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Feb 8, 2023


How to write appointment emails with 6 samples and templates

Whether you're organizing a meeting, confirming details, following up, or even cancelling an appointment, here’s how to do it.

Blog writer

Lawrie Jones


Blog writer

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Table of contents

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Appointment emails are all about the efficient use of time and resources.

Whether you're organizing a meeting, confirming details, following up, or even canceling an appointment, it's easier to manage appointments to do it over email.

Writing appointment emails isn't always fun, but following a standard format is usually quick and easy for everyone. We walk you through the email appointment format, explaining the building blocks of crafting compelling subject lines and body copy.

If that isn't enough, we illustrate the principles with 6 appointment email samples. No need to book; let's begin!

How to write an appointment email

Appointment emails are professional correspondence with a single purpose. You may want to send an appointment email to:

The most effective appointment emails are short, simple, and get straight to the point. They also follow what should be a familiar format if you're already used to writing business emails.

So let's break that down for you.

Appointment email format

It helps to break down the appointment email format into 3 separate parts:

  1. Subject line – grab attention, inspire action, and capture the click!
  2. Body copy – Explain who you are, what you're asking for, and why. Strip content back to the basics, and use bold text and bullet points to help convey your message.
  3. Sign-off – Before saying goodbye, check you've included all contact details and essential information.

Those are the basics, but here's a step-by-step breakdown of an appointment email format:

1. Appointment email subject line

The best subject lines are simple, and that's certainly the case for appointment emails. Don't try to be funny or friendly; say it like it is (as we do in these samples):

  • Appointment request: (date)
  • Appointment confirmation – (your name)
  • Can we reschedule our meeting?
  • I need to cancel our appointment
  • Additional information required after our meeting

These may seem simple because they are. There's no point wasting time crafting anything creative here, so we won't.

2. Appointment email body

Start your appointment emails with an introduction (if you don't know the person) or a reminder if you do. Then, in the same intro paragraph, be sure to say what the email is about – such as requesting an appointment, rescheduling an appointment, or canceling one.

  • My name is (your name), and I'm contacting you from (company name). I would like to request an appointment with you to discuss (whatever you want to discuss)
  • It's (name) here. We have an appointment scheduled for (details), but I wanted to ask if we could reschedule.

If you've established the purpose of the email in the first paragraph, you could stop there. But you may need to clarify details, confirm aspects of the meeting, or share resources.

  • I've booked us a space at (meeting room). Please confirm that this works for you.
  • I've attached some papers I wanted to discuss at our appointment. Can you review these before we meet? Let me know if you have any questions.

3. How to end an appointment email

Appointment emails have a single purpose, and you'll want to (gently) push for a response.

  • It would be great to get a confirmed date in the diary. Please let me know if this appointment time works for you.
  • I appreciate rescheduling this appointment may cause you some disruption. Please confirm that you've received this email and that the suggested time is acceptable. If not, please feel free to offer an alternative.

Remember to include your contact details and an appropriate sign-off.

  • You can contact me at any point at (insert details), and I'll be happy to answer any questions.

Appointment email examples

So, we're at that point in the article where you get to see some examples.

These template appointment emails should be used for information and inspiration to help you create your own.

Please look at how we've applied the professional format to these appointment emails and focus on the tone of voice.

Ready to go? Then let's start.

1. Appointment confirmation email sample

Email appointment confirmations are standard correspondence, whatever your business. You'll see how we've included space to add details, such as date, time, and location.

You can also add attachments and links to essential resources, such as parking information.

Hi (Recipient's name),

I'm contacting you from (company name) to confirm your appointment.

Your appointment is currently booked at (time) on (date).

I've attached some information you may find helpful, including (add details).

We're looking forward to meeting you. If you have questions before the appointment or need to change or cancel, please contact me at (insert details).

Kind regards,
(Your name)

2. Appointment request email sample

The format, tone of voice, and style of your appointment request emails depends on whether you know the person. If you do, you can kick back and be more relaxed and less formal.

If you don't, it's a good idea to be formal (at least until you secure the appointment). This explains who you are, why you're messaging, and what you want.

If you want some extra inspiration, check out our guide on how to request things via email.

Hi (Recipient's name),

My name is (your name), and I work as the (role name) at (company). I'm getting in touch to request an appointment for (whatever you want!).

I'm currently available on the following dates:
  • It's always good to add a few dates for the person to choose from
Do any of these dates work for you?

Please confirm the date and time of my appointment, and I'll add it to my calendar.

I look forward to hearing from you and meeting soon.

Many thanks,
(Your name)

3. Cancel an appointment email sample

If you need to cancel an appointment, do it as early as possible. It's essential to offer an apology and, if you want, explain why you can't make the original appointment.

Then, if you still want to meet, you can suggest alternative dates (as we do in this appointment cancellation email example).

Hi (Recipient's name),

I had an appointment scheduled for (include details). Unfortunately, I will not be able to make this appointment. (You can add an explanation here.)

I apologize for any inconvenience this may cause you. Please can you send me some alternative dates and times?

I look forward to hearing from you.

(Your name)

4. Reschedule an appointment email sample

If you can't make a meeting dates consider rescheduling an appointment by email. If you were the one who had to cancel, offer an apology and explain why you couldn't make the previous appointment.

Then, offer some appropriate dates and times for a new meeting. It's a good idea to provide the person (or persons) with several options.

Doing so could help you avoid email tennis, that's time-consuming and frustrating.

Hi (Recipient's name),

Unfortunately, I am unable to make my appointment with you on (insert details).

Firstly, I'd like to apologize for this. I would like to rearrange the appointment, and I have suggested some alternative dates and times that would work for me.
  • Add your dates and times
Can you let me know if any of these dates works for you?

I hope to meet you soon!
(Your name)

5. Appointment reminder email sample

Don't want to be staring at a blank screen or an empty room? Then send an appointment reminder email!

You'll notice that this appointment reminder email template is short and sweet, as it has a simple job. You can learn more about writing effective email reminders here.

Hi (Recipient's name),

I'm contacting you from (company name) to remind you that you're due to meet us on (insert date).

I've attached all the information you need with this email.

Please confirm whether you're still planning to attend or not. You can contact me at (insert details).

Best regards,
(Your name)

6. Appointment follow-up email sample

Learning how to write a formal follow-up is a great skill, so let's show you how.

You can use this email follow-up after an appointment to share information, meeting notes, or request something from other participants.

Be sure to fill in the gaps and focus on continuing the conversation.

Hi (Recipient's name),

It was great to meet you at our recent appointment. I'm following up to see whether you have any questions or want more information on our products/services.

I'd be happy to support you in any way I can. You can contact me on (insert details) at any point or email me here.

I look forward to building a relationship with you and working together in the future.

Yours sincerely,
(Your name)

Appointment email template with Flowrite

The easiest and fastest way to write an appointment email is using Flowrite.

You can request to reschedule, cancel, or accept an appointment using our smart email writing AI, like so:

Final words on appointment emails

Understanding how to write great appointment emails should be part of every professional's toolkit. Our best advice is to keep it simple and not stress it too much.

Break down the message into its core parts, and initially focus on being formal. Then, once you've mastered the format, you can get more creative!

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