Appointment confirmation
Appointment confirmation email templates for service businesses
Copy five appointment confirmation email examples for services and lessons. Distinguish pending requests from accepted bookings and explain schedule changes.
By the Separalo team
Appointment confirmation email templates by booking status
A confirmation should make clear which service you accepted, when it will happen and how to check the booking. If you still need to review a request, say so: acknowledging receipt does not mean the appointment is confirmed.
Adapt these examples for your own email, replacing every bracketed field. They do not reproduce Separalo's messages or provide a way to edit its automatic emails. The product's confirmation process is explained below.
Keep booking status separate from payment
A confirmed appointment does not establish that it has been paid for. If you collect payment outside Separalo, check it in the system you use before saying you received money or a deposit. Separalo does not process appointment payments or deposits.
Send confirmation after accepting the appointment and a new notice when its time changes. The day-before reminder serves another purpose: helping the client find the details of an existing booking.
Choose when a booking should be accepted
| Setting in Services | When it fits and what happens |
|---|---|
| Automatic | The published services and hours are ready to book. The appointment confirms and the client receives the email. |
| Manual review | You want to review each request. The client receives a request-received notice; confirmation is sent when you approve it. |
Choose automatic confirmation or manual review in Services.
Identify the pending step
- Awaiting email verification: the client still needs to open the emailed link.
- Awaiting review: the email is verified and the business needs to review the request.
Check that status in the calendar before deciding what needs attention.
Approve from the calendar
With manual review, open the request and check the service, assigned person and time. When you approve it, Separalo sends confirmation to the booking’s email address.
Set aside time in your day to review pending requests so clients receive a timely answer.
Clients keep the details and their booking link
The confirmation includes the service, date, time and reference. “Manage my booking” opens that appointment and the change options allowed by your rules.
When a reschedule is saved, Separalo sends the new-time notice to the recorded email address. The client can return to the link to check the booking.