6 appointment confirmation email templates and what to include

A good appointment confirmation email template answers four questions. When is it? Where do I go? What should I bring? How do I change it? “You're booked” is a good start, but people need the rest too. The six templates below cover sales demos, interviews, consultations, paid sessions, client onboarding and group events.

1. Sales demo confirmation email

When to use it: after a demo is booked, with an agreed focus rather than a general product tour.

Subject: Confirmed: [Product name] demo on [Meeting date]

Hi [Prospect first name],

Your demo with [Host name] is booked. Here are the details:

• Date: [Meeting date]
• Time: [Start time] to [End time] [Time zone]
• Join: [Joining link]

We'll focus on [Agreed use case], show how it would work for your team, and leave time for questions. If you can, bring one example of a process you'd like to improve, without any confidential customer data.

To reschedule, use [Rescheduling link]. To cancel, use [Cancellation link]. Questions before then? Email [Monitored contact].

Looking forward to it, [Host name]

2. Interview confirmation template

When to use it: once a candidate interview is confirmed. Say what format to expect and how to prepare.

Subject: Confirmed: your [Role title] interview with [Company name]

Hi [Candidate first name],

Thanks for booking. Your interview for [Role title] is confirmed:

• When: [Meeting date], [Start time] to [End time] [Time zone]
• With: [Interviewer names and roles]
• Where: [Joining link or office address]

We'll talk about [Interview focus]. [Describe any preparation, or write “There's nothing to prepare.”]

If you need any adjustments for the interview, let [Recruiter contact] know. To reschedule, use [Rescheduling link]. To cancel, use [Cancellation link]. If either link doesn't work, contact me directly.

Best, [Recruiter name]

3. Consultation confirmation email

When to use it: for a consultation where the purpose and prep are already agreed.

Subject: You're booked: [Session name] on [Meeting date]

Hi [Client first name],

We're all set for [Session name] with [Host name].

• Date: [Meeting date]
• Time: [Start time] to [End time] [Time zone]
• Where: [Joining link or full address]

We'll work through [Agreed topic] and finish with [Promised outcome]. Please bring [Relevant item], or let me know beforehand if you need something different.

If your plans change, you can reschedule at [Rescheduling link] or cancel at [Cancellation link]. Our booking terms are here: [Policy link].

Best, [Host name]

4. Paid appointment confirmation

When to use it: only after the payment has gone through and the booking is confirmed. Link the real receipt, never a checkout page.

Subject: Confirmed: your [Session name] on [Meeting date]

Hi [Client first name],

Thank you for booking. Your [Session name] with [Host name] is confirmed.

• Date: [Meeting date]
• Time: [Start time] to [End time] [Time zone]
• Join: [Joining link]
• Before we meet: [Relevant preparation]

Your payment receipt is here: [Receipt link]. Your booking reference is [Booking reference].

To reschedule, use [Rescheduling link]. To cancel, use [Cancellation link]. Our cancellation and refund terms are here: [Policy link].

If you have a question about your payment or booking, email [Monitored contact] with your booking reference. Please never send card details by email.

Thank you, [Host name]

5. Client onboarding confirmation

When to use it: after an onboarding call is booked, with the people and prep spelled out.

Subject: Confirmed: [Client or project name] onboarding call

Hi [Client first name],

Your onboarding call is booked. Here's what you need:

• When: [Meeting date], [Start time] to [End time] [Time zone]
• Your contact: [Host name], [Host role]
• Join: [Joining link]

On the call, we'll agree on [Onboarding goals], confirm who does what, and plan the next steps. Before then, please [Approved preparation]. For logins or other sensitive details, use [Secure channel] instead of email.

Need to reschedule or add someone from your team? Use [Rescheduling link] or email [Monitored contact]. To cancel, use [Cancellation link].

Looking forward to getting started, [Host name]

6. Group booking confirmation

When to use it: send it to each attendee on their own, never as one email with everyone's address showing.

Subject: You're in: [Group session name] on [Meeting date]

Hi [Attendee first name],

Your place in [Group session name] is confirmed.

• When: [Meeting date], [Start time] to [End time] [Time zone]
• Facilitator: [Host name]
• Join: [Joining link]

Please bring [Relevant materials]. [Add how the session will run, such as cameras on or small-group breakouts, or delete this sentence.]

These links are for your place only, so please don't share them. To change sessions, use [Change link]. To cancel, use [Attendee cancellation link]. Questions? Email [Monitored contact].

See you there, [Host name]

What every booking confirmation email should include

Keep the payment receipt separate from the confirmation

A confirmation tells the client their time is reserved. A receipt records that they paid. Stripe can send receipt emails for successful payments, and you set them up in Stripe. Check that receipts are switched on before template 4 promises one.^[1]

If you don't have a receipt link, delete that line and say how the receipt will arrive instead, such as “Stripe will email your receipt separately.” Never put a checkout link there. A client shouldn't be asked to pay again just because the booking email doesn't show their payment.

Be just as careful with refunds. A cancel link doesn't mean money went back. Point to your policy, give a contact, and only say “refund started” or “refund complete” when the payment record shows it. For the full payment setup, see how to accept payments for online consultations.

Online, in-person and hybrid appointments

For an online meeting, include the current joining link and any access steps. For an in-person appointment, swap that for the full address, where to check in and a contact for the day. Mention things like parking or step-free access only if you've checked them.

Keep the time zone in both cases, since people often book while traveling. For a hybrid event, tell each person whether they're joining online or in the room. An address and a video link with no explanation just confuses people.

Using these templates in Caletus

Caletus sends email confirmations, and you can style them to match your brand with Caletus custom branding. Open a booking type's confirmation settings to see which fields you can edit.^[2][3]

Map each placeholder to a matching field where one exists, and keep the built-in date, time and change links in place. A shorter email isn't better if it drops those. If you can't edit the whole email body, use these templates as a guide for the parts you can edit, or for messages you send yourself.

Test with an inbox outside your company. Check names, time zones, paid-booking wording and where each link goes. Then reschedule and cancel separate test bookings, and check that the follow-up emails don't contradict the first confirmation. When you have to move a meeting yourself, use these reschedule meeting email templates.

Send one clear confirmation

Decide which message carries the booking details, so people don't get three confirmations that disagree. The calendar invite, the confirmation email and the payment receipt each have a job, and all three should describe the same appointment. Before the meeting, follow up with well-timed appointment reminder emails.

• booking confirmation email
• paid appointment confirmation
• interview confirmation template
• group booking confirmation