Appointments & bookings

Appointment cancellation confirmation

Confirms an appointment the customer cancelled, with the booking reference, any fee or refund under your policy and a way to book again.

Subject: Your appointment on [appointment date] is cancelled

Appointment cancelled by us

Tells a customer, with an apology, that you have had to cancel their appointment and why, what happens to any payment, and how to choose a new time.

Subject: We’ve had to cancel your appointment with [appointment with]

Appointment confirmation

Confirms a booked appointment with the date, time, place, who the customer will see, what to bring and how to change it.

Subject: Confirmed: your appointment on [appointment date]

Appointment reminder

Reminds a customer of an upcoming appointment, with the essentials, what to bring and the last date to change or cancel it.

Subject: Reminder: your appointment on [appointment date]

Appointment rescheduled

Confirms an appointment’s new date and time, with the old and new side by side, whichever side asked for the change.

Subject: Your appointment has moved to [appointment date]

Booking request received

Acknowledges a booking request that is not yet confirmed: what was asked for, the reference and when a confirmed time or alternatives will follow.

Subject: We’ve received your request to book [service name]

Consultation booking confirmation

Confirms a first consultation before any engagement: who they’ll meet, when, what it covers, any fee, and the intake form to complete beforehand.

Subject: Your consultation with [appointment with] is booked

Missed appointment follow-up

A no-blame note after a customer misses an appointment: the booking they missed, any attendance policy in your own words and an easy way to rebook.

Subject: We missed you on [appointment date]

Waitlist slot available

Offers someone on the waitlist an appointment time that has come free, held for them until a set time, with one button to take it.

Subject: A time has opened up on [appointment date]

Public service appointment confirmation

Confirms an in-person appointment at a public service office, new or moved: when and where, the documents to bring, access and interpreter support, and how to rebook.

Subject: Confirmed: your [service name] appointment

Clinic closure notice for patients

Tells patients the clinic is closed for a period: when it reopens, what happens to booked appointments and to repeat requests, and where to get urgent or out-of-hours care meanwhile.

Subject: Our clinic is closed from [closure start]

Patient appointment cancelled by the clinic

Tells a patient the clinic has had to cancel their appointment, apologises, gives a neutral reason if the sender supplies one, offers a way to choose a new time and says where to get help in the meantime; sent individually.

Subject: We need to cancel your visit on [appointment date]

Patient appointment confirmation

Confirms a patient’s booked appointment with the date, time, place, who they’ll see, what to bring and how to change it; it never names a department or the reason for the visit, and is sent individually.

Subject: Your visit on [appointment date] is confirmed

Patient appointment preparation instructions

Sends the clinician-approved preparation steps for an upcoming appointment, word for word from a variable, with the appointment details and a number to call; review is required before use and it is sent individually.

Subject: Preparing for your visit on [appointment date]

Patient appointment reminder

Reminds a patient of an upcoming appointment with only the essentials, and asks them to confirm or give the time back if they can’t come; it never names the reason for the visit, and is sent individually.

Subject: Reminder: your visit on [appointment date]

Patient missed appointment follow-up

A kind, blame-free note after a patient misses an appointment, giving a way to rebook, the clinic’s own missed-appointment policy if it has one and where to get help sooner; sent individually.

Subject: We missed your visit on [appointment date]

Patient recall reminder

Invites a patient to book a visit the clinic has marked as due, described neutrally with the date it’s due by and how to book, with no condition ever named; sent individually.

Subject: Time to book your [recall type]

Telehealth joining instructions

Gives a patient everything they need for a video appointment: the join link, when to join, a private place and a device check, the identity check at the start, and what happens if the call drops or the clinician is running late.

Subject: Joining your video appointment on [appointment date]

Research study visit confirmation

Confirms a participant’s study visit: when and where, who they’ll meet, how long it takes, the preparation the approved protocol asks for, what to bring and any travel reimbursement.

Subject: Your study visit on [appointment date]

Research study visit reminder

A short reminder before a participant’s study visit, repeating the time, place and approved preparation, with a number to call for another time within the study’s visit window.

Subject: Reminder: your study visit on [appointment date]

Catering booking confirmation

Confirms a catering booking: the event date, venue and timings, guest numbers, the agreed menu, the dietary needs recorded, payments as quoted and the date final numbers are due.

Subject: Your catering is booked for [event date]

Catering final numbers and dietary requirements

Asks a catering customer for final guest numbers and each guest’s allergies and dietary requirements by a set date, through a form, so the kitchen can plan safely.

Subject: Final numbers for [event name]

Restaurant reservation confirmation

Confirms a restaurant table: date, time, party size and reference, any deposit or card guarantee and the cancellation terms as booked, any time limit on the table, and one link to change or cancel.

Subject: Table for [party size] on [reservation date]

Restaurant reservation reminder

Reminds a diner of a table booking before the day: time, party size and reference, a link to confirm, change or cancel, and what the restaurant’s policy says about late arrival or late cancellation.

Subject: Reminder: your table on [reservation date]

Group rooming list request

Asks a group organiser for the rooming list by the cut-off date: names, room types, sharing and arrival dates, and what the group agreement says happens to rooms still unnamed after that.

Subject: Rooming list needed for [group name]

Guest special requests acknowledgement

Replies to a guest’s special requests, sorted into confirmed, will try but can’t promise, and can’t offer, with any alternative and the property’s approved wording on allergies or access needs.

Subject: About your requests for booking [booking reference]

Hotel booking confirmation

Confirms a hotel stay from the booking record: dates, room, guests, rate, amount and payment status, and the cancellation policy as booked, with one link to manage the booking.

Subject: Booking confirmed: [property name], [check in date]

Hotel pre-arrival and check-in information

Prepares a hotel guest for arrival with check-in and check-out times, directions and parking, what to bring under the property’s policy and a link to share an arrival time, and never asks for card details.

Subject: Before you arrive on [check in date]

Hotel relocation notice

Tells a guest, with an apology, that their room can’t be provided as booked, and sets out the alternative hotel, the nights, the transport and the costs you are covering, as the duty manager decided.

Subject: A change of hotel for your stay on [check in date]

Reservation amendment confirmation

Confirms a change the guest asked for to a stay or trip: what it was, what it is now, any price difference or change fee under the booking terms, and the cancellation terms that now apply.

Subject: Updated: your reservation [booking reference]

Reservation cancellation confirmation

Confirms a stay or trip cancelled at the guest’s request: what was cancelled and when, the cancellation reference, any charge under the booking terms, the refund due and how it is paid.

Subject: Cancelled: reservation [booking reference]

Hotel and DMC booking request

Asks a hotel or destination management company to confirm services for a client booking: dates, numbers, services, the agreed rate or a request to quote, and their confirmation reference by a date.

Subject: Booking request [request reference]: [party name]

Itinerary change notice

Tells travellers that part of their booked itinerary has changed: what was booked, what it is now, why, their options under the booking conditions and the date to reply by.

Subject: A change to your [destination] itinerary

Pre-departure travel information

Sends travellers their final documents before departure: what’s included, where and when to meet, who to call while away, and a pointer to official sources for entry requirements, stating none itself.

Subject: Your travel documents for [destination]

Travel disruption notice

Tells travellers about disruption to their booked travel, such as a strike or severe weather: what is known and from which official source, what you are doing, their options and when the next update comes.

Subject: Disruption affecting your trip on [travel date]

Traveller details request

Asks the lead traveller for the details tickets and suppliers need, such as names exactly as on passports, through a secure form by a date, and asks them not to send passport scans by email.

Subject: Traveller details needed by [details deadline]

Trip booking confirmation

Confirms a booked trip or package from the booking record: travellers, dates, what’s included, amounts paid and due, and asks the lead traveller to check every name against their passports.

Subject: Your trip to [destination] is booked: [booking reference]

Site visit confirmation

Confirms a visit by your team to the recipient’s premises to survey or assess before quoting: who is coming, the arrival window, access, safety and what to have ready.

Subject: Our site visit on [appointment date] is confirmed

Site inspection appointment

Books an inspection visit to a site: the date and arrival window, the inspector, what must be ready and accessible, who must be present, how to check the inspector’s identity and how to rebook.

Subject: Inspection booked: [inspection date]

Property viewing feedback request

A personal note after a viewing asking the viewer what they thought, and how to arrange a second viewing or make an offer.

Subject: What did you think of [property short address]?

Property viewing reminder

Reminds a viewer of an upcoming property viewing and asks them to confirm they’re still coming, so the occupants or owner can be told.

Subject: Reminder: your viewing at [property short address]

Routine property inspection notice

Gives a tenant notice of a routine inspection of their home: when, who will attend, what is checked, the access basis and how to ask for another time.

Subject: Routine inspection on [appointment date]

Vehicle service booking confirmation

Confirms a vehicle booked in for a service or repair: the drop-off date and time, the work booked, when it should be ready, what to leave with it and how to change the booking.

Subject: Booking confirmed: [vehicle registration] on [drop off date]

Concierge request confirmation

Confirms something the concierge arranged for a guest, such as an airport transfer, a tour or tickets: what, when and where, the provider’s reference, the cost and how it is charged, and the provider’s cancellation terms.

Subject: Arranged for you: [arrangement summary]

Broadband installation appointment

Confirms a broadband or phone line installation: the date and time slot, what the engineer will do, permission needed for drilling or external cabling, who must be home and how to rearrange.

Subject: Broadband installation booked for [installation date]

Smart meter installation appointment

Confirms a smart meter installation or meter exchange: the date and slot, how long the supply will be off, the access the installer needs, what to prepare and how to rearrange.

Subject: Your meter installation on [installation date]