Templates · Utility
WhatsApp appointment confirmation templates (utility, ready to use)
Copy-ready utility templates that confirm a booking right after it is made, separate from the day-before reminder, for clinics, salons, service centres and consultations.
By Broadchat teamPublished 5 min read
Before you submit these templates
- Send this the moment a booking is made, not the day before; that is the job of a separate reminder template.
- Keep it strictly about the booking just made: date, time, who or where, and one action. No offers, no "while you're here" upsells.
- Use realistic sample values for every variable, such as a real-looking name, a specific date and a specific time, not "test" or "DD/MM".
- If the customer can cancel or reschedule, add a quick-reply button rather than asking them to type a sentence.
- Name templates by what triggers them, for example visit_confirmed or slot_booked, since the name cannot change later.
- Create a separate template for the reminder sent closer to the appointment; mixing the two into one message makes timing harder to control.
Why a separate confirmation template
A booking confirmation and a reminder do two different jobs, even though many businesses write one template and try to make it do both. The confirmation answers "did my booking actually go through?" the moment someone books, by phone, online or through a chatbot. A reminder, sent closer to the appointment, answers "is this still happening?" Keeping them as separate utility templates lets you control the timing of each independently: send the confirmation instantly, and send the reminder a day or an hour before, not the two bundled into one message that cannot be timed for both jobs at once. Our appointment reminder templates are the companion set for the second job.
The eight templates below cover the bookings businesses confirm most often: a clinic visit, a salon or spa slot, a coaching or counselling call, a vehicle or appliance service slot, a professional consultation, a property or site visit, and a home visit or delivery slot, plus a general-purpose one you can adapt. Replace the business names, services and timelines with your own, keep the structure and submit each one with the sample values shown.
How to use these templates
- Open CRM → WhatsApp Templates in your panel and click Create Template.
- Pick the template closest to your business, choose the Utility category and the language.
- Copy the header, body and buttons, then fill in each variable with the sample value from the table above, adapted to your business.
- Submit to WhatsApp and wait for approval; utility templates with specific, factual wording are usually reviewed quickly, though approval is never guaranteed.
- Trigger the approved template from a booking chatbot flow, from Native Calendar in Automations, or from your own booking system through the REST API, the moment a slot is confirmed.
Confirmation first, reminder second
If you are automating bookings for the first time, start with the confirmation: it is the easier win, because it fires on one clear event (a booking is made) and needs no scheduling logic. Add the day-before or hour-before reminder once the confirmation is running reliably. For bookings that can be cancelled or rescheduled, a quick-reply button on the confirmation lets a customer flag a problem immediately, before a reminder would even go out.
For the flow behind turning a reply into an updated booking, see the chatbot builder and the message template definition.
Sources
- Template components — Meta for Developers, checked 12 October 2026
- Template fundamentals — Meta for Developers, checked 12 October 2026
- Pricing on the WhatsApp Business Platform — Meta for Developers, checked 12 October 2026
Broadchat team · Product and partner success team
The people who build and support Broadchat, the white-label WhatsApp Business API platform. We write from what we see while onboarding partners and their clients on the official WhatsApp Cloud API, and we check every article against Meta's current documentation.
Last updated:
8 appointment confirmation templates
Copy the wording, then submit it from CRM → WhatsApp Templates with the sample values shown. Meta reviews every template; approval is never guaranteed.
Hi {{1}}, your appointment with {{2}} is confirmed for {{3}} at {{4}}. Reply RESCHEDULE if this time no longer works.
- Reschedule
General appointment confirmed
Utilityappointment_booking_confirmedLanguage: en
Use it when: Right after any booking is made, whatever the business type, as the default confirmation.
Variables Variable Meaning Sample {{1}} Customer first name Priya {{2}} Business or provider name Sunrise Clinic {{3}} Appointment date 18 Nov {{4}} Appointment time 11:30 am - Keep this as your fallback template and use a more specific one below where it fits your business better.
Hi {{1}}, your visit with {{2}} at Sunrise Clinic is confirmed for {{3}}, {{4}}. Please arrive 10 minutes early with any previous reports.
- Confirm
- Reschedule
Clinic or doctor visit confirmed
Utilityclinic_visit_confirmedLanguage: en
Use it when: Immediately after a patient books a doctor visit, by phone, in person or through a booking page.
Variables Variable Meaning Sample {{1}} Patient first name Arjun {{2}} Doctor or department name Dr Sharma {{3}} Visit date 19 Nov {{4}} Visit time 4:00 pm - Keep diagnosis, test results and other health details out of this template; it only confirms the slot.
Hi {{1}}, your {{2}} appointment at {{3}} is booked for {{4}} at {{5}}. See you then.
Salon or spa booking confirmed
Utilitysalon_booking_confirmedLanguage: en
Use it when: Just after a client books online, by phone or at the counter for a future slot.
Variables Variable Meaning Sample {{1}} Customer first name Meera {{2}} Service booked haircut and spa {{3}} Salon name Glow Studio {{4}} Appointment date 20 Nov {{5}} Appointment time 5:30 pm Your call with {{1}} is booked
Hi {{2}}, thanks for booking a call about {{3}}. We will call you on {{4}} at {{5}}. Keep your phone reachable at that time.
Coaching or counselling call confirmed
Utilitycoaching_counselling_call_confirmedLanguage: en
Use it when: After a lead books a counselling slot through a chatbot, landing page or Click-to-WhatsApp ad.
Variables Variable Meaning Sample {{1}} Counsellor or coach name (header) Arihant Academy {{2}} Customer first name Ishita {{3}} Topic of the call CA Foundation batch {{4}} Call date 21 Nov {{5}} Call time 6:00 pm - A text header holds only one variable, so keep the counsellor or brand name there and the rest in the body.
Hi {{1}}, your service slot for {{2}} is booked at {{3}} on {{4}} at {{5}}. Please bring your service card or invoice.
Vehicle or appliance service slot confirmed
Utilityservice_center_slot_confirmedLanguage: en
Use it when: When a customer books a service or repair slot for a vehicle, appliance or equipment.
Variables Variable Meaning Sample {{1}} Customer first name Vikram {{2}} Vehicle or appliance and ID your Honda City (MH12 AB1234) {{3}} Service centre name Highway Motors {{4}} Service date 22 Nov {{5}} Drop-off time 10:00 am Hi {{1}}, your consultation with {{2}} is confirmed for {{3}} at {{4}}, {{5}}. Share any documents you want reviewed before the meeting.
- Reschedule
Professional consultation confirmed
Utilityconsultation_confirmedLanguage: en
Use it when: After a legal, financial, architectural or similar professional consultation is booked.
Variables Variable Meaning Sample {{1}} Client first name Rohit {{2}} Consultant or firm name Mehta & Associates {{3}} Consultation date 24 Nov {{4}} Consultation time 3:00 pm {{5}} Mode of meeting on a video call - If documents are shared in reply, that happens inside the open customer service window and needs no extra template.
Hi {{1}}, your site visit to {{2}} is confirmed for {{3}} at {{4}}. Our representative {{5}} will meet you there.
Property or site visit confirmed
Utilitysite_visit_confirmedLanguage: en
Use it when: After a buyer, tenant or lead books a site visit, a measurement visit or a showroom appointment.
Variables Variable Meaning Sample {{1}} Visitor first name Rohit {{2}} Property or project name Green Meadows, Wakad {{3}} Visit date 22 Nov {{4}} Visit time 11:00 am {{5}} Representative name Arjun - Do not add project pricing or offer language here; keep it to the visit logistics.
Hi {{1}}, your {{2}} at your address is booked for {{3}} between {{4}}. Our technician will call before arriving.
Home visit or delivery slot confirmed
Utilityhome_visit_confirmedLanguage: en
Use it when: For technician visits, home installations or measurement visits booked at the customer's address.
Variables Variable Meaning Sample {{1}} Customer first name Sneha {{2}} Type of visit AC service visit {{3}} Visit date 23 Nov {{4}} Time window 2 pm and 5 pm
Frequently asked questions
Is an appointment confirmation a marketing or utility template?
Utility, as long as it only confirms a booking the customer just made: who, when and where. Adding an offer, a discount or a product suggestion turns it into marketing and Meta can re-categorise it.
Should the confirmation and the reminder be the same template?
No. Keep them separate so you can send the confirmation instantly when the booking is made and the reminder on its own schedule closer to the appointment. One template cannot be sent twice with different timing rules.
Can I let customers reschedule by replying to the confirmation?
Yes, inside the 24-hour customer service window that opens when they reply. Add a quick-reply button such as Reschedule and route it to a chatbot step that reopens booking, or to an agent in the shared inbox.
Why would a confirmation template get rejected?
The most common reasons are vague wording, unrealistic sample values, a variable at the very start or end of the body, or a line that mixes in a promotion. Fix the cause and resubmit with specific, factual text.