Request a Customer’s Approval for a Revised Appointment Duration

Before you write

Use this example when a service visit now needs more time than originally planned and the customer must confirm availability. Gather the details below so the recipient can act without asking you to reconstruct the situation.

• Original booking duration
• Verified reason for the change
• Revised window and any term implications

An email you can adapt

The subject “Revised duration for appointment [reference]” identifies the request. Replace each bracketed field with a checked detail and remove any sentence that does not describe your situation.

Subject: Revised duration for appointment [reference]

Hi [name],
Our preparation for [service] indicates that the appointment may need [revised duration] rather than [original duration] because [confirmed reason]. Could you confirm whether the longer window works for you? Any change to charges or scope will be explained through [approved process] before you agree. If the revised window is unsuitable, [owner] can review another arrangement. The existing booking remains subject to our explicit confirmation of the change.
Best, [sender]

Check the boundary

A time extension must not quietly expand chargeable scope or imply the customer has accepted new terms.

What a useful reply should settle

The reply should confirm availability while leaving any separate commercial approval clearly identified.

Send a corrected booking confirmation once timing and any applicable terms have been properly agreed.