Free meeting confirmation email templates for sales — confirming a scheduled call or meeting, and confirming a reschedule. Fill in the fields and insert directly into Gmail or Outlook with the WordFields Chrome extension.
Hi [Prospect first name],
Just confirming our [] on [Meeting date] at [Meeting time] [Timezone — e.g. GMT / EST / CET].
[Video link, office address, or phone number to expect a call from]
We'll cover: [Agenda item 1], [Agenda item 2], and [Agenda item 3 or ].
If anything comes up and you need to reschedule, just reply here or reach me at [VALUE("Author.EmailAddress")].
Looking forward to it.
[VALUE("Author.FullName")]
[VALUE("Organization")]
Hi Prospect first name,
Just confirming our Select on Meeting date at Meeting time Timezone — e.g. GMT / EST / CET.
Video link, office address, or phone number to expect a call from
We'll cover: Agenda item 1, Agenda item 2, and Agenda item 3 or .
If anything comes up and you need to reschedule, just reply here or reach me at =VALUE("Author.EmailAddress").
Looking forward to it.
=VALUE("Author.FullName")
=VALUE("Organization")
Hi [Prospect first name],
No problem at all — I've moved our [] to [New meeting date] at [New meeting time] [Timezone].
[Updated video link or location details]
If this new time does not work, let me know and we'll find something that does.
See you then.
[VALUE("Author.FullName")]
[VALUE("Organization")]
[VALUE("Author.EmailAddress")]
Hi Prospect first name,
No problem at all — I've moved our Select to New meeting date at New meeting time Timezone.
Updated video link or location details
If this new time does not work, let me know and we'll find something that does.
See you then.
=VALUE("Author.FullName")
=VALUE("Organization")
=VALUE("Author.EmailAddress")
Use WordFields to fill in and insert either of these directly into Gmail or Outlook — no copy-pasting, no switching tabs. Merge tags like [My:FullName] and [Organization:Name] fill in automatically every time.
What's included
Each snippet auto-populates the following fields when used in WordFields:
- Prospect first name
- Meeting purpose, date, time, and timezone
- Video call link, office address, or phone details
- Brief agenda items (confirmation variant)
- Reschedule reason and updated details (reschedule variant)
- Sender name, email, and organisation name (pulled from the logged-in user and workspace automatically)
When to send a meeting confirmation email
Send the meeting confirmation as soon as the meeting is booked — not the night before, not the morning of. The confirmation serves two purposes: it locks in the details for both parties while the conversation is still fresh, and it signals that you are organised and the meeting is worth the prospect's time. A same-day confirmation after a booking also gives the prospect the opportunity to correct any details while they still remember them — the date, the right dial-in number, the correct time zone.
Include a brief agenda even for short calls. Three bullet points is enough. A prospect who knows what the meeting is for is more likely to show up prepared and less likely to cancel. It also removes the ambiguity of a blank calendar invite, which is easy to deprioritise when the week gets busy. The agenda does not need to be formal — it just needs to answer the question the prospect will have when they see the invite: what is this actually about?
The reschedule confirmation is worth having as a saved snippet because it is sent under mild pressure — the prospect has just asked to move the meeting and you want to respond quickly, confirm the new details, and keep the tone friendly without it seeming like an inconvenience. A pre-written snippet means you can respond in under a minute, which signals professionalism and keeps the deal moving.
Frequently asked questions
What should a meeting confirmation email include?
At minimum: the date, time, and timezone of the meeting, the location or video call link, a one-line reminder of the purpose, and a way to reach you if anything changes. For sales meetings, it is also worth including a brief agenda so the prospect knows what to expect and comes prepared. Keep it short — a confirmation email is not a proposal. Its only job is to make sure both parties show up to the right place at the right time.
When should you send a meeting confirmation email?
Send it as soon as the meeting is agreed — immediately after the calendar invite goes out, or the same day a verbal agreement is made. For meetings booked more than a week in advance, send a second confirmation the day before as a reminder. Studies consistently show that no-shows drop significantly when a timely confirmation email is sent. Do not wait until the day before to send the first confirmation — by then, the prospect may have already double-booked.
How do you confirm a meeting without sounding overly formal?
Match the tone of your existing conversation with that contact. If the exchange has been casual and first-name, the confirmation can be brief and friendly. If the relationship is more formal, a slightly more structured email is appropriate. In either case, the confirmation does not need to be long. Two to four sentences covering the essential details is enough. Avoid opening with 'I am writing to confirm' — it is stiff and wastes the first line. Start directly with the confirmation itself.
Should you include an agenda in a meeting confirmation email?
For discovery calls and sales meetings, yes — a brief agenda signals preparation and helps the prospect feel confident about how the time will be used. It does not need to be detailed: two or three bullet points covering what you plan to discuss is enough. For an initial cold-to-warm call where the scope is still loose, a single sentence describing the purpose of the call is sufficient. Including an agenda also makes it harder for the prospect to cancel without a clear reason, which reduces no-shows.
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