10 Professional Meeting Confirmation Emails for Any Scenario

You’ve set up a meeting with a client, but as the day gets closer, emails start coming in—“Is it at 10 AM or 11 AM?” “Are we meeting on Zoom or Teams?”

Sound familiar?

A simple meeting confirmation email can prevent this confusion altogether. By sending the details in advance—like time, date, location, or the meeting link—you’ll ensure your client knows exactly when and where the meeting is happening, what platform you’re using, and any prep they need to do.

In this article, we’ll walk you through how to write a clear, concise confirmation email and share 10 easy-to-use templates that you can quickly adapt for your business.

A simple confirmation email could save both you and your client a lot of hassle on meeting day. In fact, I learned this the hard way.

Last year, I had a great discovery call with a potential client. We clicked, and they decided to bring me on board to help with their content strategy. 

During that call, we agreed on all the details for a follow-up meeting where I’d meet the rest of the team. The only problem? Nothing was sent in writing—it was all verbal.

I was certain the meeting was at 3 PM, but when the day came, it turned out it had been scheduled for 1 PM. A confirmation email would’ve cleared up any confusion.

I honestly felt embarrassed that I got the timing wrong. Fortunately, the client was very understanding!

Meeting confirmation emails help prevent mix-ups like this. But that’s just one reason to send them—here are a few more:

• Better client experience: Your clients will feel more at ease knowing the meeting is officially confirmed. It reassures them that everything is set, helping them plan their day without any last-minute uncertainty.

• A clear paper trail: Meeting confirmation emails provide a written record of the agreed details. This is especially useful if you have a cancellation policy, as it helps ensure both parties have a shared reference point in case of any issues later.

• Quick access to meeting details: Not everyone immediately adds meetings to their calendar. A confirmation email makes it easy for your clients to find all the important information—time, date, and meeting link—right in their inbox.
• It can literally save you money: Let’s say you’re a private doctor—if a patient doesn’t show up, that’s about $200 down the drain for every missed appointment. Or, if you run a beauty salon, missed bookings could cost you up to $2,500 annually. People forget appointments all the time, but a simple confirmation email can jog their memory, prevent no-shows, and protect your bottom line!

Now that you know why sending a confirmation email is so important, let’s make sure you get it right. Follow these best practices to ensure your communications hit the mark every time:

• Be friendly: Set a positive tone by using approachable language. A friendly greeting like "Hi [client's name], I’m excited to meet with you" instantly makes your email feel welcoming. Avoid being overly formal and keep your tone conversational.
• Include key details: If you're rambling about irrelevant stuff, stop right there. A basic appointment confirmation email needs just three things: time, date, and location (or meeting link). Don’t make your client dig for the details!
• Make it feel personal: Use the recipient’s name and tailor the email to the context of their meeting. A line like, "Excited to catch up and hear about your progress, [client's name]," helps the email feel more personal and genuine. It sounds less robotic and less copy-paste if you know what we mean.
• Use a clear subject line: Your subject line should clearly indicate what the email is about. Something like "Appointment confirmation for {START-DATE}" or "Your upcoming meeting with [your business name]" works perfectly. Plus, it makes it easier for your client to retrieve the email in their inbox.
• Include your contact info: Always provide a way for clients to reach you. Include your phone number or email address in case they have any last-minute questions or need to reschedule.
• Set clear expectations in case of a cancellation: Let clients know what happens if they need to cancel. Mention any timeframes or fees tied to cancellations. For example, "If you need to cancel, please let us know at least 24 hours in advance to avoid any charges."
• Use a scheduling tool to automate confirmation emails: When you’re managing multiple appointments, manually sending confirmation emails can get a bit too much. A scheduling tool like YouCanBookMe (YCBM) automates the process by handling confirmation emails and meeting reminders on your behalf (more on this in the next section).
• Add a rescheduling link: Flexibility can be important for busy clients who have unpredictable schedules. Offering a rescheduling link gives them the freedom to easily move their appointment if something comes up. Plus, tools like YCBM will automatically include a link to reschedule (or cancel, if necessary) in every confirmation email!

Manually sending meeting confirmation emails isn’t ideal for a busy business owner like you. With everything you have to manage, admin tasks like these just take up valuable time.

Luckily, with YouCanBookMe, automating notifications like meeting confirmations and reminders is easy. Here’s how you can set it up, step by step:

Step 1: Open your dashboard

• Open up your YouCanBookMe dashboard and select the booking page you want to manage.

Step 2: Edit your settings

• Click on the three dots next to the booking page name and choose “Edit settings.”

Step 3: Set up confirmation emails

• Under the Notifications section, click Confirmation email to booker.
• Customize the subject line and email content. Use shorthand codes like {FNAME}, {START-TIME}, and {DURATION} to personalize the message. These will automatically pull up the correct info for every client.

Step 4: Add SMS notifications (optional)

• To send an SMS confirmation, enable the Phone Number field in your booking form.
• Under Notifications, click Add SMS notification and customize the message.

Step 5: Save changes

• Once you’ve customized your emails and reminders, click Save All Changes.

You’re all set! Now, let’s move on to the templates.

Fields highlighted like this are dynamic fields in YouCanBookMe.  Fields highlighted like this are non-dynamic but should be customized by you.

📚 Handy resource: Need help writing a clear and concise agenda? Check out our guide with ready-to-go meeting agenda templates.

📚 Handy resource: Is patient scheduling at your medical practice making your receptionist pull their hair out? You might want to check out our guide on six ways to optimize patient scheduling for a better experience for both you and your patients.

The bottom line

Don’t even think twice about it! As soon as you’ve agreed on the meeting details with your client, send that confirmation email.

Want to make things easier? Automate the process with YouCanBookMe. With our tool, your clients can choose an available slot from your calendar, and the platform will automatically send out meeting confirmation emails and reminders for you.