10 appointment confirmation emails and no show follow up email and SMS templates, An appointment confirmation email is a great way to remind the other party when and where the appointment is supposed to take place.
What is appointment confirmation emails?
An appointment confirmation email is a short email sent to a guest who has booked an appointment to confirm his/her appointment; reaffirm your availability, the location and time of the appointment. Appointment confirmation email also acts as a reminder to the recipient. It is simply a mail to confirm your availability for a meeting or event.
Importance of appointment confirmation emails
There are several reasons why we should send appointment confirmation emails to clients.
Let your host know that you will be available
10 appointment confirmation emails and no show follow up email and SMS templates, By sending an appointment confirmation email to a host, you are directly reassuring the host that you will be available for the appointment. The guest will be assured of your availability. This is a way to build reliability and trust in the mind of your guest
It is a way to show your host that you take the meeting seriously
Most people don’t see the need to send an appointment confirmation email to their host. This could be the beginning of their inabilities to secure the meeting.
By sending a confirmation email to a host, you are indirectly telling the host that you are very serious about the meeting. A confirmation email is a way to show the guest that you take the meeting seriously and you are looking forward to having the guest. By doing this, the host will be more willing to come for the appointment.
It is a form of reminder
Appointment confirmation email can be used as a form of reminder to remind a guest of an upcoming appointment. You can send an appointment confirmation email to a guest few days before the appointment. This will remind your guest of the appointment to ensure that he or she does not forget. Reminding your guest help to reduce or eliminate no-shows.
It increases productivity and revenue
Appointment confirmation email helps to increase your productivity and revenue by ensuring that your hosts show up for appointments.
Imagine you have an appointment with a client but the client didn’t show up for the appointment. If something like this happens multiple times in a month, you would have lost a lot of opportunities and money.
Sending appointment confirmation emails to clients ensure that they are reminded and reassured that the meeting will hold. It increases show up rates which invariably increase your productivity and revenue.
Appointment confirmation email Template to increase your show up rates
As a business owner, sales rep or marketer, if you want to make more sales, you need to increase your show up rates. Sending appointment confirmation emails is a strategy you can use to increase your show up rates.
You need to be able to write a good appointment confirmation email that will perfectly convey your message to your host.
Before showing you some templates of confirmation emails, let’s first take you through tips on how to write a confirmation email;
Keep it short
An appointment confirmation email should be very short. It shouldn’t be more than 4 lines. You don’t need to write so many things. You just need to write short sentences about the appointment.
It should be clear
An appointment confirmation email should be very clear to your host. Do not write unnecessary information that are not important. Go straight to the point and talk only about the appointment. If the appointment has a topic of discussion, you can reiterate the topic for emphasis.
It should be a form of a reminder
An appointment confirmation email should contain the location, time, and date of the appointment. This is to remind your guest where the appointment will be taking place, the time and date so that he or she will get adequately prepared.
Examples of appointment confirmation templates
Example 1:
RE: Confirmation of appointment with [insert name of host]
Dear [insert name of guest],
I am writing to confirm your appointment with [insert name of host] on [date] at [location]. If you need any assistance to locate the place, please feel free to contact me. You can contact me via this email or my contact number on [insert phone number]. I look forward to meeting you there.
Regards,
[insert your name],
[insert your position and company name]
Example 2:
RE: Confirmation of appointment with [insert name of host]
Dear [insert name of guest],
I am writing to confirm your appointment with me which is scheduled for [date], at [location], by [time]. Please, feel free to contact me if you have any inquiries. Here is my direct line [insert phone number]. Hope to see you soon.
Regards,
[insert your name]
Example 3:
RE: Confirmation of your appointment booking
Dear [insert name of guest]
This email confirms your appointment booking scheduled for [date], by [time] at [location]. If you have any questions or inquiries, feel free to contact me on [phone number]. We will be expecting you.
Regards,
[insert your name],
[insert your position and company name]
Example 4:
RE: Confirming your appointment
Dear [ insert your client’s name]
I am writing to confirm your appointment which was made today via our online appointment platform. Your appointment is scheduled for [insert time and date].
Please, feel free to contact me at [insert phone number] or reply this email if there is anything more you will like to know.
I look forward to see you soon.
Regards,
[insert your name]
[insert your position]
[insert your company name]
Example 5:
RE: Appointment confirmation
Dear [insert your client’s name]
This is a special reminder to confirm your appointment with Mr. John for [insert date and time]. You will need to meet him at our office.
Contact me on [insert phone number] for any questions you may have.
Regards,
[insert your name]
[insert your position]
[insert your company name]
Appointment Confirmation SMS
Appointment confirmation SMS is similar to appointment confirmation email. The only difference is that an appointment confirmation SMS is sent as text message while appointment confirmation email is sent as an email.
Most people read text messages more than emails. You can send appointment confirmation SMS to your guests to increase the chances of seeing your messages.
Follow up appointment emails before the scheduled appointment
Follow-up appointment emails are important to keep your guest reminded of an upcoming appointment. A follow-up email can also be regarded as a reminder email. It is sent to a guest who has been booked for an appointment to update and remind the guest of the upcoming appointment.
It is vital that you keep following up to increase your show up rates. You can also increase the commitment level of your guest by following up before the scheduled appointment date.
Here are some examples of follow-up appointment emails;
Example 6:
Subject: Appointment reminder
Dear [name of guest],
This is a follow-up email for our appointment that will be taking place on [insert date], at [location], by [time]. I am writing to you to remind you so that you keep it in mind as the date is fast approaching. If you have any questions or inquiries, feel free to contact me. My phone number is [phone number]. You can also contact me via email at [email address]. Hope to see you soon.
Regards,
[insert your name]
Example 7:
Subject: A quick follow-up on our appointment
Dear [name of guest]
This is a quick follow-up on our appointment scheduled for [date], at [location, by [time]. If you have any problem locating the place, please feel free to contact me on [phone number]. I will be expecting you.
Regards,
[your name]
Follow up appointment SMS templates
Example 8:
Hi [insert your guest name], this is [insert your name] from [insert your company’s name]. This is a friendly reminder for our appointment at [insert time] tomorrow. Please, endeavor to be here on time and bring all the required documents.
Thanks.
Example 9:
Dear [insert your client’s name], this is [insert your name] from [insert your company name]. I just wanted to confirm your appointment scheduled for [insert date and time].
If there is anything else you will like to know kindly give me a call on [insert your phone number].
Thanks.
Example 10:
Hello [insert your client’s name], I am [insert your name] from [insert your company’s name]. This is to confirm your appointment with us for [insert date and time]. Please, endeavor to be here on time. We will be expecting you.
Thanks.
