It’s 10 minutes past the hour, and the scheduled appointment you’re waiting on seems to have vanished into thin air. The salon chair sits empty, the doctor’s office echoes in silence, or the meeting room looks like a set from a ghost story.
Frustrating? Definitely. But unlike a ghost, this problem is entirely preventable.
Enter the appointment reminder call script. It’s your secret weapon for battling no-shows, reducing last-minute cancellations, and keeping your schedule on track.
In this article, we’ll show you how to craft scripts that save you time and leave a good impression on clients. Whether you need a friendly nudge, a formal reminder, or industry-specific examples, we’ve got you covered.
Let’s jump in before another slot disappears.
What is an appointment reminder call script?
An appointment reminder call script is a prewritten guide that helps keep communication consistent when reminding clients of upcoming appointments.
A study in the healthcare industry found that reminder calls reduced no-show rates by over 12%. Similar to a customer service call script, appointment reminder scripts give you a clear framework for sharing all the important details — like the appointment date, time, and location — while leaving room for personalization.
Appointment reminder call script examples
To save you time and make your appointment reminder calls more effective, we’ve compiled 10 appointment reminder templates tailored to various situations. And if you prefer to message customers, you can use these appointment confirmation text templates.
1. General appointment reminder call
Hello [Customer Name],
This is [Your Name] calling from [Business Name]. I’m calling to remind you about your [Type of Appointment] scheduled for [Date] at [Time]. The appointment should take approximately [Duration].
Please remember to bring [Necessary Documents] to the appointment.
If you have any questions or need to reschedule, please give us a call at [Contact Information]. We look forward to seeing you then.
Have a wonderful day!
2. Formal appointment reminder call
Good morning/afternoon/evening [Title, Customer Last Name],
This is [Your Name] with [Business Name]. I’m reaching out to confirm your upcoming appointment on [Date] at [Time]. Please arrive 10 minutes early and bring [Important Documents/Items] to ensure we have all relevant information.
If you need to make any changes to your appointment, you can reach us at [Contact Information], and a member of our team will be happy to assist you.
Thank you, and we’ll see you soon.
3. Casual appointment reminder call
Hi [Customer Name],
This is [Your Name] from [Business Name].
Just a quick reminder that you’re booked for a [Type of Appointment] on [Date] at [Time]. Let us know if anything comes up.
Otherwise, we’ll see you there. Take care!
4. One week before confirmation call
Hello [Customer Name],
This is [Your Name] with [Business Name]. I’m calling to confirm your appointment for [Date] at [Time]. Please let us know if you would like a reminder call closer to the date, and we can schedule one for you.
Feel free to reach out at [Contact Information] if you have any questions or need to reschedule.
Thank you, and see you soon!
5. Day before appointment with confirmation request
Hi [Customer Name],
Just checking in! This is [Your Name] from [Business Name] with a friendly reminder that your appointment is tomorrow, [Date], at [Time].
Please confirm by calling us at [Contact Information] or messaging us at [Contact Information].
Looking forward to seeing you!
6. Day of appointment reminder call script
Hi [Customer Name],
This is [Your Name] from [Business Name] with a quick reminder that your appointment is today at [Time]. If you have any questions or need to make any changes, feel free to call us at [Contact Information].
Otherwise, we’ll see you soon! Take care.
7. Healthcare-related appointment reminder script
Hello [Title, Patient Last Name],
This is [Your Name] from [Practice Name]. This is a friendly reminder about your upcoming appointment on [Date] at [Time]. Please bring [Important Documents] with you, and plan to arrive 15 minutes early to complete any paperwork.
If you need to reschedule or have questions, give us a call at [Contact Information].
We’re looking forward to seeing you!
8. Dentist appointment reminder script
Hi [Title, Patient Last Name],
This is [Your Name] from [Practice Name]. We look forward to seeing you for your dental appointment on [Date] at [Time].
Please be sure to arrive five minutes before your appointment’s start time to fill out any necessary paperwork.
If anything changes, let us know at [Contact Information].
Otherwise, we’ll see you soon!
9. Salon appointment reminder script
Hi [Customer Name],
This is [Your Name] from [Salon Name]. Just a reminder that your appointment for [Service Type] is coming up on [Date] at [Time].
If you’d like to make any changes or share ideas for your appointment, just let us know! You can reach us at [Contact Information] from [Business Hours] Monday to Saturday.
We can’t wait to help you look and feel amazing. See you soon!
10. Vet appointment reminder script
Hi [Customer Name],
This is [Your Name] from [Vet Clinic Name]. I’m calling to remind you about [Pet Name]’s appointment on [Date] at [Time]. Don’t forget to bring [Necessary Items, e.g., a leash or carrier] to ensure everything goes smoothly.
If you have any questions or need to reschedule, give us a call at [Contact Information].
We’ll see you and [Pet Name] soon!
What to include in an appointment confirmation call
Making your appointment reminder call effective comes down to including key details that leave no room for confusion.
Here’s what to cover:
- Introductions
Start by saying your name and the name of your business. Not every customer will have your number saved or instantly recall making the appointment.
Example: Hello [Customer Name], this is [Your Name] from [Business Name].
- Appointment details
Be clear about the appointment date, time, location, and special instructions. Mention what they may need to bring, like specific documents or items.
Example: I’m calling to remind you of your [Type of Appointment] on [Date] at [Time]. Please don’t forget to bring [Necessary Items].
- Personalization
Use the customer’s name and tailor the script to the type of appointment. This shows care and attention to detail, which helps build trust.
Example: Hi [Customer Name], we’re excited to see you for your haircut appointment this Friday at 2:00 PM!
- Instructions to reschedule or cancel
Life happens! Make it simple for clients to notify you of changes to avoid last-minute no-shows.
Example: If you need to reschedule or cancel, please call us at [Contact Information] at least [Notice Period] in advance.
Including these components ensures every reminder is clear, professional, and customer-focused. If you need a more advanced solution, consider exploring appointment reminder software.
More time-saving ways to remind your customers about appointments
Keeping your schedule on track doesn’t have to be a juggling act. Automating appointment reminders via text can reduce no-shows, saving you time and money without sacrificing the personal touch your customers appreciate.
Here’s how automating reminder texts can help:
- A week before: A gentle nudge to confirm the appointment.
- The day before: A friendly reminder to ensure they’re prepared.
- The day of: A last-minute message to prevent forgetfulness.
With OpenPhone, setting up automated reminders is simple:
- Scheduled texts: Plan reminders to go out at the right times.
- Snippets: Use customizable templates for quick messages.
- Integrations: Connect OpenPhone with tools like Zapier and CRMs for a seamless workflow.
Ready to simplify your reminders and reduce no-shows? Explore our appointment reminder text templates and call flow scripts, or see how OpenPhone can streamline your workflow with a seven-day free trial.
