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Practice Management Blog

Essential Patient Booking Confirmation Email & SMS Templates

When it comes to offering new and current clients a great experience, every single point of communication from emails to phone calls needs to be carefully considered and skillfully executed. An important, and often overlooked, aspect of this is the email template that gets sent most often: the booking confirmation email template.

Clients have become accustomed to receiving near-instant feedback when making a booking. Just think back to the last time you booked accommodation – if you didn’t get a confirmation immediately after you’d probably be quite worried, thinking that either they hadn’t received your booking or that you might have booked accommodation with hosts who are going to be uncommunicative or unhelpful.

This offers two important insights. First, responding right away is vital – as soon as the client makes a booking, you need to be ready to send a confirmation. And second, you need to have templates set up that will confirm the details of the appointment that they have booked and what the next steps will be.

To get this done, we use patient booking confirmation email templates. In this article, we’ll look at what confirmation emails are, why they’re so important and we’ll share some of our tried and tested booking confirmation email templates that you can use in your own practice. 

What are booking confirmation emails?

A patient booking confirmation template email is an automated email response that is triggered when a client makes an appointment. Its primary purpose is to communicate to the client that the booking was made successfully and it gives them all the information they need including when and where the appointment will take place.

But there’s more to it than just confirming the appointment. You can also include important information such as what to bring, directions on how to get to the practice as well as any next steps that the client needs to take.

Confirmation emails have one of the highest open and click-through rates of any email types, so they present the perfect opportunity to build a relationship with the client even if they have never set foot in your practice. They can also be used to communicate any ongoing offers that your practice offers. 

How to use a booking confirmation email template

When running a practice, your time is pushed to the limit. Anytime you do anything more than once, you should be thinking about using templates and creating processes for the next time. This applies doubly for booking confirmation. The time you might spend creating a template will pay off in multitudes. 

Why is an appointment confirmation email important?

1. To reduce no-shows

If you don’t communicate that the appointment has been confirmed, then there’s a good chance they’re going to wonder if they booked correctly, especially if the booking was made online. This might lead to them re-booking, which means you end up with duplicate appointments. Alternatively, they might neglect to put the appointment information into their calendar and so end up forgetting about the appointment altogether. Either way, the booking confirmation serves to reduce no-shows which means that you don’t waste your time and end up with gaps in your diary. If you can prevent this, even a couple of times a month, it will add up to a significant saving.

2. To improve efficiencies in your practice

You might have specific requirements about what the client should wear to the appointment or paperwork that you’d like filled in before they arrive or even just instructions about where to park. The confirmation email can communicate this information and, because they have such high open and response rates, you’re likely to get what you need from the client before they arrive. This improves efficiencies in your practice, saving your staff time that adds up in the long run. 

Example Patient Booking Confirmation Email Templates

Whichever booking confirmation email template you choose, it should:

  • Resonate with your brand, include your logo, practice colours and be written in a style that is in keeping with your brand;
  • Include the booking information – time, date, and address;
  • Include any additional information, such as directions, specific requirements or paperwork that needs to be completed;
  • Set expectations, it should give the client an idea of what they can expect in terms of the appointment itself as well as any costs that they will incur;
  • Provide a ‘change your booking’ option, so the client can easily update their appointment information if necessary;
  • Link to your cancellation policy, to educate them about the costs of missing an appointment;
  • Include practice contact information so the client can get in touch easily.

Template Sample 1

Subject Line:
Your Appointment at [Practice Name] is Confirmed
Dear [Client Name],
We are looking forward to welcoming you to [Practice Name] on:
[Appointment Date] at [Appointment Time]
You’ve booked a [Duration of Appointment] with [Practitioner Name] for [Treatment].
If, for any reason, you can’t make the appointment, please let us know as soon as possible either by giving us a call on [Contact Number] or updating your appointment details [Link to Booking].
Please take a moment to read our Cancellation Policy (link) as well as our Important Information page if you are a new client.

Kind Regards,
The [Practice Name] Team
[Updated eSignature with practice location, practice email address, and practice contact number]

Template Sample 2

Subject Line:
Thank you for choosing [Practice Name], your appointment is confirmed
Hello [Client Name],

Thanks for choosing [Practice Name]. You’ve just taken an exciting step in your wellness journey, and we’re so glad to be a part of it.
Your appointment is booked for [Appointment Time] on [Appointment Date].
All the information you need for your appointment is available here (link).
We’re looking forward to seeing you.

Best Regards,
[Practice Manager]
[Updated eSignature with practice location, practice email address, and practice contact number]

What other booking confirmation templates do you need?

This is where it gets fun. If you’ve honed in your booking confirmations and reduced your rate of no-shows, you’re ready to take booking confirmations to the next level starting with:

  • SMS Confirmation and Reminder Templates;
  • Appointment Booking Reminder Email Templates.

These two steps will reduce no shows even further, which means more revenue in, and less time wasted. Calling clients is an effective way to remind them of their appointment, but it’s extremely time-consuming, and there’s a good chance you won’t get through on the first, second or even third attempt. Automated SMS confirmations and reminders and booking reminder emails are much more efficient and often more effective.

SMS Confirmations and Reminders

An SMS confirmation can be sent when the booking is made, and a reminder can be sent the day before the appointment or even on the day of the appointment itself.

Confirmation Template Sample:

Dear [Client Name], your appointment at [Practice Name] is booked for [Time/Date]. Kindly contact us on [Contact Number] if you need to reschedule.

Reminder Template Sample:

Dear [Client Name],

this is a friendly reminder that your appointment with [Practice Name] is scheduled for tomorrow at [Time].

Kind Regards,
the [Practice Name] Team

Appointment Booking Reminder Templates

We’ve included a few of our favourite booking reminders that our clients use to reduce no-shows. From professional to casual, you need to choose and customise a template that works for your practice. This should be sent a day or two before the appointment.

Appointment Reminder Email Template – Sample 1:

Subject Line:
Your next appointment is on [DATE-TIME]
Dear [Client Name],
This is a quick reminder that you have an appointment scheduled with us at [Practice Name] on [Appointment Date] at [Appointment Time].

Here are a few things to keep in mind:

  • Please arrive 15 minutes early to complete new patient paperwork. If you’d like to do this ahead of time, the documents are available here (link).
  • Please bring _____ .
  • Parking is available at [Location].
  • Missed appointments will be charged in line with our Cancellation Policy (link).

We look forward to seeing you on [Appointment Date]. If you are unable to make the appointment, please contact us on [Contact Number] as soon as possible.

Yours sincerely,
[Practice Manager]

Appointment Reminder Email Template – Sample 2:

Hi [Client Name],

This is a friendly reminder that we have an appointment scheduled for you on [Appointment Date] at [Appointment Time].
If you’re wondering how to get to us, here are the [Directions], and if you have any questions, you’ll be able to find the answers here (link).
Don’t forget:

  • Please bring ______ with you.
  • Try to arrive 15 minutes early.
  • If you need to re-schedule, you can give us a call on [Contact Number].

See you soon!

Best Regards,
The [Practice Name] Team

Appointment Reminder Email Template – Sample 3:

Subject Line:
We’re getting excited to see you, [Client Name]!
Dear [Client Name],

Your next appointment with us at [Practice Name] is on [Appointment Date] at [Appointment Time], and we can’t wait!
If you need to change your appointment, please give us a call on [Contact Number] or pop us an email. And, before you arrive, please review our Appointment Checklist (link) so you don’t forget anything.
Hope you have a great day!

Kind Regards,
The Team at [Practice Name]

The templates that we’ve shared here are how many of our clients are finding success by communicating clearly and regularly with their clients regarding their appointment, and it’s done on autopilot. Automated booking confirmations and follow-up reminders are some of the best ways that our clients are reducing patient no-shows.

It’s important to strike a balance between being friendly and professional, while still communicating your Cancellation Policy and other important information and it might take a few iterations before you develop the perfect email and SMS templates.

The one thing you don’t want to do is shy away from putting automated confirmations and reminders in place for fear of coming across too strong. The truth is that many clients will welcome the reminder as they already have too many things that they’re trying to remember. Patient booking confirmation email templates are vital for reducing no shows and improving both the finances and efficiency of your practice, so set up yours today! (Here’s how to set up appointment reminders in Power Diary.)

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