Appointment Confirmation Email Template (And How to Cut No-Shows)
When to send this
The moment the booking is made. The real function of this email isn't politeness — it's reducing no-shows. A customer holding a message with the time and place written down is far less likely to forget.
The template (copy it)
Booking / appointment confirmation
Hi [Name],
You're all set! Here are your booking details:
· Date & time: [date] [time]
· Party / service: [details]
· Location: [address]
If you need to make any changes, just let me know ahead of time. Looking forward to seeing you — thank you!
Best,
[Your name / business]
The most common mistake
Not saying how to reschedule or cancel. You'd think leaving it out means fewer changes — in practice, people who need to change don't know how to raise it and simply don't show up. Make cancelling easy and you get the slot back.
Variant: when the situation is different
If the appointment is more than a week out, add "I'll send a reminder the day before" — then actually do it. The longer the gap, the more that reminder is worth. For a next-day booking you can skip it.
After you send it
First-time customers deserve two extra lines: how to find you (what the entrance looks like, parking) and anything to bring. People get lost more often than you'd expect.
Templates for other situations
This is one of 12 common business emails. The full set (with a scenario picker) is here:
See all 12 business email templates →
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