Payment Receipt & Booking Confirmation Email Template
Combined payment receipt and appointment confirmation email, sent immediately after a client pays and books.
Template Preview
Subject: Payment Received & Appointment Confirmed — {{date}}
Hi {{client_name}},
Thank you! Your payment has been processed and your appointment is confirmed.
━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━
💳 PAYMENT RECEIPT
━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━
Service: {{service_name}}
Amount: ${{amount_paid}}
Payment Method: {{payment_method}}
Receipt #: {{receipt_number}}
Date: {{payment_date}}
━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━
📅 APPOINTMENT DETAILS
━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━
Date: {{date}}
Time: {{time}}
Location: {{location}}
Provider: {{provider_name}}
Duration: {{duration}}
📎 Add to Calendar: {{calendar_link}}
🔄 Need to reschedule? {{reschedule_link}}
━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━
CANCELLATION POLICY
━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━
{{cancellation_policy}}
Questions? Contact us at {{phone}} or reply to this email.
Thank you for choosing {{business_name}}!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}}{{service_name}}{{amount_paid}}{{payment_method}}{{receipt_number}}{{payment_date}}{{date}}{{time}}{{location}}{{provider_name}}{{duration}}{{calendar_link}}{{reschedule_link}}{{cancellation_policy}}{{phone}}{{business_name}}💡 Pro Tips
Send immediately upon successful payment — any delay causes anxiety
Include the receipt number prominently for clients who need it for expense reports or insurance
Always include the cancellation/refund policy to set clear expectations
Add a calendar link so the appointment lands on their calendar with one click
Perfect For
When to Use This Template
Send immediately and automatically when a client completes an online payment for a booking. If payment and booking are separate events (e.g., pay at visit), use the standard Appointment Confirmation template instead.
✅ Best Practices
Trigger this email instantly upon successful payment — even a 5-minute delay generates "did my payment go through?" support tickets
Separate the payment and appointment sections visually so clients can quickly find what they need
Include your cancellation and refund policy in the email to prevent disputes and chargebacks
Provide both a calendar add link and a reschedule link so the client can manage their booking independently
⚠️ Common Mistakes to Avoid
Sending payment receipt and booking confirmation as two separate emails, confusing the client
Not including the receipt number, forcing clients to contact support when they need it for records
Burying the cancellation policy in a terms link instead of including it directly, leading to refund disputes
Delaying the email even slightly, which triggers payment anxiety and support contacts
Frequently Asked Questions
Should I include the full cancellation policy or just a link?
Include a brief summary (1-2 sentences) directly in the email with a link to the full policy. Clients rarely click links, so the key points — cancellation window and refund terms — should be visible in the email body.
What if the payment fails but the appointment is booked?
Do not send this template on failed payments. Set up a separate "payment failed" email that asks the client to retry. Only send the combined receipt-confirmation when payment is fully processed.
Should I include tax breakdown in the receipt?
Yes, if you charge sales tax. Include a line for subtotal, tax amount, and total. This makes the receipt useful for business clients who need it for expense reporting.
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