5 Onboarding Email Templates for Your Small Business

 
templates

You look like you’re ready for a riddle: What takes 20 minutes to complete, but saves you roughly 70 kajillion hours of time slugging through admin work?

Automated onboarding email templates.

Before your shoulders knot up and the stress sweats set in, rest assured that we’re here to guide the way with onboarding email examples, so you don’t have to guess about best practices in this crucial step of your customer onboarding strategy. 

Whether you’re swamped at the start of the holiday season, or preparing to transition your business online for the new year, automating your onboarding emails is the simplest way to save yourself time. 

Getting started is as easy as updating six quick onboarding emails in your Acuity scheduling platform. (They’re all short ‘n’ sweet, since onboarding emails should cut straight to the good stuff.)

Those six key onboarding emails look like:

1 | Initial Confirmation Email

Initial confirmation emails are typically sent immediately after a client books a service or appointment. These onboarding emails let clients know all the important information for their session. Make sure that info is easily scannable, so your clients can absorb the details in a jiff.

When you’re setting up your confirmation emails, we think all you need to include is the basics:

  • Who they’re meeting with (you).

  • What you’re meeting for (what kind of service they’ve booked).

  • When they’re meeting with you (date and time, including time zone—especially if you’re working remotely with clients).

  • Where they’re meeting you (the address or virtual meeting room link).

  • Why they’ve booked you (quick reminder of the benefits).

  • How to ask questions or reschedule (provide your phone number, email, and rescheduling links.)

Here’s what that looks like in action.

(And just as a heads up, these emails are purely for example. You’ll want to customize anything that doesn’t apply to your business. Also make sure to follow as well as any other applicable laws and regulations.)

Initial Confirmation Onboarding Email Example

Automatically Send: Immediately after booking.
Subject Line: Your appointment is officially scheduled!

appointment confirmation email

This takes about 60 seconds to edit directly in your Acuity dashboard, and the formatting is automatically set up to look sleek before you send. You can even customize each initial confirmation email by appointment type. 

2 | Two Quick Reminder Emails

Reminder emails are great for keeping your appointment top-of-mind with clients, and decreasing your number of no-shows. (When your number of no-shows goes down, your morale and profits go up.)

You’re not reinventing the wheel with these reminders. Just like in the initial confirmation email, you’re quickly jotting down the key facts they need in order to keep their appointment with you. 

Here are the core pieces:

  • Who they’re meeting with (you).

  • What you’re meeting for (what kind of service they’ve booked).

  • When they’re meeting with you (list the exact countdown).

  • Where they’re meeting you (the address or virtual meeting room link).

  • Why they’ve booked you (quick reminder of the benefits).

  • How to ask questions or reschedule (provide your number, email, and rescheduling links.)

Once the info is in place, the final products wind up lookin’ a little something like this:

Reminder #1 Onboarding Email Example

Automatically Send: 72 hours before their appointment.
Subject Line: Your appointment is in 72 hours!

first appointment reminder email

Reminder #2 Onboarding Email Example

Automatically Send: First thing on the morning of their appointment.
Subject Line: See you today for our appointment!

second appointment reminder email

With just a few quick sentences that are sent automatically, you’re accurately setting expectations for the appointment and ensuring they show up. (It’s really tricky to help your people if they’re not coming to their bookings.)

3 | Rescheduling Confirmation Email

Now more than ever, all of our schedules are shifting at the speed of sound. (That’s a rough estimate.) This means our scheduling should be nimble enough to keep up with what our clients need.

Rescheduling confirmation emails reestablish their expectations for new appointments, and clearly map out the most important information.

You’ve got the hang of this by now, but you’ll want to include:

  • What appointment they’ve changed (what kind of service they’ve booked).

  • When they were scheduled with you (the old time).

  • When they’ve rescheduled with you (the new time).

  • Where they were meeting you (the address or virtual meeting room link).

  • Why they want this appointment (quick reminder of the benefits).

  • How they can reschedule again (built-in buttons to your Acuity links).

Take a peek at how this plays out in your automated onboarding email templates. 

Rescheduling Confirmation Onboarding Email Example

Automatically Send: Immediately after the appointment is rescheduled.
Subject Line: Your appointment is rescheduled!

05-email.png

There’s a basic example template already loaded into your dashboard, so mosey on over there and make it your own. 

4 | Cancellation Confirmation Email 

Cancellations are inevitable, which is why whipping up your automated email is essential. Not only do cancellation emails communicate the changes with your client, but it also gives you both a record that you didn’t meet. 

Your email will likely include many of the same components as before, just structured in a slightly different way.

  • What they’ve cancelled (what kind of service they’ve booked).

  • When they were scheduled with you.

  • Where they were meeting you (the address or virtual meeting room link).

  • Why they should book you again (quick reminder of the benefits).

  • How they can book you again (link to your Acuity scheduling page).

For all the visual learners out there, here’s how your automated example could look in your Acuity Email Settings.

Cancellation Onboarding Email Example

Automatically Send: Immediately after the appointment is cancelled.
Subject Line: Your cancellation is confirmed.

appointment cancellation confirmation email

Cancellations are never any fun, but fine tuning the email template creates consistency in your brand, and builds trust with your clients. (Even if they have to cancel once or twice, they’ll still feel a little cared for by your cancellation confirmation.)

5 | Follow-Up Email & Testimonial Request

They’ve booked with you. They’ve benefited from your genius. Now it’s time to make sure they’re happy—and then have them go on record about it.

Scheduling a speedy automated follow-up email is the perfect time to ask for testimonials while keeping the line of client communication wide open. This is a great one-two approach that lets you ensure your clients’ satisfaction and help your business succeed through the world of review marketing.

We’ve created an entire guide on asking for testimonials (with more examples) right here for your perusal. >>

Onboarding email sequences are something that sound super daunting.

But you can choose to do it differently. 

With Acuity, we walk you through each essential part of your onboarding funnel with fully customizable and pre-set email templates, helping you optimize as you go. 

Once you log into your email dashboard, you’re tapping into an automated system that puts a large part of your customer service on autopilot. You may now roam about the cabin.

 
 
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