Appointment reminder templates to use (For SMS and Email)

Appointment reminder templates to use (For SMS and Email)

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Many businesses rely on specific tools to help save time and manage tasks more efficiently. For example, when customers do not keep their appointments, a company may waste valuable time and energy tracking them down, and may even cancel the deal that was arranged.

Having the right appointment reminder templates is essential if you want to be more efficient. Email and text messaging are some of the most popular forms of doing so, and they have been known to save businesses time and money.

Appointment reminders are an excellent resource for both the business and its clients. Many types of templates are available, each with its own unique features designed to help.

The critical aspect is to find an appointment reminder templates that work with the activity that you are participating in.

They can be used in any industry, whether you are a therapist, hairstylist, fitness trainer, or anything else. They are convenient, and not hard to implement.

Keep reading more about this topic in this article created by our team at Trafft and learn how to choose the best one.

Why use appointment reminder templates?

Improves Office Productivity

When using a single manager, you are going to be spending less time communicating with clients about their upcoming appointment. When an email reminder or text reminder gets sent, clients get the information they need and save time as well.

Initiate Two-Way communication

Another great aspect of a meeting reminder is that it can initiate a two-way conversation. Not everyone that has an appointment reminder template has the time to field calls, making use of this text message quite useful.

Appointment reminders that are sent using text messages let recipients ask any questions, and get responses quickly. Texts can also be sent to multiple individuals if it applies to them, making these tools very useful.

Appointment reminders help clients plan

Reminders help clients plan - appointment reminder template

Besides the actual reminding message itself, appointment reminders also help clients with planning. In the appointment reminder template, information such as details of the meeting, what needs to be prepared, etc., can be customized to optimize the reminder. This is very beneficial when dealing with things such as consultations, depositions, or court appearances.

Better Customer Service with Fewer Touchpoints

Although a personalized phone call may sound like an excellent way to reach a client, the truth is that a lot of people are not available to speak throughout the day. So, chances are that many of the calls will be ignored or misses, especially if they do not know the number.

With an appointment reminder template used via email or SMS, clients will not be disrupted and have a higher likelihood of regarding the reminder.

Text Message appointment reminder template

SMS reminders are very accessible, and therefore, choosing the right text message for your business is essential. Depending on the type of business that you operate, you may need to consider the tone of the text message and how the client will receive it. Have a look at these examples and choose the ones that fit you best.

Appointment reminder template for Hair and Beauty Salons:

Dear [Client’s Name], you have a reminder from [Staff]at [Business Name] regarding the appointment on [Appointment Date] at [Start Time] for [Services]. If you want to reprogram, call, or text at [Phone Number]. We would appreciate 48 hours for rescheduling or cancellations. Have a nice day!
Dear [Client’s Name], you have a reminder [Staff]at [Business] in regards to your appointment on [Appointment Date] @ [Start Time]. If you want to reschedule, call or text at [Phone Number]. No call/ No shows [Fee Amount] required to reschedule!
Reminder from [Staff]at [Business] regarding your appointment at [Appointment Date] at [Start time]. To reschedule, call [Phone Number].
Dear [Client’s Name], you have a reminder from [Staff], your [Professional Role], about the appointment on [Appointment Date] from [Start Time] till [End Time]. If you needto cancel or reschedule, please text [Phone Number].
Hi [Client’s Name]! A reminder from [Staff] at [Business Name] about your appointment on [Appointment Date] from [Start Time] till [End Time]. If you need to reschedule, let me know. Thanks!

Appointment reminder template for Medical and Dental Practice

This is a reminder from Healthy Teeth on [Appointment Date] at [Start Time]. 1.Patient: [Name] 2.Treatment: [Services] 3.Location: [Address]. For any request, call or text [Number] Note: Being on time avoids longer wait. Occasional delays may happen due to in-line patients.
Hi [First Name]. This is Joe from [Medical Clinic]. This is a reminder to fill out all of the new patient paperwork we emailed you before your appointment at [Custom Field 1] at our Boston office. Thanks!
You have an appointment with [Physician’s Name] on [Appointment Date] at [Start Time]. If you need to reschedule, please call the office at <Phone Number>. Press 1 to confirm your appointment.
Hello! A reminder from [Doctor or Provider Name] about your appointment on [Appointment Date] at [Appointment Time]. Avoid eating 12 hours before the meeting. Reply 1 to confirm, 2 to cancel.
You have an eye check scheduled with Dr. Day on [Appointment Date] at [Appointment Time]. Free parking is available at Levels 1-3. Come 15 minutes early to fill out new client paperwork. Reply 1 to confirm, 2 to cancel, or 3 to reschedule.
Hi [Patient First Name] – this is a reminder of your upcoming appointment with Dr. Geller at Natural Den on [Appointment Day] at [Appointment Time]. Reply 1 to confirm, 2 to cancel, or 3 to reschedule.
Joe, your appt with Dr. Sandy for a dental health checkup is tomorrow, August 10, at 10 AM. Answer to CONFIRM.

Appointment reminder template for Other Businesses

Hello [Client’s First Name], you have a reminder for the Appointment with [Business Name] on [Date/Time]. Please reply and confirm.
Hi [Client’s First Name], this is [YourName] from [Business Name]. We tried calling you today at the scheduled time, but it looks like we missed you. Is there a better time to chat on the phone? It will not take much time!
Dear [Client’s First Name], this is a reminder from [BusinessName] about your appointment on [Date] at [Start Time]. To reschedule, call [Business Phone].
Hello [Client’s First Name],this is a a reminder regarding your appointment on [Date]at [Start Time]. Thanks! [Business Name]
Hello [First First Name], looking forward to meeting with you today at [Start Time]. Here is a link for the address of my office: [Link]
Hello [Client’s First Name]], this is a reminder that you have an appointment on [Date] at [Start Time]. Please be sure to bring your [Document] with you. Sincerely, [Business Name]. Please reply to confirm.
Hi [Client’s First Name]. This is [BusinessName]. We wanted to confirm [Custom Field 1]’s appointment. Is [Custom Field 2] still okay?
Hello, [Client’s First Name]. This is an automated reminder of your appointment with [Business Name] on [Date] at [Start Time]. Please reply to confirm or call [Business Phone] to cancel/reschedule.

Email Templates for appointment reminder messages

Formal Email Reminders

Subject: Your next appointment is on [Date/Time].

Dear [Client’s First Name],

This is a reminder for your appointment with [Provider Name] on [Date] at [Time].

Please arrive 10 minutes early to complete any necessary paperwork. If desired, you can also achieve this information online at [Website URL].

Do not forget to bring your [Document 1], [Document 2], and [Document 3].

Parking can be found at [Location].

If you are going to be more than 15 minutes late, your appointment may be rescheduled or canceled.

Co-pays and deductibles are due at the time of service.

Any missed appointments will have a [Dollar Amount] fee.

We look forward to seeing you on [Date/Time]. If you are unable to make your appointment, please call our office at [Business Phone] as fast as you can.


[Business Name]
Subject: Appointment reminder

[Client’s First Name], you have a reminder for the appointment:

Mid-Day Massage (20 Min.) – [Payment Amount] with [Name]

[Date/Time/Time zone]

[Link to manage their selection]

[Business Name]

Casual Email Reminders

Subject: See you at [Date/Time]!

Hello, [Client’s First Name]! This is a reminder for the upcoming visit at [Business Name] on [Date/Time].

If you need any extra details or want to reschedule, please call us at [Business Phone]. We are here [Business Hours] on [Business Days]. Talk to you soon!

Best wishes,

[Business Name]

Subject line: (Appointment Reminder) Staff Name on Appointment Date & Time

Email Body: Business Name

Your appointment is coming up!

Hello, [Client First Name],

This is a small reminder that your [Service Name] appointment with [Staff Name] at [Location Name] is on [Date/Time/Client/Time zone]. If you still have any questions before your appointment, use the contact details below and reach us.

Confirm your appointment by clicking on the button below:


Thanks for scheduling with [Business Name]!

[Staff Signature Section]

Hello [Client’s First Name],

This is a small reminder according to our bookings that soon we will meet to discuss one of the final aspects regarding the building of your space. Thanks for the given time to go through all the ideas that we have for this project.

Please save the following details and put a reminder in your calendar for...

Appointment Date: [Appointment Date]
Appointment Time: [Appointment Time]

The interest you have in starting the project is important for us. A lot of people are taking advantage of different products that help them create a better space and minimize any risk. We will discuss all the details once the meeting takes place and showcase different examples.

Our company, [Company Name], has been involved in this type of projects for years. We have dozens of local spaces done, and we are fully prepared to help you out with all the information you need to make this project run successfully.



[Company Name/Phone number/Website]

Warm Email Reminders

Subject: [Client’s First Name], the next appointment you have is on [Date/Time]

Dear [Client’s First Name]

I hope all is good. We wanted to remind you about the meeting with [Provider’s Name] is scheduled for [Date/Time]. We are excited to see you soon.

Do not forget to bring your [Document] and arrive on time.

We want you to feel better, so if you need any help before the appointment, you can call us at any hour [Business Phone]. One of our [Staff] will get back to you as soon as possible.

Warm regards,

[Business Name]

Hi [Client’s First Name],

Just a friendly reminder that we have an upcoming appointment.


If you need any instructions or have questions email us with them at

[Email Address].


[Secure Link]


[Business Name]

A Friendly Reminder:

[Client’s First Name] has an appointment with [Company Name] on [Date] at [Time].

Please confirm your appointment by clicking the button below:


Thank you!

[Company Name]


[Phone Number]



Unsubscribe from email reminders.

How to use appointment reminder template

How to use appointment reminder template

Any appointment confirmation email or reminding messages need to be adapted to the kind of business you are in. There are many software options that make this process easy to do, and there is no reason why you should not use them. Here are some tips that you need to have in mind:

  • Email works best as the first reminder, and SMS is better when you need to send out quick reminders. This is because there is a difference in how people use reminding text messages; they respond differently.
  • Select the appropriate hours when sending the meeting reminder; the middle of the night is not the best option.
  • Limit the number of words you use in the appointment reminder template. Usually, around 150 characters are more than enough when talking about SMS.
  • Send appointment reminders in advance, but not too far ahead. Schedule the messages at the appropriate time. If it is sent too early people might forget about the meeting. If the reminder gets sent too close to the date, it can be late for a reminder to be effective.
  • Ask for confirmation of the appointments you have. This can be done with a simple text like “Reply ‘Yes’ to confirm” at the end of a message.
  • Make sure you introduce yourself and do not assume that the person you are sending the reminder to has saved your number.
  • If you are a healthcare provider, consider the HIPAA email rules. Many patients choose to respond with a more long-winded response.
  • Keep the record of reminders as it is going to help for sure. You need to track when reminders are sent and also monitor when the schedule works best. It is going to improve the overall system.

Want to take things to the next level?

If you simply want to keep track of your appointments, a schedule template like the ones presented above might be good.

But do you want a premium appointment scheduling software that will shave hours off your schedule?

Organize appointments with the right tool for the job

Staying organized has never been easier.

You can now manage your business and grow your brand with a single, powerful software that keeps all of your appointments in line, your clients organized and your business booming.

Trafft is perfect for business owners who need to streamline their booking experience both for their staff and their clients.


Trafft handles everything for you, even sending automated email or SMS reminders to your clients. No-shows? Not anymore!

The Trafft booking software adapts to different industries for a blissful online booking experience and employee management.

Want to know more? Check out Trafft’s awesome features to see what you are missing.

Ending thoughts on these appointment reminder templates

In conclusion, an appointment reminder template is going to help your business save time and energy and increase effective communication. Utilizing them will make the process of scheduling simpler for all involves. In this article, we have provided you with some easy to adapt templates that you can start using from today. Be sure to check them out to see if they will work for you.

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Trafft Team
Trafft Team