Appointments - Do you make sure your appointment has a good subject?
When sending an appointment, choose a clear and informative subject, so key details are visible at a glance. This helps people quickly understand the purpose without needing to open the appointment.
Meeting request
If the appointment is a meeting request you should include the names of the persons attending that appointment.
Subject: Meeting with Adam
Location: Online
❌ Figure: Bad example – Too vague, doesn't say who else is involved or what it’s about
Subject: Northwind Project Sync – John, Mary, and Adam
Location: Teams Meeting
✅ Figure: Good example – Clear topic and attendees included in the subject
Hotel bookings
For hotel bookings, include the hotel name, guest name, and duration in the appointment subject; and address in the location.
Tip: Use the emoji 🏨 for extra clarity.
Subject: Accommodation
Location: Hotel
❌ Figure: Bad example – Generic subject and location—unclear which hotel or where it is
Subject: 🏨 Hilton Downtown – 3 nights for Adam
Location: 123 Main St, New York, NY
✅ Figure: Good example – Provides clear hotel name, duration, and address
Flight bookings
For flight bookings, include at least the passenger name and flight number. To improve clarity, add the origin, destination, and departure date and time in the subject. The location should have the airport name. If relevant, include the terminal number in the location as well.
Tip: Use the emoji ✈️ for extra clarity.
Subject: Flight
Location: Airport
❌ Figure: Bad example – No passenger name, flight number, or route — unclear and unhelpful
Subject: ✈️ Adam – SYD > MEL – QF409 - 10 May, 9:30 AM
Location: Terminal 3, Sydney Airport
✅ Figure: Good example – Includes all essential details for quick reference
Note: Attaching the airline booking confirmation PDF to the appointment is a great failsafe.
To avoid missing details when booking flights, carefully read through Do you create an appointment for flights?
Note: CRM users making bookings should keep their naming standards consistent.