Appointment confirmation email template

Who, what, when, where.And how to cancel.

An appointment confirmation email says seven things: who they are meeting, what it is and how long it takes, when it is (weekday, date, time and timezone), where it happens or how to join, what to bring, how to change or cancel and by when, and how to reach you. Send it the moment the booking is made. The builder below writes the subject and body for your business and meeting type, with a reply-to-confirm and a rescheduled version, and five finished examples follow.

Build my confirmation Start free
7 parts 4 meeting types nothing leaves your browser

By the Builderify team

01 Sent the moment they book 02 Timezone on every time 03 A way out that frees the slot
01 / What to include

What should an appointment confirmation email include?
Seven parts.

A confirmation answers the questions a client would otherwise send you. Who am I seeing, when exactly, where do I go or which link do I click, what do I bring, and what if something comes up. Put each answer on its own line, so it can be found on a phone in a car park.

Leave out what doesn’t help them turn up. No newsletter, no promotion, and no payment link they weren’t expecting. Send it from your own domain, with your business name as the sender, so it reads as yours.

Got a confirmation for something you never booked? Don’t click its links. The FTC’s advice for any unexpected message is to contact the company using a phone number or website you know is real, not the details in the email.FTC

The seven parts of an appointment confirmation email, with an example of each
NumberPartWhat to writeWhy it matters
01 Who Your business name, and the person they will meet.
with Maya at Larkspur Studio		 They may have booked three things this week. Your name is how they find this one.
02 What The service, and how long it takes.
brand strategy call, 45 minutes		 The length tells them how much of their day to keep free.
03 When Weekday, date, start and end time, and the timezone.
Tuesday, 10:30 AM to 11:15 AM ET		 The weekday catches a wrong date. The timezone matters for any call across time zones.
04 Where, or how to join The address, the video link, who calls whom, or that you are coming to them.
Video call. Join here: meet.example.com/…		 The question people otherwise ask five minutes before the start.
05 What to bring or prepare Documents, photos, clothing, access. One line, only if it matters.
Your current logo files.		 Saves the first ten minutes of the meeting, or a second visit.
06 How to change or cancel How, and by when. Work out the actual deadline rather than just “24 hours’ notice”.
Reply or call by Monday at 10:30 AM ET.		 An easy way out gets you a cancellation instead of an empty chair.
07 How to reach you A reply that reaches a person, and a phone number for the day itself.
Maya, Larkspur Studio, 555-0134		 Someone running late needs a number, not a no-reply address.
02 / Template builder

Build your appointment confirmation email
Fill in the booking, copy the email.

Pick your business and meeting type, fill in the booking, and copy the subject and body. The builder works out the end time and the real cancellation deadline, so “24 hours’ notice” becomes a weekday and a time. It starts with a made-up design studio; replace each field with yours. Nothing you type leaves your browser.

Confirmation email builder · a made-up design studio
Meeting type
Date style

For the rescheduled version

Video call · 45 min · Tuesday, November 10

Send it the moment the booking is made.

Subject

Confirmed: Brand strategy call on Tuesday, November 10 at 10:30 AM ET

Body

Hi Sam,

Your brand strategy call with Maya at Larkspur Studio is confirmed.

When: Tuesday, November 10, 10:30 AM to 11:15 AM ET (45 minutes)
Where: Video call. Join here: https://meet.example.com/larkspur-sam
Join a couple of minutes early to check your camera and microphone.

Before we meet: Your current logo files and two or three websites you like.

Need to change or cancel? Reply to this email or call 555-0134 by Monday, November 9 at 10:30 AM ET (24 hours before), so we can offer the time to someone else.

See you then,
Maya
Larkspur Studio
555-0134

The deadline is worked out

Pick 24 hours and a booking at 10:30 AM on Tuesday, and the email says Monday at 10:30 AM. A date is easier to keep than a rule.

Timezone on every time

For a call, write the timezone next to every time, including the deadline. For a visit in person you can leave it blank.

Edit it into your voice

The wording is plain on purpose. Change the greeting and the sign-off; keep the When, Where and change lines as they are.

03 / Examples

Appointment confirmation email examples
Five businesses, four ways to meet.

The parts stay the same; the Where line and the preparation change. A salon needs an address, a plumber needs to get in, a sales call needs to say who rings whom, and a lesson needs a link. Copy the closest one and change the names.

Salon, in person

In person

Confirmed: Cut and colour on Wednesday, November 11 at 2:00 PM

Hi Jordan,

Your cut and colour with Ana at Ivy & Oak Salon is confirmed.

When: Wednesday, November 11, 2:00 PM to 4:00 PM (120 minutes)
Where: 22 Market Street
Please arrive a few minutes early so we can start on time.

Before we meet: Photos of a colour or style you like, if you have them.

Need to change or cancel? Reply to this email or call 555-0187 by Monday, November 9 at 2:00 PM (48 hours before), so we can offer the time to someone else.

See you then,
Ana
Ivy & Oak Salon
555-0187

Clinic, in person

In person

Confirmed: Initial assessment on Wednesday 11 November at 09:15

Hi Sam,

Your initial assessment with Priya at Northgate Physio is confirmed.

When: Wednesday 11 November, 09:15 to 10:15 (60 minutes)
Where: 14 Mill Lane, Leeds
Please arrive a few minutes early so we can start on time.

Before we meet: Comfortable clothes you can move in, and a list of any medicines you take.

Need to change or cancel? Reply to this email or call 0113 496 0000 by Tuesday 10 November at 09:15 (24 hours before), so we can offer the time to someone else.

See you then,
Priya
Northgate Physio
0113 496 0000

Trades, at the client’s home

At the client’s place

Confirmed: Boiler service on Wednesday, November 11 at 8:00 AM

Hi Alex,

Your boiler service with Tom at Brightwater Plumbing is confirmed.

When: Wednesday, November 11, 8:00 AM to 9:30 AM (90 minutes)
Where: At your address
Please make sure someone is home to let us in.

Before we meet: Clear access to the boiler, and any pets in another room.

Need to change or cancel? Reply to this email or call 555-0123 by Tuesday, November 10 at 8:00 AM (24 hours before), so we can offer the time to someone else.

See you then,
Tom
Brightwater Plumbing
555-0123

Sales, phone call

Phone call

Confirmed: Discovery call on Wednesday, November 11 at 4:00 PM ET

Hi Morgan,

Your discovery call with Chris at Fieldnote Software is confirmed.

When: Wednesday, November 11, 4:00 PM to 4:30 PM ET (30 minutes)
Where: Phone call. We will call you on the number you gave us.
Please keep your phone nearby at the start time.

Before we meet: Two or three things you want to get out of the call.

Need to change or cancel? Reply to this email by Wednesday, November 11 at 2:00 PM ET (2 hours before), so we can offer the time to someone else.

See you then,
Chris
Fieldnote Software

Tutor, video call

Video call

Confirmed: Trial lesson on Wednesday 11 November at 17:30 GMT

Hi Jamie,

Your trial lesson with Elena at Brightside Maths is confirmed.

When: Wednesday 11 November, 17:30 to 18:15 GMT (45 minutes)
Where: Video call. Join here: https://meet.example.com/brightside-jamie
Join a couple of minutes early to check your camera and microphone.

Before we meet: A recent piece of homework or a test you found hard.

Need to change or cancel? Reply to this email by Tuesday 10 November at 17:30 GMT (24 hours before), so we can offer the time to someone else.

See you then,
Elena
Brightside Maths

Need another?

Each example came out of the builder above. Pick the business type and meeting type there and it writes yours, with the deadline worked out from your own notice period.

04 / Subject lines

Booking confirmation email subject lines
The date goes first.

A good subject line is the confirmation in one line: the word that says what happened, the service and the time. A phone shows only the start of a subject, so put the day and time early, and the client can find the booking later by searching their inbox for your name or the date.

Start with a word that says what changed: Confirmed, Moved, Cancelled. Someone with two emails about one booking should know which is the latest without opening either. Skip “Important” and a fake “Re:”.

  • 01 Plain confirmation Confirmed: [service] on [Tuesday, November 10] at [10:30 AM ET]
  • 02 Short, for phones You’re booked: [Tue, Nov 10] at [10:30 AM]
  • 03 Business name first [Business]: your [service] is confirmed for [Tuesday]
  • 04 Video call Your video call link for [Tuesday] at [10:30 AM ET]
  • 05 Phone call We’ll call you [Tuesday] at [10:30 AM ET]
  • 06 In person See you [Tuesday] at [10:30 AM], [address]
  • 07 At the client’s home We’ll be with you [Tuesday] at [8:00 AM]
  • 08 Reply to confirm Please confirm: [service] on [Tuesday] at [10:30 AM]
  • 09 Rescheduled Moved: [service] is now [Wednesday] at [2:00 PM ET]
  • 10 Cancelled Cancelled: [service] on [Tuesday, November 10]
05 / Confirm, move, reply

Reply-to-confirm and rescheduled appointment emails
When to ask, and how to say it moved.

If the client picked the slot themselves, confirm it. If you offered it, ask them to confirm it. And if it moves, send a fresh email with both times in it, rather than a reply buried under the old one.

01

Reply to confirm

Use it when you suggested the time: on the phone, in a message, or after an enquiry form. Until they reply YES, it is pencilled in, not booked. Ask for two or three other times in the same email, so a “no” comes with an answer.

Please confirm: Brand strategy call on Tuesday, November 10 at 10:30 AM ET

02

Rescheduled

Say it moved, from when, and to when, with the new time written out in full. Start the subject with “Moved:” so it doesn’t look like a second booking, and repeat the Where line, in case the link or the room changed too.

Moved: Brand strategy call is now Tuesday, November 10 at 10:30 AM ET

03

Cancelled

Confirm the cancellation in one line, say nothing else is needed from them, and offer the way to book again. Then release the slot, so someone else can take it.

Cancelled: Brand strategy call on Tuesday, November 10

How do you reply to an appointment confirmation email?

Briefly, and only if it asks you to or something has changed. A confirmation that says “you’re booked” needs no answer. If it asks you to confirm, say yes and repeat the day and time, so a mistake shows up now. If you need to move or cancel, say so before the deadline it gives.

To confirm

Yes, confirmed for Tuesday at 10:30 AM. See you then. Sam

To move it

Thanks, Maya. Tuesday no longer works for me. Could we do Thursday after 2 PM, or Friday morning? Sam

To cancel

Hi Maya, I need to cancel Tuesday’s call at 10:30 AM. Sorry for the short notice, and I’ll book again when things settle. Sam

06 / In Builderify

Can the booking confirmation email send itself?
Yes, the moment they book.

When a visitor books through Builderify Bookings, they get a confirmation email straight away, and the host gets a notice with their answers. The confirmation carries the When line in the visitor’s own timezone, the length, who they’re meeting and their role, the Where line with your link, number or address, a booking reference, the answers to any questions you asked, and a View or cancel button.

That button opens a page with the booking, an Add to calendar file and the cancel option. Cancelling emails the visitor and the host and frees the slot. Each meeting type can stop online cancellation a set number of hours before the start; inside that window the page tells the visitor to reply to their confirmation email instead.

The wording is fixed; the details are yours. There’s no editor for the email’s text. What you set is what fills it: the meeting type’s name and length, the host’s name and role, the location type (video, phone, in person or something else) with its link, number or address, and the questions asked at booking. The email has no line for what to bring, so if a meeting needs preparation, ask about it as a booking question or send it yourself with the builder’s text.

The Bookings confirmation, with a made-up booking

From your own domain

With a verified sending domain, the confirmation goes out from your domain, so it arrives from a name the visitor recognises. The SPF, DKIM and DMARC guide covers the records.

Every booking is a lead

The booker lands in your lead lists, so a Sequence on that list can send the follow-up after the meeting. Only want ready buyers on your calendar? See how to qualify leads before they book.

On every page

Booking is a block in the Floating Bubble. For people who would rather talk now than book, a call me back button sits beside it. Closing for the holidays? Close the days with date overrides, and use the holiday closure message guide for the wording.

What it costs

No charge per booking.

A booking and its emails have no rate of their own. The widget counts page loads, and a new person added to a lead list costs a credit once. Every account gets 250 free credits a month with no monthly fee; one-time packs start at $9 and never expire. Comparing tools? See Calendly’s free plan limits, the WordPress booking plugin comparison and the pricing page.

10 credits

per 1,000 page loads with the widget on them

1 credit

per new person added to a lead list, once

250 free

credits every month, with no monthly fee

Questions

Appointment confirmations, answered.

Seven things: who they are meeting, what the appointment is and how long it takes, when it is (weekday, date, start and end time, and the timezone), where it happens or how to join, what to bring or prepare, how to change or cancel and by when, and how to reach you. Put each on its own line so it can be found on a phone.

Straight away, the moment the booking is made, so the client has the details while they still remember booking. If you offered the time by phone or message, send a reply-to-confirm version instead and treat the slot as pencilled in until they answer. If the time moves, send a new email with both the old and the new time.

Only if it asks you to or something has changed. To confirm, say yes and repeat the day and time, for example "Yes, confirmed for Tuesday at 10:30 AM." To move or cancel, say so before the deadline the email gives, and offer two or three other times if you want to rebook.

Yes. When someone books through Builderify Bookings, they get a confirmation straight away with the time in their own timezone, the length, who they are meeting, the location or link, a reference and a View or cancel button, and the host is notified. The wording itself is fixed: you control the meeting type, host, location and booking questions that fill it.

Sources

The FTC page was read on 29 October 2026. The Builderify details come from the Bookings module page and were checked against the product on the same day. The businesses, names, numbers and links in the examples are made up.

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