Appointment confirmation templates

Confirm a booked visit the moment it is set: the day, the arrival window, who is coming and what the customer should do before you arrive.

2 versionstext, email

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Let Koira send it: Booking by textNothing you type here is sent anywhere. Copy, then paste into your phone or email.

Confirmation text

Text

Hi [Customer name], you're booked with [Your business] on [Day] between [Arrival window] for [Job]. [Tech name] will be there. To change the time, reply here or call [Your phone].

Confirmation email

Email with subject line

Subject: You're booked: [Job] on [Day]

Hi [Customer name], Thanks for booking with [Your business]. Here are the details: When: [Day], arriving between [Arrival window] Where: [Address] Who: [Tech name] What: [Job] Before we arrive: [Prep note] Need to change the time? Reply to this email or call [Your phone]. See you then, [Your business]

When to send an appointment confirmation

Send the confirmation as soon as the visit is booked, while the customer still has the call or form in mind. It settles the time in writing, cuts "when are you coming" calls, and gives them an easy way to move it instead of not being home.

How to make it yours

Use a window, not a time, unless you can promise the minute.
Say who is coming. A name makes a stranger at the door less of a stranger.
One prep line. Clear the area under the sink, leave the gate unlocked, keep pets inside.
Make changing easy. A customer who can reschedule by text does not leave you at an empty house.

Send it automatically: Booking by text

Koira texts the customer three times that fit your day and your drive. They reply with one and the job is booked and confirmed, with the visit details on the customer's link. New bookings slot into your day in driving order.

Koira's free Office plan includes estimates, invoices and card payments. See pricing for what each plan sends for you.

Last checked October 9, 2026. This page is general information, not legal or tax advice. Rules change and differ by state and city, so confirm with the agency named before you act.

FAQ

What should an appointment confirmation include?

The day, the arrival window, the address, who is coming, the job, one line on how to prepare, and how to change the time.

Should I confirm by text or email?

Text gets read fastest. Email is good for longer prep notes. Many businesses send both.

How do I reduce no-shows?

Confirm when booked, remind the day before with a way to confirm or move, and take a deposit for long or high-demand slots.

Should I give an exact arrival time?

Give a window unless you can keep an exact time. A missed promise costs more than a wider window.

More templates

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