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Appointment Confirmation Format Guide (4 Best Samples Included)

Do you need to write an appointment confirmation email?

Learning how to write a proper appointment confirmation email or letter is an important skill that you need to learn if you want your business to be successful. Every now and then, you will be required to send an appointment confirmation to and this serves two main purposes. First off, it lets your client that you are not going to miss the meeting. Secondly, the email will remind your client that the meeting is soon. Not just that, but sending an appointment confirmation via email is a polite gesture that is going to be appreciated.

The question that remains now is how do you create a proper appointment confirmation email or letter? If this is the first time that you are writing an appointment confirmation email, then you have arrived at the right place. Today we are going to share all the knowledge that you need to know to create a professional-looking appointment confirmation, and also share with a bunch of templates that you can edit for your use.

Appointment Confirmation – Proper Structure

We want to mention that you should consider writing an appointment confirmation even if your meeting is online via video-call or audio-call. While writing this type of emails might seem complicated, we assure you that this is not the case. Follow the tips below and you will write a great appointment confirmation email in no time.

  • Introduction

The first that you need to do is introduce yourself. Even though your client already knows your name and the appointment date, it’s always a good idea to give them a polite reminder. Therefore, you should start by stating your name, your company’s name and that this is an appointment confirmation

  • Keep it Short

This type of emails are short and concise. You should specify the purpose of your meeting right after the introduction. For example, you could remind your client what are the documents that he/she needs to have for your appointment to be effective.

  • Mention the Time of the Appointment

Even though the appointment might be important to both parties, it’s possible that your client can forget about it. This is why you should end your appointment confirmation by mentioning the time and location, be it online or offline.

Templates

Now that you’ve seen what is the proper structure of an appointment confirmation email, let’s go ahead and check out some samples that you can edit and modify.

#1 Sample

RE: Jane Smith – Appointment Confirmation

Dear Mark,

This is a special reminder to confirm your meeting with Jane Smith tomorrow May 2nd at 11 am.

Your meeting is scheduled to hold at Lintel Scraps, Office 12 on the ground floor at Lanceman Street, Mainland China. The place is accessible by cabs.

This is Jane’s cell phone number, just in case, +98157479837.

Please feel free to contact me if you have any questions. I would be ready to give the necessary assistance.

Thank you and have a great meeting.

Best Regards,

Alice Maxwell

Administrative Assistant to Jane Smith, Lintel Scraps Limited

#2 Sample

Dear [CUSTOMER-NAME],

This is a friendly reminder confirming your appointment with [PROVIDER-NAME] on [DATE-TIME]. Please try to arrive 15 minutes early and bring your [IMPORTANT-DOCUMENT].

If you have any questions or you need to reschedule, please call our office at [BUSINESS-PHONE]. Otherwise, we look forward to seeing you on [DATE-TIME]. Have a wonderful day!

Warm regards,

[BUSINESS-NAME]

#3 Sample

Hi, [FIRST-NAME]!

This is a friendly reminder that we have you scheduled for [NAME-OF-SERVICE] on [DATE-TIME]. You can find us at [BUSINESS-ADDRESS].

Don’t forget:

  • Bring your [IMPORTANT-DOCUMENT].
  • Try to get here 15 minutes early.
  • If you need to reschedule, call us at [BUSINESS-PHONE]

We’ll see you soon!

Best,

[BUSINESS-NAME]

#4 Sample

Hey__________(First Name of the Client),

Our staff member has confirmed you for a___________ (Service Name) appointment on______________ (Date & Time) with____________ (Staff Name) at__________ (Location Name). If you have questions before your appointment, use the contact details below to get in touch with us.

To cancel or reschedule your appointment before the scheduled time, please click: Manage Appointment URL

Thanks for scheduling with Business Name!

Location Name Address:

Location Address Line 1

Location Address Line 2

Location City, State Zip

Location Directions

Staff Signature section

 

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