Writing a Perfect Appointment Confirmation Email: 5 Steps.

This week, I have a guest post by Jessica Fender. Jessica is an HR specialist with a long history of consulting, both with organizations and job seekers. She is also an editor at GetGoodGrade.

You have probably received a few of these yourself. You have made a doctor or dental appointment; you have set up an appointment with your insurance agent or financial advisor, or even for your COVID-19 vaccine.

Chances are, you receive an immediate confirmation email of that appointment. Then, perhaps a week or a day before, oftentimes both, you will receive reminders of those appointments. If you are a bit disorganized without using a calendar, or somewhat forgetful, you are grateful for these confirmations. It means appointments are not missed.

Now suppose you are the sender of such emails.

• You are in sales, and you have made an appointment with a new prospect or an existing client.

• You are a candidate for a job and have been scheduled for an interview. Now, you want to send a confirmation email to show your enthusiasm and to reiterate that you will be there at the appointed date and time.

• You are a tutor who has just signed up a new student and set the first session. You will want to send an email confirmation as a reminder as you get closer to the appointment.

These and other types of appointments call for confirmations. They make you look professional. If you are unsure about how to compose that confirmation email, here is your definitive guide in five steps.

1 Send an Immediate Confirmation Email

In some instances, these are “canned” and automatic. Amazon, for example, has a book rental program. Once a customer rents a book, he is sent an immediate confirmation email of his order with the details. And he can then opt for reminders about the due date so that he avoids late fees. This also occurs when consumers make online purchases.

But this is not what your confirmation email is all about. You want it personalized for that client/potential client, that employer, or that student. So, you will be composing your email from scratch. This will mean that the following tips and steps are for you.

2 What to Include in that Immediate Confirmation Email

This will depend upon what the appointment is for and about. But in all instances, you want to provide the details surrounding the appointment and show some enthusiasm and perhaps the value that you intend to provide the recipient. Consider these examples:

For an Existing Client (Product Sales)

Hi Bill — Just confirming our appointment for (date and time) at (where). I’m really looking forward to showing you the upgrades to our product line which your customers are going to love.

If something comes up, and you need to re-schedule, just shoot me an email or text with a couple of better dates and times. I’ll fit you in!

For a New Client (Financial Services)

Hello there (name(s) of client(s). I’m sending this email to confirm our appointment for (date and time) at (where). I know you are stressed about your debt right now, but take heart. I have some great options and strategies that have worked for all of my clients in your situation, and together, we’ll find the perfect solutions for you. See you then!

Confirming a Job Interview Appointment

Dear (name of employer);

Thank you for the opportunity to talk further about the position with your organization and how I can be a match for your needs. I have calendared our meeting per your call for (date and time) at (where).

(Note: This may be a video interview, so be sure to include your understanding of the technology to be used. As well, remember, this email must be brief. After all, you are not cover letter writing all over again. The time for touting your qualifications is during the interview.)

3 The Reminder Email

So, the date for the appointment is approaching. In many cases, you will want to send a reminder email to make sure the client/customer has not forgotten. Most of these should go out the day before so that the recipient knows you are ready for the meet-up and still has an opportunity to reschedule if necessary (of course, you hope this is not the case). These are very brief, as the following examples show:

For That Existing Client/Customer

Hey there, Bill — just a reminder of our appointment tomorrow at (time and place). As I said, it shouldn’t take more than an hour of your time. See you then!

For a New Client/Customer

Hello (name); Just a reminder of our appointment tomorrow at (date, time, place). I am looking forward to our discussion and will see you then.

For a New Student to be Tutored

Hello there (name); I am looking forward to our first session tomorrow at (time and place). Together, we’ll get you back on track and those grades up. See you then.

4 The All-Important Subject Line

Marketers are well aware of the importance of email subject lines if they intend to get recipients to open them. You can take a lesson from them.

• Be brief above all else. Try to keep it as close to 50 characters as possible

• The term “appointment confirmation” should appear in the subject line

• Get in your name and/or company/brand so the recipient knows who you are. The chances of an opening are far greater.

5 The Style and Tone of the Body

You have a brand/personality, as does your client/recipient. Given this, your confirmation email may range from very formal to quite informal. Note, however, that business communications are becoming more informal these days. It will be important, though, that your style and tone match your brand. For example, the style will be quite different for a tutor who will be working with a high school student, and a high-end financial planner dealing with extremely wealthy clients.

Subscription and Invitation Confirmations

These are usually “canned” confirmation emails but are no less important. It will be important to use an email service that will automatically send these out as someone subscribes to something you offer (e.g., a newsletter) or responds with an RSVP to an invitation (a podcast, a workshop/conference, etc.). But you will be responsible for composing that welcome and thank you email. That email service must provide the personalization you need (e.g., name of recipient) as well as the schedule that you need for reminders.

These Five …

This guide gives you five steps/tips for crafting the perfect confirmation emails. If you follow these, you will demonstrate not only your professionalism, but you will be true to your brand and the needs/values of your recipients. The email confirmation may seem to be a small thing, but it can make a huge difference.

Jessica Fender is an HR specialist with a long history of consulting, both with organizations and job seekers. She is also an editor at GetGoodGrade.

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