A confirmation email isn’t just another message, but the most critical email in the entire booking process.
Unlike a marketing email, this one directly impacts attendance. It’s often the first interaction a lead has with your team, making it essential for maximizing your show-up rate. That’s why it’s crucial to follow the proven 
iClosed confirmation template guidelines, built on both our experience and data-driven insights.
Pro Tips
Before diving in, here are some key facts to ensure your confirmation email is flawless.
How confirmation emails are sent:
The confirmation email is always sent from the host’s connected email, as configured in
AI Scheduler - Calendar Connection settingsiClosed does not send the confirmation email directly, as it’s triggered by Google Calendar whenever a call is booked in the host’s calendar.
What’s included in the confirmation email:
RSVP buttons (Yes / Maybe / No) allowing the lead to confirm attendance.
The meeting link (Google Meet or Zoom), if connected via
AI Scheduler - Calendar Connections.Cancel or reschedule links (auto-generated from iClosed).
The subject line mirrors your Google Calendar event title (you can customize this if needed)
And, the email body reflects the Google Calendar event details.
Additional notes:
Don’t manually add words like “Confirmed” in your subject. Google automatically adds prefixes:
"Invitation" - when the call is booked.
"Updated" - when it's rescheduled or host changed.
Some leads will receive "Invitation from an unknown sender" and that's completely normal. It simply means it’s the first time their Google account has interacted with your host’s email.
Confirmation Email Best Practices
Here are the key best practices to ensure your confirmation emails consistently reach invitees’ inboxes:
Spam Prevention
Tech setup - Gmail Domain Health and Optimization
For the best deliverability, always use a Business Gmail account (part of Google Workspace with your own domain) rather than a free @gmail.com address.
A verified business domain is significantly more reliable for professional and high-volume communications.
Make sure your domain’s email reputation is strong and properly configured:
Monitor your domain reputation using Google Postmaster Tools
to view spam rates and performance metrics.
You can also use third-party tools like
MXToolbox to check blacklists, SPF/DKIM/DMARC records, and track any bounce or rejection patterns.Regularly review email server logs for signs of delivery issues or rejections.
Content - Follow Google Sender Guidelines
Even though Google sends confirmation emails automatically, other inboxes can still flag them as spam if your domain doesn’t meet 
Google sender guidelines.
Because in most cases your leads are first-time contacts, Google treats the sender as unknown. That’s why your confirmation email must be:
Clean and minimal (no salesy or spam-like language)
Consistent with Google’s sender reputation rules
Avoid misleading subject lines
Avoid URLs (except meeting location links), especially hidden hyperlinks or multiple URLs in the message body.
Confirmation email template
iClosed provides a ready-to-use confirmation email template designed according to Google sender and deliverability best practices.
Below is the recommended format, including all dynamic variables you can pull from the iClosed template builder.
Example
Subject:
Invitee First Name Invitee Last Name x Event Name on Event Date with Closer Name
Body:
Hi Invitee First Name,
Your Event: Event Name with Closer Name is scheduled for Event Date at Event Time.
We'll be meeting here: Event Location
Please click on the "YES" button in this email to confirm your attendance.
Best Regards,
Closer Name
---------------
Form answers:
Invitee Question Answers
Let's break it down, segment by segment to explain why we built it this way:
Subject = Google Calendar Event Name
"Invitee First Name Invitee Last Name x Event Name on Event Date with Closer Name "
Since iClosed integrates directly with Google Calendar, the confirmation email subject will match the Google Calendar event title. This ensures proper synchronization and prevents delivery or display inconsistencies.
Most users prefer including the lead’s full name in the event title, which is why variables such as Invitee First Name Invitee Last Name are automatically available in the iClosed builder.
Body - Intro & Confirmation
Your message should follow this simple but effective structure:
Greet → What → When → Where → CTA
This short and clear layout aligns with Google sender best practices and boosts readability in mobile notifications.
"Hi Invitee First Name,
Your Event: Event Name with Closer Name is scheduled for Event Date at Event Time.
We'll be meeting here: Event Location "
Bear in mind that we're all receiving too many emails in our inbox and people do not open most of them. Keep it short and professional, so leads can skim through emails quickly, especially on mobile.
Pro tips
"We'll be meeting here: Event Location " is intentionally phrased this way because:
Zoom meeting links will appear directly in the confirmation email body, while
Google Meet links will display as plain text.
Since iClosed integrates directly with Google, the Google Meet link is automatically added using Google’s native “Join with Google Meet” button.
It also syncs to the Google Calendar event so invitees can access it easily from either the email or their calendar.
Body - Call-To-Action (CTA)
"Please click on the "YES" button in this email to confirm your attendance."
This CTA is not just functional, but it’s also psychological.
When invitees click “YES”, they make a micro-commitment, which dramatically increases their likelihood of showing up. It also ensures the event is added to their Google Calendar and triggers automatic reminders.
This leverages the Commitment & Consistency principle in behavioral psychology, meaning, once people confirm, they’re more inclined to follow through.
The Host of the call, along with Super Admin's and Sales managers will be able to see this information on 
AI Scheduler - Scheduled Calls page:
Yes = "Confirmed by Invitee"
Maybe = "Marked maybe by Invitee"
No = "Cancelled by invitee"
Pro tips
To further reduce no-shows:
Have Setters or Closers follow up 24 hours before the meeting via phone or personalized message.
If a lead doesn’t respond, use iClosed’s "Mark Slot as Free" feature to reopen the time slot for others to book (available with Business subscription plan - read more about Mark slot as free feature here).
Body - Form Questions and Answers
Placing the lead’s form answers below the closer’s signature ( Closer Name ) keeps your lead focused on the event details in the Confirmation email, while helping the host to prepare before the meeting.
"Best Regards,
Closer Name
---------------
Form answers:
Invitee Question Answers"
Email example:
Google Calendar event details example:
FAQ's
How can I turn off Google Notification reminders that I'm receiving?
How can I turn off Google Notification reminders that I'm receiving?
These notifications come from your Google Calendar settings and are sent from your own Google account, from calendar-notification@google.com.
If you’d like to turn them off or update how you receive them, follow these steps:
Open Google Calendar
In the left sidebar, under My calendars, hover over your calendar
Click on the three dots - next to your calendar name to open the options menu.
Choose Settings and Sharing options
Select Event notifications on the left
Adjust or remove your notification preferences as needed
Why is my confirmation email sent from Google Notifications (calendar-notification@google.com), and not Host Gmail address?
Why is my confirmation email sent from Google Notifications (calendar-notification@google.com), and not Host Gmail address?
This may happen only if email address is hosted externally (e.g. via All-Inkl, not through Google Workspace - Gmail).
This way, you may have linked that mailbox to Google (via IMAP/POP3) or added it as a “send as” address in Gmail, so while you're using Gmail’s interface, Google is not the actual mail host or verified sender domain.
Therefore, when an event invitation or update is sent, Google can’t use the connected mailbox’s SMTP server (since it doesn’t control that domain). Instead, Calendar uses its own trusted system sender "calendar-notification@google.com" to deliver the invite safely and avoid being flagged as spoofed mail.
The user’s calendar event is created under a Google account, but the sender domain isn’t authorized by Google, so Calendar routes invitations through its own notification server.
Here's what you can do to ensure invitations and confirmations appear as being sent directly from your host Gmail address:
Host your domain fully with Google Workspace.
Set up MX, SPF, DKIM, and DMARC records with Google’s configuration.
This gives Google full authentication control for your email and Calendar.
Avoid IMAP/POP-linked accounts for sending calendar invitations.
But, bear in mind that even if you complete all the authentication records, Google’s help docs still caution that using a “non-Google email address” can cause issues 
Google Help article.
Why didn’t my lead receive the event in their Google Calendar?
Why didn’t my lead receive the event in their Google Calendar?
This usually happens because of the lead’s Google Calendar invitation settings, not because the invitation failed to send.
Google Calendar doesn’t automatically add events from unknown senders, and in most cases, your lead has been invited from your host Gmail account for the first time.
By default, Google recently changed how new accounts handle incoming invitations. In some cases, the lead’s setting “Add invitations to my calendar” is set to:
Only if the sender is known or
When I respond to the invitation in email
This means that if your lead hasn’t interacted with your email address before (which is common for first-time bookings from your website or ads), the event won’t appear automatically in their calendar.
This is another reason why we're advising for you to include Call-To-Action "Please click on the "YES" button in this email to confirm your attendance." to ensure lead adds your invite to his calendar.
Once they’ve interacted with your email (or added you to contacts), Google will recognize your sender address as “known.” and all future invites will appear automatically in their calendar.
How can I change the name that appears as the sender in my confirmation emails?
How can I change the name that appears as the sender in my confirmation emails?
iClosed doesn't manage how you're name will appear as email sender, but Google does. If your confirmation emails show an outdated or incorrect name, you can easily update the display name in your Gmail settings.
Here’s how:
Open Gmail and click the gear icon → See all settings.
Go to the Accounts tab.
Under Send mail as, find your email address and click Edit info.
Enter the new name you want to appear as the sender.
Click Save changes.
Learn more