
Best regards,
{{business_name}}
{{phone}}How to Use This Template
Copy the Template
Click the copy button above to copy to clipboard
Replace Variables
Swap {{variables}} with your business info
Send or Automate
Use manually or automate with SchedulingKit
Variables to Replace
{{client_name}}{{date}}{{time}}{{location}}{{service_name}}{{reschedule_link}}{{business_name}}💡 Pro Tips
Send immediately after booking to reduce anxiety
Include clear cancellation/reschedule options
Add calendar file attachment for easy saving
Keep subject line clear and scannable
Perfect For
When to Use This Template
Use this template immediately after a client books an appointment. For follow-up reminders closer to the appointment date, use the Appointment Reminder template instead.
✅ Best Practices
Embed a calendar (.ics) file so clients can add the event with one tap
Include a map link for in-person appointments — Google Maps deep links work on all devices
Add your cancellation policy in small text at the bottom to set expectations upfront
Use merge tags for auto-personalization so every confirmation feels hand-written
⚠️ Common Mistakes to Avoid
Sending confirmations hours after booking — clients expect instant confirmation
Including too much information that buries the appointment details (date, time, location)
Not including a reschedule link, which leads to phone calls and no-shows
Frequently Asked Questions
Can I customize this email template?
Absolutely! This template is designed to be fully customizable. Simply copy the template and replace the {{variables}} with your specific business information, branding, and messaging. You can also adjust the tone, add or remove sections, and personalize it for your audience.
When should I send this email?
For best results with appointment confirmation email template, timing matters. Send immediately after booking to reduce anxiety Many businesses automate this email to trigger at the optimal time using scheduling software.
How do I automate this email template?
You can automate this template using SchedulingKit's workflow feature. Once set up, the system will automatically send personalized versions of this email to the right clients at the right time—no manual work required. This ensures consistency and saves hours of administrative work.
What makes a good email for appointments?
Effective appointment emails should be clear, professional, and include all essential information (date, time, location). Include clear cancellation/reschedule options Using email templates ensures you don't miss important details.
Explore More Resources
Further Reading
- HubSpot: Free Business Templates — Curated collection of professional business templates.
- SCORE: Technology Resources — Free mentoring and guides for small businesses.
Automate This Template
Stop copying and pasting. SchedulingKit automatically sends personalized messages at the right time, every time.
Free forever plan available • No credit card required