Appointment Confirmation Email Best Practices

Author: Saritel Abbaszade
Saritel Abbaszade August 31, 2020
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 before the appointment to make sure that your staff and clients are on the same page. The copy and the structure of the remainder message are very important in this case.

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. According to the 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 with his words. Thus, it is a good idea to include a call to action (CTA) at the end of the appointment confirmation email. Avoid making costly CTA mistakes if you want to maximize confirmation email conversions.

In addition, appointment confirmation emails can be used to help move your customers forward in payment issues. If you added a payment gateway to WordPress, it will be much easier to include payment data in confirmation emails. 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 write better appointment emails.

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 -  you can get some inspiration on Flaticon or just use a temporary one for this stage You can also try to put an image of your brand in the email and make it link to your website.

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 of 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.

 Amazing Appointment Scheduling Plugins for WordPress

If you run a business, you know how important it is to be organized. One way to stay organized is to use an appointment scheduling plugin for WordPress. We will discuss 8 great appointment scheduling plugins that you can use on your website. These plugins will help you manage your appointments and keep your business running smoothly!


Booknetic is one of the newer plugins on this list, but it’s quickly become one of our favorites.

The plugin offers a clean and modern interface that is easy to use. Setting up your appointment types and times is a breeze, and you can even take payments for appointments right from your WordPress site.

Booknetic also integrates with Google Calendar, so your appointments will be synced across both platforms. This is a great way to keep your schedule organized and avoid double-booking yourself.

If you’re looking for an all-in-one solution for appointment scheduling, Booknetic is definitely worth checking out.

Sugar Calendar

Sugar Calendar also integrates with some of the best WordPress membership plugins like MemberPress, Restrict Content Pro, and LearnDash.

The plugin is available in both a free and premium version. The premium version starts at $39 per year for a single site license and goes up to $199 per year for an unlimited site license. There’s also a 14-day money-back guarantee so you can try it risk-free.

If you want to get started with Sugar Calendar, you can download the free version from or purchase the premium version from their website.

Easy Appointments

Easy Appointments is the of the most popular appointment scheduling plugins for WordPress. It allows you to easily create, manage, and schedule appointments and events. You can also accept payments for appointments and events.

It has a simple yet powerful interface that makes it easy to use. It also comes with a lot of features such as recurring appointments, Google Calendar integration, email notifications, and more.


Bookly is one of the best appointment scheduling plugins for WordPress. It’s easy to use and lets you take appointments and manage your schedule from your WordPress site.

Bookly is a great option if you want an all-in-one solution for appointment scheduling. It includes features like online payments, calendar sync, and automatic reminders. You can also use Bookly to create group appointments or offer discounts for certain timeslots.


Amelia is one of the best plugins for handling appointments and booking schedules for both businesses and individual service providers. It's a great tool to manage your time and keep your business organized. The plugin integrates with Google Calendar, so you can easily sync your appointments with your existing calendar. Amelia also offers payment gateway integration, so you can accept payments for your services online. Overall, Amelia is a great appointment scheduling solution for WordPress users.


The appointment confirmation email is an important part of your customer’s experience, and can be the difference between a sale and no sale. By following our best practices, you can ensure that your customers have all the information they need to make an informed decision about their appointment, and feel confident in their choice to work with you. Have you tried any of these techniques for confirming appointments? We would love to hear how they worked for you!

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