Appointment confirmation
APPOINTMENT CONFIRMATION PROCEDURE – REC-PRO-008-B
Version: 1.0 | Date: 20/11/2020 | Department: Recruitment
🎯 Objective
Ensure that each scheduled appointment with a candidate is confirmed in advance to guarantee attendance, proper planning, and a professional image of the school.
👤 Who
Recruitment Officer
🧭 What
- Call the candidate the day before the appointment to confirm their presence.
- Send a reminder email the day before to avoid any missed appointments.
- If the candidate cannot attend, reschedule as soon as possible to avoid losing an opportunity.
📞 How
1️⃣ Phone Reminder
Call the candidate one day before the scheduled appointment (interview, admission test, or contract signing) to confirm their attendance.
- Clearly mention the purpose of the appointment (e.g., admission interview, contract signing).
- State the name of the staff member they will meet and the exact time of the meeting.
2️⃣ Email Reminder
Send a confirmation email the day before the meeting using the following template:
Subject: Appointment Confirmation – [Date] at [Time]
Dear [Mr./Ms. Last Name],
This message is to confirm your appointment scheduled for [day/date/time] at the School of Business of Lyon / École Élégance.
Please make sure to arrive a few minutes early at our campus located at [address].If you are unable to attend, kindly let us know as soon as possible so we can reschedule.
Best regards,
[First Name] – Recruitment Department
recrutement@eclyon.fr
3️⃣ If the candidate reports an absence
- Reschedule the appointment immediately to the next available date.
- Explain that postponements are exceptional and must be justified by an unforeseen major issue.
- Repeated absences or cancellations are considered as lack of seriousness; these applicants should not be re-contacted.
4️⃣ Verification
- Ensure the candidate’s email address and phone number are correct before sending the reminder.
- If the email bounces, call the candidate directly to confirm details.
🗂️ Follow-up and Recording
- Record all confirmed or rescheduled appointments in Zoho CRM > Candidates module.
- Update the status: Confirmed / Rescheduled / Cancelled / No-show.
🕓 Frequency
Daily – for all upcoming appointments scheduled for the next day.
📋 Quality Indicators
- Appointment confirmation rate ≥ 95%.
- No-show rate ≤ 10%.
- Average rescheduling delay ≤ 3 days.
Prepared by: M. Ferrand – Quality Officer
Validated by: H. Maniveau – Quality Manager
Approved by: H. Diaz – Director