30+ Perfect Appointment Email Templates You Should Use [2024]

You sent an appointment email to your potential customers for a meeting.

But they didn’t open it.

End of story.

This scenario is more than common as a worldwide problem.

If you run a business that needs appointments to make, then you know how important it is to write a good appointment email.

Because a proper appointment email to customers will surely bring more impressions, more click rate, more scheduled appointments, and ultimately more conversion.

But that takes loads of pressure & a lot of time.

In this article, we’re going to show you how you can write impressive & stunning appointment letters for your customers.

And we’ll give you 30+ best appointment email templates you should use in 2023 to grab more customers.

Let’s get started. 

Formal Appointment Email Format You Should Know

There are many small components of writing an email.

These components complete the entire structure—if one piece goes missing, the puzzle is incomplete, and the audience won’t understand a thing.

Now let’s take a look at the common grounds of writing an email that you cannot overlook:

Subject Lines / Email Headline

When it comes to writing an email, the subject line holds absolute privilege.

Because this small part sums up the entire message you convey to your recipients. 

And the audience grasps the idea by just looking at your Subject Line.

On average, five times as many people read the headline as read the body copy. When you have written your headline, you have spent eighty cents out of your dollar.

David Ogilvy

Even the father of advertising couldn’t even ignore the importance of subject lines. So, your subject line should have the responsibility of making a clear understanding.

But, don’t get confused.

A simple sentence has its own power up its sleeve—simplicity itself. So, leverage that to make subject lines short, straightforward, and crisp.

For example, writing a simple sentence like “Dear [Name], I hope this email finds you in good spirits” will catch a lot of attention, not to mention your compassion towards your audience.

And the audience receiving your email will immediately realize what it is about.

Email Body

The email you are writing has a body that shows the message of your intent.

That means whatever your purpose with the prospects in terms of appointment, the body shows them out to your audience.

Now, the body comprises a concise & crisp box of messages, not a long essay.

So, make sure to write in fewer sentences to explain the reason you are reaching out to your audience—be it appointment requests, meeting confirmations, reschedules, etc.

Also, it’s always better to give details like the time, date, and location of the meeting.

You can even play around to make the email body look more attractive—like adding a bullet list, underlining the important sentences, and bolding out the date & time.

The body shows your true intent and explains why you are contacting your audience.

Finishing The Email

The last part of the email body usually takes your audience to the finish line.

It’s where you call out to your audience to take action for the next step, or to convert.

This is the serious part.

All your ‘life-long craft of writing an email’ has come this far. Now it’s where you put your CTA (Call-to-Action) and take positive feedback from the recipients.

But there’s more.

While finishing your email, it’s better to put contact options for the recipient to reach you out for business queries—like contact number, social handle, or work email.

And this is the part where you request a “Call to Action”, finish your email with a salutation, and hit the ‘Send’ button.

In short, your message should get them on a cliffhanger and drives them to follow the next step.

For example, finishing your appointment email like “I look forward to meeting you in person” or “waiting to hear from you soon” immediately leaves a task on your audience’s mind, so they jump right into it. 

End of story.

4 Main Secrets to Write Your Appointment Emails

Before we jump into the appointment email templates, let me expose 4 main secrets you need to know to make your appointment emails look perfect in 2023.

Let’s take a look.

#1 ‘Greetings’ is a ‘Must’ to Begin with

You cannot start writing an email without greeting your honored recipients. Even showing good manners in your email is super important.

And if you notice, most of the spam emails don’t have writing that starts with a salutation.

So, saying “Hello” or “Dear” when starting to write your email is a better idea to connect with your recipients, which leads them to keep reading your message.

Let me reveal the first fact to consider behind writing your appointment email.

For appointment letters like reminder emails, and meeting requests—it’s always best to keep your sentences in simple format.

Because the second fact is:

#2 Simplicity is the key.

The more you keep it simple, the easier it will be for your audience to:

• Scan it
• Understand it
• and respond to it immediately

So, instead of putting creativity in the email and beating around the bush, it’s better to be simple. 

And always remember to:

#3 Introduce Yourself

Right after you give your greetings, it’s better to write something about yourself.

Why? Let me explain.

Most of the emails you see around your inbox start without an introduction, jumping directly into “BUY NOW” schemes or whatever—and they are, of course, spam.

That’s why you don’t open them.

Saying something about yourself gives a load of credit to your profile/ portfolio, and your audience can avoid suspicion and connect with you.

And they can also understand where you’re emailing from, which organization you work with, and your overall motive—that is when your audience gains a sense of relief.

That is exactly when you:

#4 Explain Your Purpose

Right after you introduce yourself, it’s time to explain your true motive for writing an appointment email—to make an appointment, for instance.

What does it mean?

It means that you need to explain the purpose of your writing to your audience, and what you’re expecting them to do. This part of the email is the 2^nd most important component after the Subject Line.

What we would suggest is to state your purpose in clearer & crisper writing so that the audience can give you a response.

If there are other probabilities there (e.g. cancellation, rescheduling, etc.) then please be sure to write more specifically in the email body.

Engaging Appointment Email Examples You Should Use

Now, let’s get some inspiration!

Here are a few ‘Email Appointment Templates’ with different types you can use for your business, and save time writing eye-catchy emails that convert.

Here they are:

Appointment Request Email Templates

Every time you request your clients to make an appointment, you realize you have to make a compelling approach to ensure they say ‘yes’.

Here are a few examples to request an appointment with your client:

You can request an appointment with another email template like this one:

Appointment Confirmation Email Templates

Even though your clients have booked an appointment, it is important to remind them that the meeting or the session has been confirmed on the fixed date they chose. This also gives them the opportunity to reach out for any queries or if they need to reschedule.

Here are examples of how to write an appointment confirmation email:

You can even share expressions of how eager you are to meet your client at the preferred date, while confirming the appointments:

Appointment Reminder Email Templates

If the confirmed meeting is days away or weeks, you can send them a reminder email to keep them on the same page, so they don’t forget to show up on the day of the meeting.

Here are a few templates to remind your clients:

You can assist your clients by reminding them of the essential documents they need to bring to make the meeting happen, just like the template here:

Canceling an Appointment Email Examples

Sometimes you might need to cancel the meetings appointed on a particular day, which might lead to a loss of converting your clients. In that case, you can reach out to your client and let them know your situation.

Here are how to write an appointment cancellation email:

In fact, you can even ask your clients which date would be the best for them to reschedule the appointment, just like the one below:

Rescheduling an Appointment Examples

There are times when you might want to reschedule your meetings with a client, that’s when you can write them emails like this:

You can keep the email body a little in-depth like the one below, in case you feel the template is short:

Appointment follow-up email examples

It’s okay for clients to forget about the meetings, and it’s our job to remind them once in a while, but in a “not too annoying” manner.  These emails can help you write engaging appointment follow-up emails to impress your clients:

Or, you can write a follow-up email like this:

10+ Appointment Email Templates for Different Niches

Whether you run a service-based business like hotel reservation, doctor’s appointment, hairdresser salon appointment, tech support, barber shop, fitness training sessions, movie theater, restaurant reservation, tutor & education center, etc.—you know how important it is to deal with appointment emails every day.

We understand your pain.

That’s why we crafted some handy appointment email templates for you, for different niches like:

• appointment email for doctors
• beauty makeover email
• dental appointment email
• hairdresser Salon & Spa email templates
• tutor’s appointment email templates

and a short reminder email template for you.

Let’s find your niche and try them out.

Doctor’s Appointment Confirmation Email Templates

In fact, you can even make the email body a bit longer, but not too long.

Beauty Makeover Appointment Confirmation Email Templates

You can add a mixture of cooperation by saying that you are open to reschedule if necessary:

Dental Appointment Confirmation Email Templates

You can set the email body a bit short to keep it simple:

Short Email Reminder Templates

Too formal? Try this shorter email template:

Restaurant Reservation Confirmation Email Templates

In fact, you can send the reservation email template in a short tone to brief the recipient with details:

Hairdresser Salons & Spa Appointment Confirmation Email Templates

Here’s another one in case you don’t like the first template (just kidding):

Tutor Appointment Confirmation Email Template

Let’s automate your appointment emails like clockwork

That’s all for today, we can say.

Now it’s time for you to go out there and skyrocket your sales & conversion with catchy, attention-grabbing appointment emails for your online business.

Now one more thing.

If you’re running a WordPress website, we can suggest you go much further—to automate your entire booking & appointment management, plan along with a visual seat plan, set up unlimited meetings, manage your entire staff, and enjoy 20+ powerful integrations!

But what about these email templates?

You can even automate these emails on your email marketing and grow the number of meetings & appointments—with a WordPress booking plugin. So, every time a client books an appointment, reschedules, cancels a meeting, or deserves a follow-up email, you can send your email template without even clicking the mouse button.

And save hours of painful work in your 24 hours of life.

We offer you our brainchild, Timetics WordPress Booking Plugin!

And we would like to invite you to our fastest-growing community!

Since you’ve been here for appointment email templates, we thought it would be best to help you out more, to share our team’s dedication to your business growth.

So, long story short:

If you want things a bit faster, and more automated—we suggest you try Timetics, an all-in-one ultimate WordPress plugin for booking appointments to save your time automating all the bookings & schedules like clockwork.

But there’s more to the list.

With Timetics WordPress booking plugin, you can—

✔ set up endless meetings (without an extra dime)

✔ enjoy different meeting types (single or multiple)

✔ get notifications when a client schedules an appointment

✔ receive payment through Stripe

✔ manage your unlimited staff

✔ add Staff profiles, their rosters, and staff availability

and the most awesome feature of them all—enjoy Visual Seat Plan solution with unlimited seat maps, set multiple tier ticket pricing, draw on your own floor plan, and many more.

And there are loads of powerful integrations on the plate—like FluentCRM, Pabbly, Zoom, Zapier, WooCommerce, Customizable Booking Form, Google Meet, Google Calendar, iCal, and so on.

Even Timetics WP has made an integration with Eventin to make event schedules even better.

So, everything you need to automate your appointments & meetings, manage your staff effectively and save hours of time, it’s already in Timetics WP. We try our best every day to make it more than just a WordPress plugin.

Final Thoughts

It’s important that you send an engaging appointment email whenever you want to confirm, follow up, schedule, cancel, or even reschedule your meetings.

So, pick the suitable appointment email templates you can use from above and optimize those templates once in a while, to test your email marketing performance.

And the best move? Try automating them with the Timetics WordPress appointment booking plugin.

Let’s try something new today with your booking & appointment email templates.