Whenever you want to schedule, confirm, reschedule, cancel, or simply remind someone about the upcoming appointment, you need to send a proper meeting email. Since every email has its formatting rules and recommendations, it’s best to have a readily accessible appointment email template to use when the situation calls for it.
This article will give you the best tips on how to write a perfect appointment email, as well as provide you with a number of templates that might come in handy.
Appointment Schedule Email Format
When sending meeting requests or appointment reminders, it’s crucial to maintain a balance of simplicity and formality in the email format.
Always start with a purposeful subject line, so that the person receiving your email immediately knows what it is about.
Then, convey your message in a straightforward and polite tone. To finish your email, add a call-to-action and include your contact details, together with a warm, professional greeting.
The subject line
Subject lines are often underrated, but they are one of the most vital elements in an email. With that said, they should always be concise and informative.
When writing a meeting request email, use a simple subject line like “Meeting Request” or “Appointment Request“.
Reminder emails are crucial to reduce no-shows. In this case, you can write “Appointment Reminder for (date/time)” or “(date/time) Appointment Confirmation Email”.
The perfect confirmation email needs a purposeful subject line. One option is “Confirmation for (Service) Appointment on (date/time)”. You can also use “(date/time) Appointment Confirmation Message”.
The body
Always start your appointment email with a polite greeting, as you would use in a regular conversation. Being polite is paramount whether you are writing to potential customers, a new client, or another business.
Use a formal greeting like “Dear” followed by the recipient’s name. If you want a less formal meeting request email, start with “Hello” or “Hi“.
If you’re sending a meeting request email, you should briefly introduce yourself and explain the reason you are contacting them. Include details regarding the date, time, and location of the meeting.
Since your schedules might not align, add several options for the person to choose at their convenience. You can use a table or bullet points for this.
Another strategy is offering the recipient the opportunity to suggest a date and location that suits their schedule.
If you’re writing a confirmation email, you’ll also want to include the most important appointment details, so your customers/clients/business partners can have this information readily available to them at any given time.
For a reminder email, include all the meeting details and emphasize how and when the recipient can reschedule/cancel their appointment.
Concluding the email
Regardless of the type of email you’re writing, your goal is to receive positive feedback. Thus, you should include viable options for the email recipient to contact you. At the very least, include your business phone number and work email. To make it professional, create a digital business card with your contact details and integrate an appointment scheduling link.
In addition, ask for a reply or confirmation of the appointment. Doing so will increase your chances of success.
Then, you can conclude your message with a cordial greeting and sign-off.
Appointment Email Templates You Can Use
- Appointment schedule email templates
- Appointment reminder email templates
- Canceling or rescheduling appointment email templates
- Marketing and business offers email templates
- Appointment confirmation email templates
- Follow-up email templates
Appointment schedule email templates
Sample 1:
Dear Mr./Mrs. (Recipient’s name),
I am contacting you to set up a meeting to explore a possible business prospect.
I would like to meet on (date/time) at (suggest a place).
Do this time and location work for you?
If another time and place would be preferable, please let me know.
I’m looking forward to meeting with you.
Thank you,
(Your name)
Sample 2:
Hello (Recipient’s name),
I would like to make an appointment with you to (the person’s professional activity).
I believe it would be an excellent opportunity to approach (what you will discuss during your visit).
You can find more information attached to this email for you to read before we meet.
Currently, my availability is on the following days and hours.
(Include dates and times.)
Are any of these convenient for you?
Best regards,
(Your name)
Sample 3:
Hi (Recipient’s name),
My name is (your name). I am writing to schedule a meeting with you to discuss (subject).
The discussion will provide us the opportunity to (detail what you expect from the meeting).
Presently, I’m able to meet on the days and hours listed below:
(Include dates and times.)
I would be happy to come to your location (or recommend a possible alternative).
Please confirm this email’s reception and let me know which date works best for you so I can reserve it.
Instead, should you have another day or time in mind, please email me at (contact details).
I look forward to hearing from you and meeting with you shortly.
(Your name)
Appointment reminder email templates
Sample 1:
Dear Mr./Mrs. (Customer name),
You are receiving this email from (provider name) as a reminder of your appointment at (time and date).
For rescheduling, please respond to this email or use the following phone number: (business phone number).
Missed appointments with less than 24 hours of notice might incur expenses up to a (value) fee.
Best regards,
(Your name and position at the company)
(Business Name)
(Business Address)
Sample 2:
Hello (Customer name),
This email is just a quick reminder of (name of the employee or job title) appointment at (address) to (concise description of visit goal).
Please ensure (action necessary to perform service) before (name of the employee or job title) arrival.
For inquiries and changes, please reach the following contacts: (business phone number and email).
Thank you, and see you soon!
(Your name and position at the company)
(Business Name)
(Business Address)
Sample 3:
Hi (Customer name),
This email is a friendly reminder to confirm your meeting appointment on (date/time).
To secure your booking, please respond to this confirmation email. Alternatively, you can call (business name) office phone:(business phone number).
We are looking forward to meeting you soon!
(Business Name)
(Business Address)
(Contact)
For more inspiration, check out this article that reveals even more meeting reminder templates and writing tips.
Canceling or rescheduling appointment email templates
Sample 1:
Dear Mr./Mrs. (Recipient’s name),
Because of unexpected circumstances, I must cancel our business meeting for the (meeting date/time). I am sorry for informing you so close to our set appointment and for any hindrances it may cause.
I am willing to reschedule it for another time that might suit both of us.
Kind regards,
(Your name)
Sample 2:
Hello (Recipient’s name),
Unfortunately, I will have to reschedule our meeting. Please use the following link to select another date/time convenient for you.
(Include a website link with rescheduling options).
I appreciate your understanding.
Sincerely,
(Your name)
Marketing and business offers email templates
Sample 1:
Dear Mr./Mrs. (Customer name),
We appreciate your inquiry regarding the product walkthrough. I am available to arrange an appointment to discuss all of your questions.
Please click this link to schedule a date/time:
(Include scheduling link).
Warm regards,
(Your name)
(Business Name)
Sample 2:
Hello (Customer name),
I sincerely hope you’re satisfied with your product!
At (Business name), we constantly search for new ways to help our clients succeed.
We are offering an upgrade to your current plan, which I believe might meet your needs better than the one you are using now. Let me know, and I will be happy to email you more information about it.
If you wish to schedule a meeting to discuss this offer in person, please click the following link.
I hope to speak with you soon!
(Your name)
(Contact)
Sample 3:
Hi (Customer name),
Thank you for contacting us. We are thrilled to speak with you!
You can set up your demo appointment by clicking this link:
(Include a website link).
We are looking forward to chatting with you shortly.
Have a wonderful day!
(Your Name)
(Company Name)
Appointment confirmation email templates
Sample 1:
Dear Mr./Mrs. (Customer name),
I am sending this confirmation email of your upcoming appointment on (date/time) with (staff member name).
Feel free to reach out for inquiries or alterations.
Kind regards,
(Your name)
(Your contact)
(Business name)
Sample 2:
Hello (Customer name),
This message is a friendly reminder of your (service) appointment with (Provider name) at (location) on (date/time).
Response to this email confirms your scheduled time.
Use the following contact (business phone number) or email (email address) for questions or alterations.
Best regards,
(Your name)
(Business name)
If you want to learn more, take a look at this step-by-step guide on how to write an awesome appointment confirmation email.
Follow-Up email templates
Sample 1:
Dear Mr./Mrs. (Recipient’s name),
I am (your name and job title) at (business name). The reason why I am contacting you is to follow up on our appointment and respond to any queries you might have on (the subject discussed).
I am available to set up a quick meeting to discuss your plans and explore how (business name) can support you.
Kind regards,
(Your name)
(Business name)
Sample 2:
Hello (Recipient’s name),
I enjoyed our conversation today and would like to suggest discussing (business name) goals at our next appointment.
You can access my available hours on the link below and book a convenient date and time.
(Include website link).
Please send any questions you have to this email address beforehand.
Warm Regards,
(Your name)
So, What Is the Best Appointment Email Template For You?
This article shared 15 examples of straightforward email templates you can use for all your appointment-related needs, including special requests and follow-up emails.
We admit that appointment scheduling emails can be daunting at first. But once you understand their best practices, you will see why they are valuable for businesses.
And what can be even more valuable is automating the process of sending appointment emails.
Amelia is a WordPress booking plugin that enables you to fully automate the notifications you send to both your customers and your employees. So, no matter what type of email it is, Amelia will handle it for you.
See how easy it is to set up email notifications and try for yourself:
The post The Best Appointment Email Templates You Should Use appeared first on Amelia WordPress Booking Plugin.