Waitlist Spot Available Email Template
Notify waitlist clients when a spot opens up with urgency.
Template Preview
Subject: 🎉 A spot just opened up on {{date}}!
Hi {{client_name}},
Great news! A spot just opened up and you're first on our waitlist!
Available appointment:
📅 {{date}} at {{time}}
🗓️ {{service}}
⏰ This spot is available for the next {{urgency_hours}} hours.
Book now: {{booking_link}}
Can't make this time? No worries! You'll stay on the waitlist for the next opening.
Best,
{{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}}{{date}}{{time}}{{service}}{{urgency_hours}}{{booking_link}}{{business_name}}💡 Pro Tips
Send immediately when spot opens
Create urgency with time limit
Make booking easy with one-click link
Keep waitlist clients informed
Perfect For
When to Use This Template
Send the moment a cancellation creates an opening for a high-demand time slot. For general availability announcements or new service launches, a marketing email is more appropriate.
✅ Best Practices
Include a time-limited hold (e.g., 4 hours) so the spot doesn't sit unclaimed while others wait
Make the booking link one-click with the time slot pre-selected — remove every possible friction point
Notify the next person on the waitlist immediately if the first person doesn't claim the slot within the hold window
⚠️ Common Mistakes to Avoid
Notifying the entire waitlist at once, which creates confusion when multiple people try to book the same slot
Not setting an expiration time on the hold, which leaves the slot in limbo indefinitely
Forgetting to remove the client from the waitlist after they successfully book the slot
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 waitlist spot available email template, timing matters. Send immediately when spot opens 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). Create urgency with time limit 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.
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