Everyone has to schedule an appointment sometimes.
While most people prefer to use their phones for appointments, emailing is another option. Sending an appointment email (or a reminder) is a slower but less intense and resource-intensive option.
Unlike phone or video calls, sending an appointment email template is possible. All that needs to be done is a few simple edits.
However, knowing what goes into an effective appointment email is also necessary, as it will help edit the template and reduce the possibility of miscommunication.
This is precisely what we’ll discuss in this article. And more! As you’ll find 30+ appointment email templates, you can copy and paste immediately.
Creating Effective Appointment Emails
There are several essential building blocks of an appointment confirmation. Skipping out on these is likely to increase the likelihood that some miscommunication will happen.
Here are all of the steps:
- Write a clear subject line. An email should have “glance-value”. Simply taking a short glimpse of the subject line should provide a clear understanding of what the email is for. Therefore, putting in something like “Appointment scheduling for X” will allow the reader to grasp the idea quickly.
- Use a salutation. Starting with a “Hi” or a more formal “Hello” is considered good manners and makes the email seem less spammy. Salutations constantly improve the success rate of whatever you are trying to achieve.
- Introduce yourself (if necessary). If you are setting an appointment at an office or governmental institution, introducing yourself will help you get a response. Generally, as appointments in such places are limited to specific people, providing information about yourself will ensure that the relevant party will schedule the meeting.
- Explain why you want to meet. Sometimes, the reason for the meeting might be apparent (e.g., booking an appointment at a hair salon). However, if there are many options or numerous possibilities for appointments, clearly state your intentions.
- Be flexible about time and place. Be prepared to offer a time window unless you ask for a reminder. If you are setting an appointment that is not at a dedicated institution, provide a safe and public place to meet if needed.
- Request a reply or confirmation. Going to an appointment and getting ghosted (intentionally or not!) is never a good feeling. Always request confirmation to ensure the recipient has received and read the email.
- Send a reminder. Setting up a reminder the day prior (or at some other time closer to the date) significantly increases appointment attendance.
Building an appointment email will be a breeze if you follow the structure outlined above, and miscommunication is unlikely. Even if you need to edit a template, it’s often worth the trouble to remember most of these steps to ensure proper email delivery. Going back and forth over several or a dozen emails annoy most people.
Appointment Email Templates
Need inspiration? Here are a few appointment email templates.
- Appointment Request Email
- Appointment Confirmation Email
- Appointment Reminder Email
- Appointment Confirmation Messages
- Upcoming Appointments
- Canceling an Appointment
- Professional Appointment Confirmation
- Appointment Email Reminder Follow-Up
- Appointment Email Templates for Meetings
- Appointment Reschedule Email
- Doctor Appointment Email Message
Appointment Request Email
Appointments have to appear from somewhere, right? Some people prefer to write an appointment request email to plan their meetings. If you’re one of those people but don’t know how to write one, grab one of the templates below:
Subject line: Appointment Request: [Name]
Dear [Name],
I hope this message finds you well. I am writing to request an appointment with you to discuss [briefly mention the purpose of the work]. Your insights and expertise would be precious to our [mention the context or reason for the meeting].
Here are the details I propose for the appointment:
• Date: [Date]
• Time: [Time]
• Location/Address: [Address]
Please let me know if the suggested date and time work for you or if you prefer an alternative. I am flexible and willing to adjust to your availability.
If you have any specific topics or preparations you’d like to discuss during our meeting, please share them in advance.
I look forward to meeting with you and engaging in a productive discussion. Your guidance is greatly appreciated.
Thank you for considering my request. Please confirm your availability, and I will make the necessary arrangements.
Best regards,
[Your Name]
[Your Contact Information]
Subject line: Appointment Request: [Name]
Dear [Name],
I want to request an appointment to discuss [briefly mention the purpose]. Are you available on [Date] at [Time] at [Address]? If not, please suggest an alternative time that suits you.
Your insights are highly valued, and I look forward to our meeting.
Best regards,
[Your Name]
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Subject line: Let’s Chat, [Name]!
Hi [Name],
I hope you’re doing well. I wanted to see if we could set up a time to chat about [briefly mention the purpose]. How about meeting up on [Date] at [Time] at [Address]? If that doesn’t work for you, and we’ll make it work!
I’m looking forward to our conversation, and I value your input.
Warm regards,
[Your Name]
Appointment Confirmation Email
Appointment confirmation emails serve an important purpose – to let your customers know that their confirmation has worked and that all they need to do is show up on the date.
However, creating appointment confirmation emails takes more work. Luckily, you can copy an appointment confirmation email template and customize it for your needs:
Subject line: Appointment Confirmation for [Name]
Dear [Name],
We are delighted to confirm your upcoming appointment with us. Below are the details:
Appointment information:
• Date: [Date]
• Time: [Time]
• Location: [Address]
Please review this information to ensure its accuracy. If there are any discrepancies or if you need to make changes, please contact us as soon as possible.
We look forward to welcoming you and providing you with our exceptional service. If you have any questions or require further assistance, please do not hesitate to reach out to us at [Contact Information].
Thank you for choosing us, and we appreciate the opportunity to serve you.
Warm regards,
[Your Name] [Your Title] [Your Company] [Contact Information]
Subject line: Your Upcoming Appointment Details 📅
Hi [Name],
Exciting news! Your appointment is confirmed:
• Date: [Date]
• Time: [Time]
• Location: [Address]
If anything needs adjusting or you have questions, reach out anytime.
We can’t wait to see you!
Warm regards,
[Your Name] [Your Company]
Subject line: Confirmation of Your Appointment on [Date] at [Time]
Dear [Name],
We’re excited to confirm your appointment with us at [Address] on:
Date: [Date]
Time: [Time]
We are committed to ensuring your visit goes smoothly and that you receive the best service possible. If you need to reschedule or if there are any special requests, please don’t hesitate to reach out to us at [Contact Information].
We appreciate your trust in us and look forward to seeing you on [Date]. If you require any additional information before your appointment, please feel free to ask.
Thank you for choosing us, and we can’t wait to serve you.
Warm regards,
[Your Name] [Your Title] [Your Company] [Contact Information]
Appointment Reminder Email
Missed appointments can be a headache for businesses that rely on customer bookings. When a customer doesn’t show up at their scheduled time, it means lost revenue and extra time and effort to reschedule.
To make life easier, consider using an appointment reminder system. Say goodbye to time-consuming phone calls – automated appointment reminders are here to save the day! They’ll help boost efficiency and minimize the chances of missed appointments.
Grab appointment reminder email template:
Subject line: Reminder: Your Upcoming Appointment with [Name] at [Address]
Dear [Name],
This is a friendly reminder about your upcoming appointment with us at:
Location: [Address]
Date: [Date]
Time: [Time]
If you have any questions or need to reschedule, please don’t hesitate to contact us at [Contact Information]. We’re here to assist you.
Thank you for choosing us for your appointment, and we can’t wait to see you on [Date] at [Time] at [Address].
Best regards,
[Your Name]
[Your Title]
[Your Contact Information]
Subject line: [Name], Your Appointment on [Date]
Hi [Name]!
We hope you’re as excited as we are about your upcoming appointment with us. It’s almost time to make magic happen at:
📍 Location: [Address]
🗓️ Date: [Date]
⏰ Time: [Time]
We can’t wait to welcome you to our [Address] spot on [Date] at [Time]. Your appointment is our chance to create something fantastic together!
Do you have any last-minute questions or need to make a change to your appointment? No problem! Contact us at [Contact Information], and we’ll make it happen.
Your choice to work with us means the world, [Name]. Get ready for a delightful experience on [Date] at [Time]! We’re here to make it unforgettable.
See you soon!
Cheers,
[Your Name]
Subject line: Your Appointment Tomorrow
Hi [Name],
Just a quick reminder that your appointment is scheduled for tomorrow:
Date: [Date] Time: [Time] Location: [Address]
We’re ready to assist you and look forward to seeing you there. If you need to reschedule or have any questions, please contact us at [Contact Information].
Thank you for choosing us. See you soon!
Best regards,
[Your Name]
Having a tool that lets you send appointment reminders automatically is a must! With Sender, setting up appointment email automation is super easy.
Appointment Confirmation Messages
You’ve probably considered sending appointment confirmation text messages. However, if more information is needed than just the date, time, and location, you might still need to write an email. In that case, grab a short but straight-to-the-point appointment confirmation message to add to your email:
Subject line: Appointment Confirmation for [Date] at [Time]
Dear [Name],
We’re excited to confirm your appointment with us on [Date] at [Time] at our [Address]. Your work is all set, and we look forward to serving you. If you have any questions or need to make changes, please get in touch with us at [Contact Information].
Thank you for choosing us, and we can’t wait to see you soon!
Best regards,
[Your Company Name]
Subject line: Appointment Confirmation for [Date] at [Time]
Dear [Name],
Your appointment for [Date] at [Time] at our [Address] is confirmed. We look forward to seeing you soon!
Best regards,
[Your Company Name]
Subject line: 🎉 Appointment Confirmation for [Date] at [Time] 🕒
Hi [Name],
Great news! Your appointment is all set for [Date] at [Time] at our [Address]. We can’t wait to see you and provide our top-notch service. If you have any questions or need to make changes, just give us a shout at [Contact Information].
We appreciate you choosing us and look forward to your visit on [Date]. It’s going to be a fantastic day!
Warm regards,
[Your Company Name]
Upcoming Appointments
If an appointment was made long ago, it’s nice to check in to see if the person is still up for it. After all, they might have a change of plans, a change of mind, or forgotten about it. Here are upcoming appointment email templates to help you:
Subject line: We Cannot Wait to See You on [Date]
Dear [Name],
We’re reaching out to remind you about your upcoming medical appointment with Dr. [Name] at our clinic on [Date] at [Time]. Our clinic is located at [Address].
We’re looking forward to your visit, and if you have any questions or need to reschedule, please don’t hesitate to reach out to us.
Your health is our top priority, and we greatly appreciate your trust in our care. If you have any specific concerns or requests for your appointment, please feel free to let us know.
Thank you for choosing our clinic. We’re dedicated to providing you with the best possible healthcare experience.
Warm regards,
Dr. [Name] [Medical Clinic Name] [Contact Information]
Subject line: Your Upcoming Appointment at [Beauty Salon] 💅
Dear [Name],
Just a reminder of your appointment with us:
Date: [Date] Time: [Time] Location: [Address]
We can’t wait to pamper you! If you need to reschedule or have questions, please reach out.
Your beauty and well-being are our priorities, and we’re here to ensure you leave feeling fabulous.
See you soon!
Warm regards,
[Beauty Salon Name]
[Contact Information]
Subject line: Your Upcoming Insurance Appointment with [Insurance Agency Name] 📅
Dear [Name],
We hope you’re doing well. We’re writing to remind you about your upcoming appointment with [Insurance Agency Name] on [Date] at [Time], which will take place at our office located at [Address].
At [Insurance Agency Name], our primary commitment is to your financial security. Our dedicated team is prepared to offer personalized insurance solutions tailored to your unique needs. Whether you require assistance with policy reviews, coverage options, or financial planning, we’re here to provide expert guidance and support.
Your trust in us as your insurance partner is greatly appreciated. If you have specific topics or questions you’d like to address during your appointment, please feel free to let us know in advance. We’re looking forward to your visit and the opportunity to assist you in securing your financial future.
Warm regards,
[Your Name] [Insurance Agency Name] [Contact Information]
Canceling an Appointment
Writing a good appointment cancellation email is relatively easy. Yet, it’s often not very entertaining to write as it’s marred with negative emotions.
However, copying and pasting a template and doing a few edits is much easier.
Hello [Name],
Our scheduled appointment was today, but due to a family emergency, I am sorry, but we will have to cancel it. Without going too in-depth, there has been an accident involving a relative, and I must prepare some arrangements. I am sorry for any inconvenience. I will reschedule our appointment as soon as possible and send you another email about my availability.
With sincere apologies and best wishes,
[Name]
Dear [Name],
Last week, I called you to arrange my meeting at [Company]. You set the appointment on [Date] at [Time].
Unfortunately, I will not be able to make it to the meeting. I have to undergo emergency surgery. I am sorry to inform you of this on such short notice. We will have to change the upcoming appointment date. I will be available by [Date]. I will be looking forward to your response.
Best regards,
[Name]
Dear [Name],
Due to some unforeseen circumstances, I am forced to cancel our appointment, which was scheduled on [Date]. I apologize for the short notice and any inconvenience this may cause.
I will be more than happy to schedule another appointment at another mutually agreeable time.
Best regards,
[Name]
Professional Appointment Confirmation
Sending out appointment confirmation text and appointment reminders significantly increases attendance rates. Additionally, sending out a perfect appointment confirmation email will make the recipient feel more secure and help you remember the date. There’s barely any reason not to send a confirmation letter.
Dear [Name],
I want to confirm your appointment with [Name] on Thursday, [Date], at [Time]. Please get in touch with me if you have any questions or wish to request changes.
Regards,
[Name]
Dear [Name],
This is a reminder to confirm your meeting with [Name]. Your appointment is scheduled for Wednesday, [Date], at [Time].
Your meeting is scheduled at the Executive Offices of [Address]. This is [Name]’ phone number, just in case, [Phone number].
Please feel free to contact me if you have any questions. I will respond to your question in-depth as soon as possible.
Thank you, and have a great meeting.
Best Regards,
[Name]
Hey [Name],
Our staff member has confirmed you for a hairstyling appointment on Monday, [Date] [Time] with [Name] at [Address]. If you have questions before your appointment, contact us using the contact details below.
To cancel or reschedule your appointment before the scheduled time, please click: [URL]
Thanks for scheduling with [Beauty Salon]!
[Name]
Appointment Email Reminder Follow-Up
As mentioned above, sending reminder emails is a great way to improve attendance rates. It’s a free way of making better use of everyone’s time.
While these emails may seem unnecessary, some people need to remember where and when they need to be, even in the best circumstances.
Subject line: Reminder: Your appointment on [Date], [Time]
Dear [Name],
This is a friendly reminder confirming your appointment with [Company Name] for a consultation on [Date], [Time]. Please arrive 15 minutes early and bring your ID, driver’s license, or passport.
If you have any questions or need to reschedule, please call our office at [Phone number]. Otherwise, we look forward to seeing you on [Date] at [Time]. Have a wonderful day!
Warm regards,
[Company Name]
Subject line: We’ll see you on [Date], [Time]!
Hey there, [Name]!
A reminder that you are scheduled to visit [Beauty Salon] on [Date], [Time].
If you have any questions or need to reschedule, please use our business phone: [Phone number].
We’re here from [Time] on Monday to Saturday. See you soon!
Best,
[Beauty Salon]
Subject line: Job interview with [Name]
Hi, [Name]!
This is a friendly reminder that we have you scheduled for the job interview on [Date] at [Time]. You can find us at [Address].
Don’t forget:
* Bring your ID.
* Try to get here 15 minutes early.
* For rescheduling, call us at [Phone number]
We’ll see you soon!
Best,
[Company Name]
Subject line: [Name], your next appointment is on [Date]
Dear [Name],
We hope you’re doing well. Remember that your next appointment with [Company Name] Medical Services is scheduled for [Date], [Time]. We look forward to seeing you then.
Please remember to bring your ID, driver’s license or passport and arrive on time.
We genuinely care about your well-being. Please do not hesitate to call us at [Phone number]. One of our assistants will get back to you as soon as possible
Warm regards,
[Company Name] Medical Services
Subject line: [Name], your consultation time is on [Date]
Dear [Name],
We look forward to welcoming you for your consultation on [Date], [Time]. Let us know if there is anything more we can do for you through [Phone number]. Feel free to reach out with any questions or special requests.
Warm regards,
[Name]
Appointment Email Templates for Meetings
If you’ve ever worked in a corporation or a large company, you’ve had to join at least a couple of meetings. In corporations, most of these are, at least in part, booked through emails.
Having an appointment email template for meetings at hand will save a ton of time. Instead of writing a completely new letter each time, all you’d have to do is a couple of edits and be done with it.
Appointment emails for meetings can be created through the RAP model:
- R – reason for writing
- A – request for specific actions
- P – professional ending
Following the basic model will help you tailor each email professionally and to the point. Additionally, you will be sure to avoid any possible communication or unnecessary back and forth through emails.
Dear [Name],
I’m [Name], and I work as a [Role] at [Company]. We’re specialists in customer relationship management systems. Given that you’re leading the Account Manager department within our niche, I believe a collaboration would benefit both sides.
I want to take this opportunity to invite you for a meeting at our office on [Address], at [Date], [Time].
Feel free to suggest another time and location if that doesn’t work for you.
Kind regards,
[Name]
Dear [Name],
I’m [Name], and I work in the Sales Department at [Company]. Our companies work in the same niche, so we could benefit from cooperating.
Our product suite is tailored explicitly to assess credit ratings for short-term deals and could really help reduce potential losses over time. It would be beneficial for your business. Can you meet at [Address] on [Date] to talk this through?
I look forward to your response.
Have a great day,
[Name]
Hi [Name],
I’m with [Company], specializing in improving employee output and reducing operating costs without losing quality. We’ve built a client base ranging from simple startups to Fortune 500 giants like Amazon, IBM, and others.
Unlike our competitors, we take a different approach to growing companies. We move fast – and if we don’t think we’re right for you, we’ll tell you upfront.
Can we chat sometime on [Date], [Time]? We could discuss how our services might improve your business.
Kind regards,
[Name]
Hey [Name]!
I’m [Name]. We met at [Event Title] on [Date].
Sounded like you were interested in some of the blockchain technology improvements we offer.
Can we book a quick meeting this week to see what we can do? I can adjust my schedule as necessary, so feel free to offer any date and time.
Sincerely,
[Name]
Appointment Reschedule Email
Everyone has to reschedule an appointment sometime. It’s unavoidable. Sometimes, we encounter unexpected circumstances or problems that are more pressing than any meeting or appointment.
While it would be recommended to tailor each email to the case, no one will know if you’re using a template instead of a custom-crafted letter.
Dear [Name],
Can I reschedule tomorrow’s appointment to another date and time due to an unexpected conflict in my schedule? Circumstances beyond my control have forced my hand.
Please confirm if [Date] [Time] would suit you.
Sorry for the inconvenience. Thank you for understanding.
Regards,
[Name]
Dear [Name],
I want to reschedule tomorrow’s appointment to [Date] due to a devastating loss in our family. I apologize for any inconvenience this may cause. If the date stated doesn’t suit you, feel free to suggest something that would seem reasonable to you.
Thank you very much for understanding.
Best Regards
[Name]
Dear [Name],
While I was looking forward to our meeting on [Date] at [Time], I regretfully will have to reschedule. Without going into too much detail, an unforeseen family accident requires me to be elsewhere for several days.
However, I am still very interested in discussing the potential business opportunity. I can see myself being available on [Date] and [Date] at the closest. However, if these dates or times do not work for you, please let me know when you can meet.
I apologize for any inconvenience this may cause, and I look forward to meeting with you on a different date.
Sincerely,
[Name]
Doctor Appointment Email Message
Nowadays, most doctor appointments can be made through automated and dedicated systems, but some customers prefer to schedule through email. Sending a doctor’s appointment confirmation email will help them realize that everything went through and increase the chance of attendance.
On the other hand, sometimes you’ll need to email the boss to inform them about a doctor’s appointment. A template for these cases is handy as it’s more likely to provide all the necessary details.
Doctor appointment confirmation templates:
Subject line: Your Appointment at [Medical Clinic] is Confirmed
Dear [Name],
We are looking forward to welcoming you to [Medical Clinic] on [Date], [Time].
You’ve booked an appointment with Dr. [Name] for an endocrine assessment.
If you cannot make the appointment, inform us by calling our phone number [Phone number]. Rescheduling can also be done through our website.
Please take a moment to read our Cancellation Policy and our Important Information page if you are a new client.
Best regards
[Name]
[Medical Clinic]
Subject line: Thank you for choosing [Medical Clinic], your appointment is confirmed
Hello [Name],
Thanks for choosing [Medical Clinic]. You’ve just taken an exciting step in your wellness journey, and we’re so glad to be a part of it.
Your appointment is booked for [Time] on [Date].
All the information you need for your appointment is available here: [Link].
We’re looking forward to seeing you.
Best Regards,
[Name]
[Medical Clinic]
Need more email templates for emails in the medical field? Check out these 10 medical newsletter examples and ideas.
Take the Best Appointment Email Example
We have covered nearly every appointment-related email template in existence. Instead of writing a completely new email each time, follow the templates outlined above to save time, avoid miscommunication, and maximize the effectiveness of writing.
If you are someone who wants to take it for a spin before shifting over from your existing email tool or want to start with zero financial commitment with a multipurpose multichannel platform – Sender got you covered.
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Appointment Email FAQ
How to Ask for an Appointment Politely?
To ask for an appointment politely, follow these steps:
- Start with a courteous greeting.
- Clearly state your request for an appointment.
- Mention your availability and ask about theirs.
- Express appreciation for their time.
- Provide your contact information.
- Use a polite closing and signature.
How to Write Appointment Email?
Writing an appointment email involves clear and professional communication. Whether you are scheduling an appointment for a business meeting, a job interview, a medical check-up, or any other purpose, it’s important to convey the details clearly and respectfully. Here’s a step-by-step guide on how to write an appointment email:
- Subject line: A clear and concise subject line indicates the appointment’s purpose and date.
- Greeting: Begin with a polite greeting, using the recipient’s name if known.
- Purpose: State the reason for the appointment briefly and directly.
- Propose date and time: Offer a few options, showing flexibility.
- Confirmation request: Ask the recipient to confirm or propose alternatives.
- Contact information: Include your contact details for accessible communication.
- Gratitude: Express appreciation for their time and attention.
- Sign off: Use a professional closing followed by your name.
- Attach documents: If needed, attach relevant documents.
- Proofread and send: Carefully proofread before sending to maintain professionalism.
How to Request for an Appointment?
Requesting an appointment involves clear and polite communication to convey your intent and ensure a positive response. Here’s a step-by-step guide on how to request an appointment:
- Subject line: Keep it simple, like “Meeting Request” or “Appointment Inquiry”.
- Greeting: Begin with a friendly “Hello” or “Hi [Recipient’s Name]”.
- Purpose: State your reason briefly and directly.
- Propose date and time: Suggest a few options for the appointment.
- Confirmation request: Politely ask for confirmation or suggest they propose a convenient time.
- Contact information: Share your contact details for further discussion.
- Gratitude: Express thanks for considering your request.
- Sign off: Use a professional yet friendly closing, like “Thanks”, “Best wishes”, or “Looking forward to it”, followed by your name.
- Attach documents (if needed): Mention any attachments, if applicable.
- Proofread and send: Before sending, double-check for errors and then send your request.
If you haven’t found what you were looking for, consider looking through these articles:
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