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Aug 31, 2020

Appointment Confirmation Email Best Practices

Saritel Abbaszade
Saritel Abbaszade Author
Appointment Confirmation Email Best Practices

Confirmation emails may be more valuable for your business than you think. They’re one of the most important yet most often ignored parts of the e-commerce process. Many businesses don’t even send them or use a basic template that has no real value to the customer. 

In this article, we’ll discuss how you can use confirmation emails to boost your company’s bottom line. First, we’ll define what appointment confirmation emails are, discuss why they’re important, reveal the best practices, and show how our appointment booking plugin Booknetic can help you send an email confirming a meeting with a customer.

What is a Letter for Appointment Confirmation?

There are many cares when you may want to send confirmation emails: 

  • Someone makes a subscription. When someone visiting your website registers to your mailing list, they are sent a confirmation email confirming the subscription. 

  • Someone makes a purchase. When someone buys something from your website they are sent a purchase confirmation email. Purchase confirmation emails provide the customer with the order’s details and alert them to the next steps in the transaction process (ie. shipping). 

  • The order is shipped. After you have shipped the order, you will let the customer know about the order’s status and location by sending a shipping confirmation email. 

  • Someone makes an appointment. When a client makes an appointment, such as online consultation, they are sent appointment reminders saying “please confirm the appointment” and providing additional information you choose to include. 

An appointment confirmation email is a message sent to visitors of your website that fill out the booking form, customers that have made an appointment on your website, and your staff members. They are used to confirm the booking and share important appointment details with the client. Basically, you make appointment emails to let your customers know that you're aware and paying attention to their needs and requests. They let your customers know what you’re doing for them and when. Appointment reminders are also great to appreciate the time of your staff member considering the possibility of delays, no-shows. 

Why is Appointment Email so Important?

Appointment Confirmation EmailA reminder email acts as your administrative assistant helping to monitor upcoming appointments, make sure all resources are spent effectively. Because the chance of appointment misses, delays, no-shows ultimately impact the running of operations and can result in loss of revenue. It is always good to send appointment reminders a day, an hour, or even 15 minutes to the appointment to make sure that your staff and clients are on the same page. 

Confirmation emails, when done correctly, go directly to the customer’s inbox, not the spam folder. For this reason, confirmation emails have very high open rates and click-through rates. In fact, the retail industry averages open rates of 12% and click-through rates (CTR) of 7%. With returns like these, marketers should see the value in appointment confirmation emails and make sure they’re handling them correctly. 

In this manner, the subject line of your email is important to get higher open rates. Use the fact that appointment reminder email plays an important role in determining whether the booking client will show up to the meeting. If you ask the client, “Could you please confirm your appointment date” and the client responds by agreeing to an appointment, it makes him feel more obliged to keep up to his words. Thus, it is a good idea to include a call to action (CTA) at the end of the appointment confirmation email.  

In addition, appointment confirmation emails can be used to help move your customers forward in the transaction process. They keep customers informed and help prevent no-shows. As people are continually more connected to the internet, there has never been a better time for marketers to reach out to the right person with the right message at the right time. Since your customers are already paying attention, confirmation emails serve as a prime opportunity for conversions. 

How to Send Confirmation Email the Right Way 

appointment plugin for wordpress

So now that we know exactly what appointment confirmation emails are and why they’re important for marketing, let’s take a look at a few fundamentals. Here are five best practices that will help you make an appointment email. 

1. Keep it Simple

You have a very short amount of time to get the reader’s attention. Don’t give them too much information at first, keep your message simple. Make sure your appointment confirmation email template is not difficult to read and grabs the attention of the customer. 

2. Leverage Branding 

Make sure your brand is on display in every email confirming a meeting with a customer. Your logo, style, font, and tone should be recognizable by your customers. Also, try to display your logo in the email heading so it’s easily recognizable in the inbox. 

3. Include a CTA

The main point of your confirmation email is to deliver a message, to update the customer on their order or subscription. But don’t forget that it’s also a great opportunity to gain more conversions. Since you already have their attention, customers will be more likely to check out your offer. Including a proper call to action in your appointment confirmation mail is a sure way to gain conversions. 

4. Check if Mobile Friendly

Don’t make the mistake of assuming that the confirmation email you created on your laptop will look the same on mobile. Test your appointment confirmation email across several devices to ensure that it is presented correctly and is easy to read. As the e-commerce world continues to expand, it’s not something you can afford to ignore. 

5. Don’t Abuse the Privilege

Just because confirmation emails provide you with a better chance for increasing conversions doesn’t mean you should flood your customer’s inbox with promotions. Do not forget that it is a friendly reminder for confirming the date and time of the appointment. People value their inboxes and only want to receive information relevant to them. Thus, if you would like to confirm your appointment, begin by confirming it right away and end with a small educational or promotional item. 

 

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