Appointment Email Templates

There are many reasons why sending appointment emails are important. By confirming an appointment, you let your clients know you are taking the meeting seriously. It also lets them know you are available.

Using sample letters will save you time and keep it brief, concise, and to the point. To save your time, we have prepared some email templates here. Feel free to grab and use!

Appointment Confirmation

Subject Line: Your appointment has been scheduled.

Hi [Client First Name],

This is to confirm that your [Service Name] appointment with [Consultant Name] has been scheduled for [Date Time Client Time Zone].

To cancel or reschedule your appointment before the scheduled time, please click: [Appointment Change URL].

Looking forward to connecting with you soon!

Kind regards,

[Your Signature]

Reminder

Subject Line: Your appointment is coming up!

Hi [Client First Name],

This is a friendly reminder that your [Service Name] appointment with [Consultant Name] is scheduled for [Date Time Client Time Zone]. If you have questions before your appointment, use the contact details in below signature to get in touch with us.

To cancel or reschedule your appointment before the scheduled time, please click: [Appointment Change URL].

Looking forward to connecting with you soon!

Kind regards,

[Your Signature]

Reschedule

Subject Line: Your appointment details have changed.

Hi [Client First Name],

The details for your [ServiceName] appointment with [ConsultantName] have changed. The appointment is now set for [Date Time Client Time Zone].

To cancel or reschedule your appointment before the scheduled time, please click: [Appointment Change URL].

Looking forward to connecting with you soon!

Kind regards,

[Your Signature]

Appointment Completed

Subject Line: Thanks for connecting!

Hi [Client First Name],

Thank you for your recent appointment with [Consultant Name] for [Service Name] on [Appointment Date Time Client Time Zone]. We appreciate the time spent together.

If you need to make another appointment, you can access the scheduler here: [Appointment URL].

Thank you again for your time with [Business Name]!

Kind regards,

[Your Signature]

Cancellation

Appointment Cancellation by Client – Client Email

Subject Line: Your appointment has been cancelled.

Hi [Client First Name],

This is to confirm your cancellation of your [ServiceName] appointment with [ConsultantName] that was scheduled for [Date Time Client Time Zone].

If you need to make another appointment, you can access the scheduler here: [Appointment URL].

Hope you are able to schedule again soon.

Kind regards,

[Your Signature]

Appointment Cancellation by Staff – Client Email

Subject Line: Your appointment has been cancelled.

Hi [Client First Name],

Your [Service Name] appointment with [Consultant Name] scheduled for [Date Time Client Time Zone] has been cancelled.

If you need to make another appointment, you can access the scheduler here: [Appointment URL].

Thank you for your understanding!

Kind regards,

[Your Signature]

No Show

Subject: We're sorry we missed you!

Hi [Client First Name],

I'm sorry you had to miss your recent [Service Name] appointment with [Consultant Name] on [Appointment Date Time Client Time Zone]. I hope everything is alright.

As per our late cancellation policy, you will be charged [CAD/USD $XX] for canceling your appointment without providing a 24-hour notice. This amount must be paid in full before you can make your next appointment. In the future, please make sure you provide 24 hours’ notice if you will be unable to make your scheduled appointment in order to avoid the late cancellation fee.

Thank you for your understanding. Looking forward to working with you in the future.

Kind regards,

[Your Signature]