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How to confirm an appointment via email

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How to confirm an appointment via email
March 20, 2019 1st Anniversary Wishes 4 comments

Then, use the ability to customize email templates for each appointment type ( click to read more) to make the confirmation email for the Request appointment.

When it comes to almost any kind of business, you need to know how to confirm an email. Every now and then, you will need to send out an appointment confirmation email or reply to meeting confirmation email.

And yes, there is a right and a wrong way to do it.

If you are not sure how to confirm an appointment, you have come to the right place because we are about to give you some basic tips.

We will help you understand how to confirm appointments, we’ll show you confirmation email sample, and we’ll explain how to write meeting confirmation emails.

So let’s get straight to the point!

Why is Appointment Confirmation Email Important?

There are many reasons why confirmed appointments are important. By confirming an appointment, you let the host know you are taking the meeting seriously. It also lets them know you are available.

Sometimes it even happens that the host forgets they have made an appointment and an appt confirmation email is a great way to remind them. That’s why we value these emails within Amelia, the WordPress booking plugin we created (You should check it out, btw).

Let’s imagine several different scenarios to explain why the process of confirming appointments is important.

First, imagine that you send an appointment email to your client yet you don’t receive an appointment confirmation text. When the time of the appointment comes, the client is no-show. You have wasted your time and you have a gap in the schedule that could have been filled with a meeting with another client.

If something like this happens multiple times a month, just imagine all the lost revenue at the end of the month. Confirmed appointment saves you both time and money.

Another important thing to keep in mind whenever you run a business is the level of efficiency. If you plan ahead and make the most out of your time, you will operate more efficiently and it will pay out in the long run. Confirmation appointment allows you to do that.

Consider using a text reminder app or an appt reminder app to always know when your appointments are scheduled. Not only does that give you a better idea of when all your meetings are supposed to take place but it also gives you time to prepare for them properly.

With that in mind, imagine a situation where you have taken the time to prepare for the meeting as well as for the meeting itself and the other party does not show up. It would disrupt your workflow, you would waste your time, and you would have a gap in your schedule.

For all the reasons mentioned above and for many more, it is important to send out appointment confirmation emails whenever possible. Of course, you could also confirm an appointment via phone. However, even if you do that, it is a good idea to send text confirmation as well. Apart from it being a good reminder, it is always good to have those things “on paper”.

How to Write a Confirmation Letter / Email?

Here are some basic tips that will teach you how to confirm appt via email. We will also show you a useful confirmation email template.

Keep it Short and Clear

When you want to make an appointment email, you need to keep it short and clear. Clarity is a sign of professionalism and it makes your meeting confirmation effective. If you make it too long, the most important details will get buried under a lot of unnecessary information.

An example would be this one that can be sent automatically with Amelia, our WordPress booking plugin (click the image to see more info about our plugin).

Example II: Confirming Email Sample

RE: confirmation of appointment with JOHN FOND

Dear Mr. Stevens,

I would like to confirm your appointment with John Fond tomorrow, September 21st at 2 pm. Please contact me with any questions and keep me informed if there should be any changes.

Regards,

Ava Stone,

Secretary, Fond & Associates

Use It as a Reminder

An appointment confirmation email is a great way to remind the other party when and where the appointment is supposed to take place. Appointment emails should always include the specific date, time, and place. Think of them as the free text reminders.

Example II: Confirmed Email 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 question. I would be ready to give necessary assistance.

Thank you and have a great meeting.

Best Regards,

Alice Maxwell

Administrative Assistant to Jane Smith, Lintel Scraps Limited

 

You should also consider using an appointment reminder app to always keep track of your schedule and the meetings you are supposed to attend. Or you can use a booking app like Amelia that has that integrated.

Stick to the Point

One of the main things to keep in mind when thinking about how to confirm a meeting is to always stick to the point. Don’t waste any time and get to the point immediately. Nobody wants to scroll down through a lot of insignificant text and information to finally get to the important bits.

You should confirm an appointment one day before the meeting itself. Keep the email short, clear, concise, friendly, and informative. Stick to the vital information and keep the tone professional.

3 Basic Types of Appointment Confirmation Emails

Here are appointment confirmation email samples for 3 types of appointment emails that the clients usually receive. Let’s take a look at them:

  1. New Appointment by Client

When the client books themselves for a meeting, this type of appointment e mail is sent to them for confirming an appointment.

Let’s take a look at appointment confirmation email sample used when the new appointment is made by client:

This email confirms your ___________(Service Name) appointment on______________(Date & Time) with______________ (Staff Name) at_______________ (Location). If you have any additional questions, 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 booking with__________ (Business Name)!

Location Name Address:

Address Line 1,

Address Line 2

Location City, Location State, Location Zip

Location Directions

You can contact us at:

Staff Signature Section

  1. New Appointment by Staff

When the staff person schedules an appointment for the client, this type of email is sent to confirm the appointment.

Meeting confirmation email 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

  1. New Repeating Appointments by Staff

When the staff person schedules a repeating appointment with a client, this type of email is sent to confirm the appointment.

Confirm email template:

Hey__________(Client’s Name),

This email confirms your appointments for____________ (Service Name) with____________(Staff Name) at____________ (Location Name) on______________(Start Date – End Date Start Date) on _______________ (Days of the Week) at______________(Time).

You will get an individual reminder email before each scheduled appointment. If you have questions before your appointment, us the contact details below to get in touch with us.

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

Ending thoughts on writing an appointment confirmation email

So how to write an appointment confirmation email for your client?

There are several different ways to do that but you should always stick to the basic principles of professional communication. Keep things clear, concise, and brief, and always respond in a timely matter.

An appointment confirmation email or a reply to a meeting confirmation email is really helpful to your clients. One of the smarter ways to do it is to automate these responsibilities. Amelia is an online booking plugin with integrated appointment confirmation which saves you time and makes online booking a breeze. Here’s how easy it is to set notifications within Amelia:

Use reminder texts app or another kind of free text reminder service to always keep track of your confirmed appointments. Use the appointment reminder email template we provided above if you are still not sure how to send a reminder text. Take a look at all the features you can take advantage of with Amelia WordPress Booking plugin to handle bookings in a professional manner.

If you enjoyed reading this article about appointment confirmation email techniques, you should also read these:

AppointmentEmail

An appointment confirmation email is a great way to remind the other party when and When you send appointment reminders via text message, follow a few.

Free Samples of Meeting Confirmation Letters: Microsoft Word Downloads

how to confirm an appointment via email

Sample Letter #1

Copied!

It was good to make your acquaintance last week. We look forward to meeting with you again on Monday, January 3, at 9:00 a.m. to discuss the terms of our licensing agreement. We will meet in John Doe's office at 1600 Main Street.

Until then, please call Jane, our administrative assistant, at 555-5555 if you need more information. We are optimistic about what we can accomplish together.

Sample Letter #2

Copied!

As I mentioned at our lunch meeting, we plan to hold a meeting in January for anyone interested in employment at Doe International. It will be at 11:00 a.m. on January 5, in the auditorium of Building Q on the Springfield Campus. Representatives from each hiring division will be present to answer questions. Please bring an updated resume and a list of references. We look forward to seeing you there.

Sample Letter #3

Copied!

I am writing to confirm my appointment with you made over the phone the other day. We agreed meet in your office on May 6, at 9:30 p.m. Please complete the fact finder I have enclosed so that our meeting will be productive. If you have any question regarding our appointment or the fact finder, please call me.

I look forward to meeting you.

Sample Letter #4

Copied!

Thank you for taking time from your busy schedule to meet with me next Monday, May 12. Any advice you can give me as I make decisions about my career will be very helpful. I will meet you at 10:00 a.m. in your office. Please contact me at 555-5555, if we need to change the time.

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Appointment Reminders

how to confirm an appointment via email

Confirmation is usually a polite way of saying you understand something or you go along with that person’s idea. In the business world, a confirmation letter of appointment is mainly used to respond to a letter of invitation to an interview, meeting or discussion.

A confirmation letter is also a polite way of stating that you completely understand the whole thing that’s happening whether it be business or innovation, by sending a confirmation letter you are thereby stating that you have understood everything that you should be doing and you have complete awareness of your position in this situation.

It lets the one who has invited you to know that you are aware and you have comprehended the letter of invitation sent. In an interview it is important, it is not a must, but you can write it to confirm that you will be attending that interview. This also acts as proof you will attend the event you are confirming to.

Many usually do not see the use of an appointment letter, but it is a good way of communicating in the case that you have an appointment. One can confirm an appointment by email or text message, but writing a letter is the best way to do it. Here are sample and tips to write an appointment confirmation letter.

The following is a sample of a Confirmation of Appointment Letter.

From,
Anthony Lee,
Human resource
Spinners and Spinners
Physical address: Nairobi, Kenya
P.O. Box 62000-00200, Nairobi

5th August 2014

To,
Win y Angaya,
Mombassa,
Kenya.

Dear Mrs. Win y Angaya,

I am looking forward to attending the interview appointment that you have arranged for me. I will be at your office by 8:00 am at your main institution, Spinners and Spinners to attend the interviews on your job offer. Thank you for this opportunity and am much more than ready to work for you.

If there is any problem concerning the date set above, please do not hesitate to contact me on my telephone number: +254 713071251. Thank you for this great chance.

Yours Sincerely,

______________

Brenda
CEO
Spinners and Spinners

The following is an email format of a Confirmation of Appointment Letter.

From: [email protected]

To: [email protected]

Subject- Interview Confirmation Letter

Dear Mrs. Win y Angaya

I am looking forward to attending the interview appointment that you have arranged with me; I will be at your office by 8:00 am at your main institution, Spinners and Spinners to attend the interviews on your job offer. Thank you for this opportunity and am much more than ready to work for you.

If there is any problem concerning the date set above, please do not hesitate to contact me on my telephone number: +254 713071251. Thank you for this great chance.

Yours Sincerely,

___________

Brenda
CEO
Spinners and Spinners

This is simply the most effective way I've ever seen to close a cold call email and start a conversation with a They just need to check one date/time in their cal.

Appointment Confirmation Email

how to confirm an appointment via email

Acuity Scheduling is designed to make online scheduling as hands-off as possible, which is why we do not offer an option to request appointments rather than schedule them. Instead, availability in Acuity is powerful enough that you can set the exact times you're available, including adjusting availability for one-off days with longer or shorter hours, and syncing your Acuity calendar(s) with your outside calendar to block off any existing events. 

If this is critical for your business, however, there is a workaround!

This workaround hinges on you setting up TWO appointment types, one public and one private. The public one will be the one to show on your scheduling page. You could call it something like "REQUEST: Pet Instagram Photo Shoot".

Then you'd create a duplicate appointment, name it "CONFIRMATION: Pet Instagram Photo Shoot", and set it to private.

Then, use the ability to customize email templates for each appointment type (click to read more) to make the confirmation email for the Request appointment type read as a "request received" email and the confirmation email for the Confirmed appointment type read as a confirmation email. Head to Email Settings to make that customization.

When someone books a request appointment type that you want to confirm, you would select the appointment from the Appointment Calendar, click "Edit", and change the appointment type from the REQUEST appointment to the CONFIRMATION type and click "Save Changes".

Once you've edited the appointment type, you can use the cog at the top right of the appointment details to resend the confirmation email. Because you have customized your email templates, the client will now get a confirmation email.

You can can also put a disclaimer in your Scheduling Instructions indicating that clients are sending through a request, and that you’ll follow up within 24 hours to confirm or cancel. You can change your appointment confirmation notification to include a similar sentiment as well, and you can even change your scheduler's wording, such as changing the title of the Confirmation page to something more along the lines of Appointment Request.

Have more questions? Submit a request

WATCH THE VIDEO ON THEME: How To Confirm Appointments Via Email

I had a very frustrating miscommunication recently in making an appointment by email, where I thought the appointment had been confirmed and showed up, but .

how to confirm an appointment via email
Written by Mojar
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