Appointment request form template

Take appointment requests for a salon, studio, tutor, firm or office: what it is for, two dates that suit, the time of day and how to meet, for you to confirm.

Use this template

Preview · answers aren’t saved

Page 1 of 2

What is the appointment for? (required)

Have you been here before? (required)

How would you like to meet? (required)

First-choice date (required)

Second-choice date

Best time of day (required)

Choose as many as you like

14 questions · about 2 min · logic · prefill from the link

No sign-up to start
Unlimited responses on Free

Print it as a PDF Word version

Change the questions in Word, then print.

What you get back

Every response lands in your results the moment it is sent. Turn on email notifications and each one arrives like this, and the same answers become a row in your spreadsheet.

From PulseFormCreator

Subject New response to Request an appointment

What is the appointment for?: A first consultation
Have you been here before?: New client
How did you hear about us?: A friend or family member
Who would you like to see?: Anyone available
How would you like to meet?: Video call
First-choice date: 15 Sep 2026

and 8 more answers

A sample email with made-up answers.

submitted_at	What is the appointment for?	Have you been here before?	How did you hear about us?	Who would you like to see?	How would you like to meet?
23 Sep 2026 09:41	A first consultation	New client	A friend or family member	Anyone available	Video call

Export to CSV or Excel, or send responses to Google Sheets, Notion, Airtable, Slack or a webhook. All free.

What happens after someone submits

Set it up once in the Workflows tab, and each request gets a time without phone tag.

Submitted
They finish the form

The thank-you screen can offer a Book a time button that opens your booking page with their name and email filled in.
A request comes in

You get an emailed calendar invite for their first-choice date, as an all-day event.
You pick a time

Reply from the response to confirm it or offer another, and their answer comes back into the same thread.

Set this up when you use the template

What this form asks, and why

An appointment request form should say what the appointment is for and who it is with, give two dates and a time of day that suit, say how to meet and how to reach the person. It should also say plainly that nothing is booked until you confirm.

The last column shows how often real appointment request forms ask for it.

Question	Why it is there	Real forms
What is the appointment for? Required	What the time is for, and so how long. 13 of 22 forms ask from a topic list.	13 of 22 forms
Have you been here before? Required	New clients often need a longer first slot. 5 of 22 forms ask.	5 of 22 forms
How did you hear about us? Only when “Have you been here before?” is “New client”	Shown to new clients only.	4 of 22 forms
Who would you like to see?	Salons and firms book by person; “Anyone available” fills the gaps.	Our own recommendation
How would you like to meet? Required	Decides whether the confirmation carries an address or a link.	4 of 22 forms
First-choice date Required	A date, not a slot. 10 of 22 forms ask one, and nothing is booked until you confirm it.	10 of 22 forms
Second-choice date	Optional. Two dates usually settle it in one reply.	10 of 22 forms
Best time of day Required	Narrows the slot without pretending to show your calendar, as on 10 of 22 forms.	10 of 22 forms
Your name Required	Asked on 22 of 22 forms.	22 of 22 forms
Email Required	Where your confirmation goes.	22 of 22 forms
Mobile	Optional, for a same-day change.	20 of 22 forms
Anything we should know before we meet?	Helps you prepare, and asks people to leave health details out.	13 of 22 forms
Text messages Only when “Mobile” is answered	Shown once a phone number is given: unchecked, and about this appointment only.	Our own recommendation
How this works Required	Says plainly that nothing is booked until you reply, a checkbox 2 of 22 forms require.	2 of 22 forms

What we left out

Exact time slots. A form cannot see your calendar, and offering a taken slot breaks trust. Ask for dates and a time of day, then confirm.
A deposit or no-show fee. Card numbers do not belong in a form field. Put your payment link in the email that confirms the time.
A library card or ID number. 4 of 22 forms ask it. Only the advising preset does, and it stays optional.
Date of birth or a tax number. 2 of 22 forms ask a date of birth, and one tax firm a tax ID number, just to request a time. Neither is needed to book.

What 22 real appointment request forms ask

How many include each field, from forms organizations use today. Part of the Form Field Index.

Email address 22 of 22
Name 22 of 22
Phone number 20 of 22
Topic from a list 13 of 22
What they need help with, in their words 13 of 22
Anything else to help prepare 11 of 22
A preferred date or dates 10 of 22
Preferred time of day 10 of 22

Read September 2026 · US 20, Australia 1, UK 1 · Sources

Los Angeles Public Library · public library, US
Buffalo and Erie County Public Library · public library, US
Austin Memorial Library · public library, US
Deschutes Public Library · public library, US
New Berlin Public Library · public library, US
Evansville Vanderburgh Public Library · public library, US
Springfield City Library · public library, US
Somerville Public Library · public library, US
Richland Library · public library, US
Lexington County Library · public library, US
Great River Regional Library · public library, US
Blush Bridal Gallery · bridal boutique, US
The Look Salon & Spa · hair salon and spa, US
Salon Vermont · hair salon (independent stylists), US
Abell Animal Hospital · veterinary clinic, US
Saddleback Animal Hospital · veterinary clinic, US
Hershey Veterinary Hospital · veterinary clinic, US
Huntington Beach School of Music · music school, US
University of Colorado Boulder International English Center · university English language center (tutoring), US
Head to Toe Day Spa · day spa, US
Vets4Pets · veterinary practice chain, UK
General Tax · tax accountant, Australia

How the form changes as people answer

Most people see a shorter form. These questions and screens only appear when an answer calls for them.

When “Have you been here before?” is “New client”

shows “How did you hear about us?”
When “Mobile” is answered

shows “Text messages”

Make it yours

One link per service or studio

Add ?service=A first consultation&team=the Main Street studio to a link: the service is chosen and the heading names the studio.
Stop at the number you can answer

In Settings, turn on Limit responses before a promotion. The form closes at that number until you raise it, and its closed message gives your email.
Close while you are away

In Settings, set a close time under Schedule, and edit the closed message to say when you are back.

Good practice and the law

UK
Health details are special category data, which is why the details box asks people to leave them out. ICO, special category data
US
Autodialed marketing texts to mobiles need prior express written consent, so keep the texting checkbox to this appointment. 47 CFR 64.1200

Questions about this template

Can a clinic use it for patient appointments?

No. PulseFormCreator is not HIPAA compliant, so it is not for patient or therapy bookings.

What if neither date suits?

Reply with the closest time you have. The thank-you screen already says you may offer one, so a counter-offer is expected.

How quickly should I reply?

Say on the form when you will reply, and keep to it. With two dates and a time of day, one reply usually settles it.

Can a salon ask clients to accept a cancellation policy?

Pick “Salon and beauty” above the preview: it adds your policy with a required checkbox, and drops the phone and video options. Waxing and lash clients also sign a waxing consent form or lash lift consent form.

Can tutors or coaches use it?

Pick “Tutoring or coaching” above the preview: the subject, the student’s age group, in person or online, and the student’s name when a parent books.

Which form do you need?

Not quite the job? One of these may fit, or browse all request forms.

Room booking form
For hiring a room, hall or piece of equipment for a date.
Repair service request form
When a technician goes to the customer’s place.
Tax client intake form
For an accountant taking on a new client, once the first meeting is set.

Start with the appointment request form template

Open it in the editor, list your services and staff, and put the link on your “Book now” button.