Appointment Reminder Template: Free & Effective Options
Keeping a full calendar starts with keeping clients informed. Whether you’re a contractor, cleaner, consultant, or coach — missed appointments cost time, money, and momentum. That’s where appointment reminders come in.
This guide covers everything you need to know about writing clear, effective appointment reminders. Plus free templates for email, text, and phone calls you can use right away.
What you’ll learn in this guide:
- The best practices for writing appointment reminders
- Ready-to-use templates for email, text, and phone reminders
- Examples for each stage of the appointment cycle
- Tips for automating reminders and reducing cancellations
Why Appointment Reminders Matter
Sending timely, well-crafted reminders improves your client experience and protects your revenue. Whether you’re confirming a repair job, reminding a customer of a dental check-up, or following up on a consultation, reminders reduce no-shows and last-minute cancellations.
They also:
- Increase your confirmation rates.
- Help clients arrive on time (or early).
- Reduce minute cancellations and late arrivals.
- Allow you to clearly communicate expectations, like cancellation fees or prep instructions.
A consistent reminder system also shows clients you’re organised and reliable, key to building long-term trust.
Appointment Reminder Best Practices
Before we jump into templates, here are a few golden rules that apply across all formats.
1. Keep messages short and sweet
People are busy so it’s best to get to the point. A good reminder should include:
- Client’s name
- Type of appointment
- Date and time
- Location (or confirmation it’s remote)
- Contact info or call to action
2. Avoid sending too many messages
A reminder right after booking, one 24 hours before, and one about an hour before is usually enough. More than that can feel pushy.
3. Pay attention to the time
Don’t send reminders too early in the morning or late at night. Aim for 9am–6pm in your client’s time zone.
4. Be polite and professional
Use a friendly tone, but keep it professional. Avoid slang and double-check spelling.
5. Automate when possible
If you’re still manually sending reminders, you’re leaving time (and money) on the table. Use booking software or a CRM that sends automated messages based on your calendar.
Appointment Reminder Email Templates
Template #1: Immediately After Booking
Subject: Your appointment is confirmed — [Your Business Name]
Hi [Client First Name],
Thanks for booking with [Your Business Name]. Here are your appointment details:
Date: [Day, Date]
Time: [Time]
Service: [Type of Appointment]
Location: [Address or virtual link]
If you have any questions before then, feel free to reach out. We’ll send a reminder closer to the time.
Thanks again,
[Your Name / Business Name]
Template #2: 24 Hours Before
Subject: Quick reminder: Your appointment is tomorrow
Hi [Client First Name],
Just a quick reminder that we’re looking forward to seeing you tomorrow.
Appointment: [Type of Appointment]
Date: [Day, Date]
Time: [Time]
Location: [Address or virtual link]
Need to reschedule? Please let us know as soon as possible.
See you soon,
[Your Business Name]
Template #3: One Hour Before
Subject: You’re up next!
Hi [Client First Name],
Just a quick reminder: your appointment is coming up soon.
Time: [Time]
Service: [Type of Appointment]
Location: [Address or virtual link]
Let us know if you’re running late. Otherwise, we’ll see you shortly.
[Your Business Name]
Pro Tip: follow up with clients and send invoices after each appointment. Try our Invoice Maker, it’s perfect for service pros who want to automate billing, look professional, and stay on top of every job.
Appointment Reminder Text Templates
Text Template #1: Immediately After Booking
“Hi [Client First Name], thanks for booking with [Business Name]. Your appointment is confirmed for [Date] at [Time]. We’ll send a reminder closer to the date.”
Text Template #2: 24 Hours Before
“Hi [Client First Name], just a reminder you have a [Service] appointment with [Business Name] tomorrow at [Time]. Reply C to confirm or R to reschedule.”
Text Template #3: 1 Hour Before
“Hey [Client First Name], you’re next on the list! Just a reminder about your appointment at [Time] with [Business Name]. See you soon!”
Appointment Reminder Scripts for Phone Calls
Phone Call Template #1: Leaving a Voicemail
Hi [Client First Name], this is [Your Name] from [Business Name]. Just giving you a quick call to remind you about your upcoming appointment on [Date] at [Time]. If you have any questions or need to reschedule, give us a call back at [Phone Number]. Thanks!
Phone Call Template #2: Speaking to the Client
Hi [Client First Name], just calling to confirm your appointment with us on [Date] at [Time] for [Type of Appointment]. Will you still be able to make it? Great—looking forward to it!
Keep a Full Schedule With Appointment Reminders
Appointment no-shows aren’t just frustrating — they’re costly. Setting up a reminder system ensures your clients know when to arrive and how to reach you if they need to reschedule. Better communication = fewer cancellations, better service, and more consistent income.
If you want to tighten up your reminder system and your billing process, try Invoice Maker and send professional invoices the minute your appointment ends.
For more examples, check out our appointment reminder templates, they are free!
FAQs about Appointment Reminder Templates
Text reminders generally have higher open rates and are ideal for confirming appointment times quickly, especially for last-minute or same-day reminders.
Email appointment reminders are great when you need to include more detail like prep instructions, cancellation policies, or contact information. For best results, combine both formats and tailor them to the type of appointment and your audience.
Stick to three well-timed messages: immediately after scheduling an appointment (confirmation texts), 24 hours before, and 1 hour before the start time.
Avoid sending messages during busy hours (early morning or late at night). This timing increases confirmation rates and reduces no-shows.
A solid reminder system shouldn’t feel like spam. Keep each message brief and include a clear call to action—like "Reply C to confirm" or "Let us know if you’re running late." Use texting templates consistently, and don’t forget to space reminders logically across the lead-up to the appointment.
Automating appointment reminders is easier than ever. Many small business tools — like CRMs, online booking platforms, or even calendar integrations — can automate emails or send text and payment reminders in real time.
Automating reminders helps reduce no-shows, improves customer service, and frees up hours of manual work every week.
Absolutely. A quick reminder about your cancellation fee or reschedule window helps set expectations and reduce last-minute changes. You can include a one-line note in your 24-hour email: "Please cancel at least 24 hours in advance to avoid a late fee."
Clear policies help protect your schedule and keep things fair for everyone.