Booking confirmation message templates

A booking confirmation tells the customer, in writing, exactly what they booked: the service, day, time, place and price, plus how to change it. Send it straight after the booking is made, in the same chat.

When to use it

Send a confirmation as soon as a booking is agreed, whether the customer booked in a chat, by phone or through your website. If they booked by phone, ask which channel they would like the confirmation on.

The confirmation is the record both of you will look back at, so put the important details in one message rather than spread across several. Customers often search their chats for it on the day.

If a deposit or payment is due, say how much, how to pay and by when. If nothing is due, say so, because customers often wonder.

8 templates to copy

Copy a template, replace the words in square brackets, and read it once before you send it. Change anything that does not sound like you, because customers answer messages that sound like a real person who knows them.

Hi [name], you are booked in. Here are the details:

[service] with [staff name]
[day], [date] at [time]
[address]
Price: [price]

If you need to change anything, just reply here. See you then!
[business]

All booked, [name]: [service] on [day] [date] at [time]. Reply here any time if you need to change it.

Hi [name], your [service] on [date] at [time] is held for you. To secure it, please pay the [amount] deposit here by [deadline]: [link]. The deposit comes off your final bill.

Yay, you are in! [service] on [day] [date] at [time] at [address]. I will send you a quick reminder the day before. Any questions, just message me here.

Thanks [name], your booking is confirmed for [service] on [date] at [time]. Parking is [parking note]. If you need to move it, reply here and we will find another time.

Subject: Booking confirmed: [service] on [date]

Dear [name],

Thank you for booking with [business]. Your booking:

Service: [service]
Date and time: [date] at [time]
Where: [address]
Price: [price]

To change or cancel, reply to this email at least [notice period] before. We look forward to seeing you.

Kind regards,
[your name]

Lovely, [name], a table for [number] is booked for [day] at [time]. We hold tables for 15 minutes, so let us know if you are running late. Looking forward to having you.

Thanks [name], that is booked for [date] at [time] ([time zone]). I have sent a calendar invitation to [email]. If it helps, send me anything you would like me to read beforehand.

What to avoid

• Leaving out the address or time zone. Those are the details people need on the day.
• Hiding the cancellation policy in small print. State it plainly in one short sentence.
• Asking for card details in a chat. Send a secure payment link instead.
• Confirming a time you have not checked against the diary. Double bookings cost more goodwill than a slower reply.
• Sending confirmations to people who only asked about prices and never booked.

Give this to your AI agent

Paste this into your AI agent’s instructions and replace the words in square brackets. Your agent then follows the same rules every time. What else to tell your AI agent.

When a customer agrees a time, check the calendar, then send one confirmation message in the same chat with the service, day, date, time, address and price, and how to change the booking. If a deposit is needed, include the amount, the payment link and the deadline. Never ask for card details in a chat, and never confirm a slot that is already taken.

Channel rules that apply

• WhatsApp. WhatsApp restricts automation and bulk sending on ordinary and Business app numbers, so treat automated sending as a risk you manage rather than one you remove. Reply in chats customers started, and never broadcast these messages to a list. Spaces keeps a connected number to at most 200 messages and 10 new chats a day, and a newly connected number warms up over four weeks. WhatsApp limits
• Instagram. Instagram only lets you message someone who has not replied inside its messaging window, so replies in existing chats work best. Reply to people who messaged you, commented or asked to hear from you. Instagram limits
• Messenger. Like Instagram, Messenger limits messages to people who have not replied, so replies in existing chats work best. Keep to people who wrote to your Page first. Messenger limits
• LinkedIn. A normal message goes to a 1st-degree connection. Anyone else needs a connection request or an InMail. Use these with clients and contacts who already know you. LinkedIn limits
• Email. A new chat here is a new email thread. Replies on a thread someone started are not held back by the warm-up. Spaces sends one email at a time to one person, never bulk email. Email limits

Spaces lowers the risk of a restricted account with enforced limits, warm-up and pacing, but no tool can guarantee a platform will not act on an account. How Spaces keeps accounts safe.

FAQ

Let your AI agent answer for you

Spaces connects your own WhatsApp, Instagram, LinkedIn, Messenger, X and email accounts to the AI agent you already use, so it can reply in your words and keep every account inside safe sending limits. No card needed to start a trial.

Related

More bookings and appointments templates: Appointment reminder, No-show follow-up, Late cancellation reply, Waiting list. All message templates.