It happens to the best of us. You block off time in your schedule, prepare for your client’s arrival, and wait… and wait. And the client doesn’t show.
Missed appointments are a drain on revenue. Especially for small businesses that depend on every single appointment.
A simple, well-crafted reminder can give clients the nudge they need to show up. Or at the very least, let you know if they can’t make it.
But who has time to write messages from scratch? We do, that’s who.
In this article, you’ll find 10 ready-to-use appointment reminder templates (for email and SMS) tailored for different scenarios, plus practical tips for crafting effective reminders. Let’s get those appointments back on the books!
10 ready-to-use appointment reminder templates
Here are 10 appointment reminder templates (for both email and SMS) you can use as inspiration or copy and paste into your appointment reminder software as is.
When deciding between email and SMS reminders, consider the type of appointment, how quickly clients need to see the message, and the type of information you’re sharing. You can also give your customers the option to select which method they prefer when they book online.
SMS appointment reminders are better for quick, short reminders. They’re also more likely to be seen than emails since they don’t get lost in crowded inboxes and even show up on lock screens.
For appointments that require detailed instructions, like consultations or first-time visits, email may be more appropriate.
📞 Prefer to give reminders through the phone? No problem. Here are some free appointment reminder phone call scripts to help you out.
5 appointment reminder email templates
Email reminders are great for sending customers detailed information like preparation instructions, cancellation policies, attachments, or links.
Start by sending an email 24-48 hours before the appointment. For services booked well in advance, consider adding a reminder a week beforehand to give clients extra time to reschedule if they need to.
Then, track client feedback (are they getting too many emails?), no-shows, and cancellations to refine the email frequency.
Here are five appointment reminder email templates to help you get started:
1. General appointment reminder email
Subject: Don’t forget: Your appointment with [COMPANY NAME]
Body: Hi [CUSTOMER NAME],
It’s [YOUR NAME] from [COMPANY NAME]. Here’s a quick reminder of your upcoming [TYPE OF SCHEDULED APPOINTMENT] with us:
Date: [DATE]
Time: [TIME]
Location: [ADDRESS]
Have any questions? We’re here to help! You can call us at [PHONE NUMBER] or reply to this email.
Looking forward to seeing you soon.
Best,
[NAME]
[BUSINESS NAME]
2. Appointment reminder email with cancellation or rescheduling details
Subject: Your appointment with [BUSINESS NAME] is coming up!
Body: Hey [CUSTOMER NAME],
[YOUR NAME] here from [BUSINESS NAME]! Just a reminder about your upcoming appointment with us on [DATE] at [TIME].
Friendly reminder: Appointments canceled or rescheduled with less than [XX HOURS] notice are non-refundable.
You can update or cancel your appointment using this link: [URL].
Need to give us a call? You can reach us at [PHONE NUMBER].
Looking forward to seeing you!
Best,
[NAME]
[BUSINESS NAME]
3. Reminder email with preparation details
Subject: Prepare for your appointment with [BUSINESS NAME]
Body: Hi [CUSTOMER NAME],
We’re looking forward to seeing you for your [TYPE OF SERVICE] appointment on [DATE] at [TIME]. You can find us at [BUSINESS ADDRESS].
To ensure everything goes smoothly, here are a few things to keep in mind:
- Please bring [LIST OF ITEMS]
- Arrive at least [X MINUTES] early to allow for check-in
- [ANY OTHER SPECIFIC INSTRUCTIONS]
If you have questions or need assistance, feel free to reach out at [PHONE NUMBER] or reply to this email.
Thank you, and we’ll see you soon!
Best regards,
[NAME]
[BUSINESS NAME]
4. Cancellation policy reminder email
Subject: Reminder: Your appointment with [BUSINESS NAME]
Body: Hi [CUSTOMER NAME],
We’re writing to remind you of your appointment with [BUSINESS NAME] on [DATE] at [TIME].
Please note our cancellation policy: [BRIEF SUMMARY OF POLICY]. To avoid a fee of [$XXX], we kindly ask for at least [X HOURS] notice for cancellations or rescheduling.
If you need to make any changes to your appointment, you can contact us at [PHONE NUMBER] or click [URL].
We appreciate your understanding and look forward to seeing you!
Best regards,
[NAME]
[BUSINESS NAME]
5. Missed appointment follow-up email
Subject: We missed you at [BUSINESS NAME]
Body: Hi [CUSTOMER NAME],
We noticed you missed your appointment on [DATE] at [TIME]. We hope everything is okay!
If you’d like to reschedule, you can do so easily by clicking [URL] or calling us at [PHONE NUMBER].
As a reminder, our cancellation policy requires [X HOURS] notice for changes to avoid a [$XXX] fee.
We’d love the chance to serve you soon. Let us know how we can help!
Best regards,
[NAME]
[BUSINESS NAME]
📧 Pair reminders with appointment confirmation emails to further reduce no-shows and late cancellations. Here are 30 ready-to-use appointment confirmation email templates to speed things up.
5 appointment reminder text templates
Appointment reminder texts get straight to the point. They’re great for quickly sharing the essentials (like the date, address, and appointment time) without overwhelming your clients.
You might need to adjust how often you send them depending on your client’s preferences and the nature of your business, but one reminder 24 hours before the appointment is a good starting point.
For some services, like consultations or first-time visits, a follow-up text a few hours beforehand can be helpful.
Here are five appointment reminder text messages to get the ball rolling:
💡 Want to reduce no-shows even further? Check out our appointment confirmation texts guide for 30 templates to help you lock in client plans as soon as they book.
1. General appointment reminder text
Hi [CUSTOMER NAME], this is [NAME] from [BUSINESS NAME]. Just a friendly reminder about your appointment on [DATE] at [TIME]. We look forward to seeing you! Reply STOP to opt out of future messages.
2. Appointment reminder text with cancellation or rescheduling details
Hi [CUSTOMER NAME], [NAME] here from [BUSINESS NAME]. A quick heads-up about your upcoming appointment on [DATE] at [TIME]. If you need to make changes, call us at [PHONE NUMBER] at least 24 hours in advance. Reply STOP to opt out.
3. Reminder text with preparation details
Dear [CUSTOMER NAME], we’re reaching out to remind you of your upcoming appointment scheduled for [DAY, DATE] at [TIME]. Please remember to bring [LIST OF ITEMS/SPECIFIC PREP]. If you have any questions, call us at [PHONE NUMBER]. Reply 1 to unsubscribe.
4. Cancellation policy reminder text
This is a friendly reminder of your appointment with [BUSINESS NAME] on [DATE] at [TIME]. Please note: cancellations or rescheduling require at least [X HOURS] notice to avoid a [$XX FEE]. Call us at [PHONE NUMBER] if you have any questions.
5. Missed appointment follow-up text
Hey [CUSTOMER NAME], we missed you at your appointment on [DATE]! Let us know if you’d like to reschedule — we’d love to see you! Just give us a call at [PHONE NUMBER]. If you’d rather not get follow-ups like this, reply END.
7 ways to send better appointment reminders
Keep these best practices in mind to send better reminders, reduce no-shows, and improve your relationship with customers:
- Adhere to SMS compliance laws: Always provide a clear way for recipients to opt out of messages in every text and ensure you have their consent to message them.
- Avoid generic link shorteners: Shortened links (like bit.ly/1a2bcd) help make messages more compact, but they can get your SMS filtered out by the recipient’s carrier. Avoid shortening links or use a service like Rebrandly to create branded short links that meet carrier standards.
- Keep it brief: Focus on the essentials — client name, appointment date, time, and location. Avoid overwhelming your clients with unnecessary details.
- Use clear language: Make sure instructions for confirming, rescheduling, or canceling the appointment are simple and easy to follow.
- Personalize the message: Use the recipient’s name and the service they booked to tailor the message to them. It shows you care about your clients as individuals, not just another appointment.
- Mention your cancellation policy: Remind clients of cancellation terms in your messages to reduce last-minute cancellations and changes.
- Take advantage of automations: Save time and keep communications consistent by automating your appointment reminders. With OpenPhone, you can easily integrate with Zapier or Make to handle high-volume reminders. Here’s an example of an automation you could set up:
Keep your books full with appointment reminders
Missed appointments cost you time and money. Sending reminders ensures clients show up as planned, helping you avoid headaches and unnecessary gaps in your schedule.
With OpenPhone, you can simplify the process by automating reminders, using templated messages (or snippets) to address common requests quickly, and scheduling messages to reach clients at the right time.
OpenPhone also keeps all client communications (both texts and calls, even across different business locations) in one unified inbox. On your side, this means no more jumping between tools to find the conversation you need. On the client’s side, it means consistent and professional customer communication every time.
But of course, we’re biased. So don’t take our word for it. Sign up for a free seven-day trial and try OpenPhone for yourself today!
