Seal Deals with This Appointment Confirmation Email Template

One of customer service's essential tasks is sending confirmation emails for appointments to your customer. Not sending a confirmation email shows your unprofessionalism and can affect your revenue.

A confirmation email is an excellent way to send a reminder and stay in touch with your prospects. This write-up will teach you how to write an appointment confirmation email. We've also added a sample template for you; feel free to download and use it.

Learn Composing Appointment Confirmation Emails

Let's look at the sample email template to learn how to compose an appointment confirmation email. Also, we have added best practices, a few tips, and FAQs to step up your email outreach game.

Sample Appointment Confirmation Template to Seal More Deals

Subject: {DAY} {MONTH} Appointment

Hi {recipient name},

We have accepted your request for an appointment for {event name} on {DATE} at {TIME}. We are excited to have you coming. Please find the agenda and registration details below.

Our scheduler will be in touch with you to confirm the appointment.

Thank you,

{sender name}

Why does This Template Work?

• This email is a reminder of the appointment and depicts what the customer should expect.
• The email is concise and not salesy. Also, a scheduler reaching out from your end creates a possibility of personal interaction.
• It works because there's no CTA involved in this confirmation email, and it doesn't sound like a desperate approach to sell/provide another service.

Rate Your Template

Template rating on a few factors:

·    Number of words (53)

·    Social proof (9/10)

·    Introduction (8.5/10)

·    Fluff (2/10)

·    Large paragraphs (1/10)

·    Single CTA (7/10)

·    Potential to convert (8/10)

Deliverability Score Scale

·    Spam word use (0/10)

·    Complex sentence use (0)

Best Practices for Writing Appointment Confirmation Email

• Make your confirmation email clear and short. There's no need to add funny GIFs, big CTAs, or complicated wordings. It shows your professionalism.
• Mind it while we say this: an appointment confirmation email is not a marketing email. So, write a clear subject line and keep it to the point.
• Always send an appointment confirmation email immediately after booking. Also, provide all the necessary details along with the time, receipt, and confirmation details.

Take Away Tips for Appointment Confirmation Emails

• Do not sound like a generic email template. All your customer wants is a personal touch in the email. Even if you are using a free template, make sure you edit and make it sound personal.
• Clearly state all the requirements from your end and give them the opportunity to ask away. Add a thread for cancellation in case they change their mind.

FAQs

1. When should you send an appointment confirmation email?

In all cases, you should send appointment confirmation emails immediately. It shows professionalism and your eagerness to collaborate with them.

2. What should you say while sending an appointment confirmation?

It would help if you congratulated them first. Then add all the necessary details, including the time and date of the appointment. Mention the location and contact details, and give them an option to cancel the meeting as well.

3. Can you do marketing within an appointment confirmation email?

It is advised not to do marketing in an appointment confirmation email. However, in some industries, it is an added feature to their services. Suppose you offer flight ticket booking services; you can show ads to book hotels or cabs in the confirmation email itself.