5 Great Appointment Email Templates To Copy & Paste

Setting appointments is a key part of running your business, and the emails you send to book, confirm, and remind clients are just as important.

Instead of starting from a blank page, using a template gives you a solid foundation. This way, you can send well-designed, effective emails quickly and get back to what you do best.

Tips for Writing Appointment Emails

• Put the key info in the subject line.Your subject line should be a mini-summary. Include the type of appointment and the date so your client can find it easily later. Something like, “Confirmation: Brand Photoshoot on Oct 26” works perfectly.
• Give them all the details.Make sure the email body clearly states the date, time (including the time zone!), and location. If it's a virtual meeting, include the link right there. For in-person appointments, link to a map. The goal is to answer their questions before they have to ask.
• Add a calendar link.This is a game-changer. Including an “Add to Google Calendar” or “Add to iCal” link makes it incredibly simple for your client to get the appointment on their schedule. It's a small touch that makes a big difference.
• Set clear expectations.Briefly let them know what to expect. Should they prepare anything beforehand? Is there a cancellation policy? A quick sentence or two helps everything run smoothly.
• Keep it on-brand.Your appointment emails are a part of your client experience. Use your brand's voice and a clean, beautiful design. It reinforces who you are and shows you care about the details.

Types of Appointment Email Templates We Will Cover

1. Meeting Confirmation Email Template
2. Interview Schedule Email Template
3. Appointment Reminder Email Template
4. Reschedule Request Email Template
5. Cancellation Notice Email Template

5 Appointment Email Templates

1) Meeting Confirmation Email Template

<template>

Subject: Meeting Confirmation: [*Meeting Topic*] on [*Date*]

Hi [*Client Name*],

This email confirms our upcoming meeting to discuss [*Meeting Topic*]. I have you scheduled for [*Date*] at [*Time, including time zone*].

We'll be meeting at [*Location/Platform*]. If it's a virtual meeting, you can join using this link: [*Meeting Link*].

To help us make the most of our time, please feel free to review the agenda here: [*Agenda Link or brief description*]. Let me know if there's anything you'd like to add.

For your convenience, you can add this meeting directly to your calendar: [*Add to Calendar Link*].

Looking forward to our conversation.

Best,

[*Your Name*]

[*Your Title*]

[*Your Company*]

</template>

2) Interview Schedule Email Template

<template>

Subject: Interview for the [*Job Title*] Position

Hi [*Candidate Name*],

Thank you for your interest in the [*Job Title*] position at [*Company Name*]. We were impressed with your application and would like to invite you for an interview to discuss your experience and the role further.

The interview is scheduled for [*Date*] at [*Time, including time zone*]. You will be meeting with [*Interviewer Name(s) and Title(s)*].

It will take place at [*Location/Platform*]. If this is a virtual interview, please use this link to join: [*Meeting Link*].

Please reply to this email to confirm your availability. If this time does not work for you, let us know a few alternative times that do.

We look forward to speaking with you.

Best regards,

[*Your Name*]

[*Your Title*]

[*Your Company*]

</template>

3) Appointment Reminder Email Template

<template>

Subject: Reminder: Your Appointment on [*Date*]

Hi [*Client Name*],

This is a friendly reminder about your upcoming appointment for [*Appointment Type*] on [*Date*] at [*Time, including time zone*].

We have you scheduled at [*Location/Platform*]. If this is a virtual meeting, you can join here: [*Meeting Link*].

If you need to reschedule or cancel, please let us know. You can reply directly to this email or give us a call at [*Your Phone Number*]. Please refer to our cancellation policy for more details: [*Link to Cancellation Policy*].

We look forward to seeing you.

All the best,

[*Your Name*]

[*Your Title*]

[*Your Company*]

</template>

4) Reschedule Request Email Template

<template>

Subject: Rescheduling Our Meeting: [*Meeting Topic*]

Hi [*Client Name*],

I'm writing to request that we reschedule our upcoming meeting about [*Meeting Topic*], originally set for [*Date*] at [*Time*].

Unfortunately, something has come up, and I apologize for any inconvenience this may cause. To find a new time that works for you, please feel free to book a slot on my calendar here: [*Your Scheduling Link*].

If you'd prefer, you can also reply to this email with a few dates and times that work for you in the coming week.

Thank you for your understanding. I'm looking forward to connecting soon.

Best,

[*Your Name*]

[*Your Title*]

[*Your Company*]

</template>

5) Cancellation Notice Email Template

<template>

Subject: Cancellation of Our Meeting: [*Meeting Topic*]

Hi [*Client Name*],

I'm writing to let you know that I need to cancel our meeting scheduled for [*Date*] at [*Time*].

I sincerely apologize for any inconvenience this may cause. [*Optional: Briefly explain the reason for cancellation, e.g., "Due to an unforeseen conflict..."*]

I will reach out again soon to find a new time to connect. If you'd prefer to reschedule now, you can book a new time using my scheduling link: [*Your Scheduling Link*].

Thank you for your understanding.

Best,

[*Your Name*]

[*Your Title*]

[*Your Company*]

</template>

What About Using Flodesk?

These templates provide the foundation for your appointment emails, and Flodesk offers the tools to send and automate them. You can manage all your client communications from one place, ensuring every email reflects your brand's quality.

Our intuitive email builder lets you customize these templates without any coding or design skills. Sign up for Flodesk to start sending clear, beautifully designed appointment emails today.

Wrapping Up

Using templates for your appointment emails streamlines your workflow and keeps your communication consistent. This approach ensures your clients get all the necessary information in a clear, on-brand format.

Flodesk provides the platform to bring these templates to life, helping you send well-designed emails that get results. Sign up for Flodesk to see how simple it can be.