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How to Create Booking Confirmation Templates

Send professional confirmations that reduce cancellations and set expectations.

What You'll Need

Steps

1

Create your confirmation template

Use ChatGPT to write a professional confirmation message.

  • Go to chat.openai.com
  • Type: 'Write a friendly booking confirmation text for a [your trade] appointment. Include: date, time, address, what to expect, and contact number. Keep it professional but warm.'
  • Review and adjust to match your style
Tip: Keep it short — long confirmations don't get read.
2

Include the essential details

Every confirmation should have these elements.

  • Date and time of the appointment
  • Service address (even if you think they know it)
  • What you'll be doing
  • Your phone number
  • Any prep they need to do (clear the area, be home, etc.)
3

Save it for easy access

Store your template where you can grab it fast.

  • iPhone: Create a text replacement in Settings → General → Keyboard → Text Replacement
  • Type shortcut like 'conf1' that expands to your full message
  • Or save it in Notes and copy-paste each time
Tip: The goal is sending a confirmation in under 30 seconds.
4

Set up automatic confirmations (optional)

Let your booking tool send them for you.

  • Calendly/Jobber/HouseCall Pro: Go to notification settings
  • Enable 'Booking confirmation email/text'
  • Customize the message template
  • Test it by booking yourself
5

Use the template every time

Make confirmation part of your booking process.

  • Every time you schedule a job, send the confirmation immediately
  • Don't wait — send it while you're still on the phone with them
  • Ask them to confirm receipt: 'Did you get my text?'

You're Done!

You now have a professional confirmation template! Customers feel taken care of and cancellations drop.

Pro Tips

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