58 Appointment Reminder Templates To Inspire You

appointment reminder templates for businesses

In the USA, between 5%-30% of clients forget about their appointments. These no-shows translate into huge financial losses for small business owners and independent professionals. 

A recent study found that clients miss appointments because they either forgot to attend or cancel, wrote down the wrong time, or had work, traffic, or other reasons. This means that you can avoid over 80% of your salon no-shows.

no show statistics

Image source

Technology is all around us, and small business owners use appointment reminder messages more frequently than ever. The benefits are multiple, but the main one undeniably is not wasting time and money due to no-shows. 

How to remind someone about an appointment?

The best solution is to install an appointment scheduling app that sends appointment reminders to clients. For example, Appointfix can help you considerably reduce your missed appointments and increase client engagement. It can automatically send text reminders to your clients: instant notifications when the appointment is booked, text reminders when the appointment is coming up, and follow-up messages.

appointment reminder message

You’ll get an appointment reminder template in the app, which lets you write your business name, client’s name, date and time of the appointment, services offered, price, notes, etc. You can create your own appointment reminder message, customize it according to your business type and clients, making it work for your brand.

schedule reminder in appointfix

You can also set when to send the reminder. It can be sent instantly when making the appointment, and then again later, reminding your client 24 hours, eight hours, or one hour in advance, whatever time frame works best for you. Download it for free in the App Store or Google Play, it’s a lifesaver!

Do’s and don’ts when setting an appointment reminder message:

  • Personalize the message. Using your client’s name usually adds that friendly touch to your message. 
  • Do use an app to send reminder messages. The advantage is that an app sends them automatically and you don’t have to spend time anymore sending manually hundreds of reminders. Under the Ultimate plan, Appointfix does it for you. 
  • Keep the use of capital letters to a minimum. Generally, it is recommended to avoid typing the entire appointment reminder in caps, as it can be perceived as shouting. 
  • Avoid a possible delay. If client delays concern you, telling your clients to arrive 5-10 minutes in advance might be a good point to include in the appointment reminder message.
  • No-show policy. Some professionals prefer to state their no-show policy in the appointment reminder, mentioning financial compensation for the service in case of no-shows or last-minute canceling.
  • Avoid emojis. They are fun for friends and family, but be careful when sending them to your clients. Emoticons are not very appropriate for the business world. What’s more, using emojis automatically reduces your character limit per message from 160 to 70 characters if you choose to send your appointment reminders with Appointfix. E.g. one reminder of 160 characters = 1 text message, but one reminder with 159 characters + 1 emoji = 3 text messages.
  • Ask for feedback. If you don’t mind sending longer messages, you might strategically ask your clients at the end of your appointment reminder message to like and review you on your professional social media pages.

Appointment reminder templates you can use for your business

appointment reminder templates

If you want some general appointment reminder templates, check these ones:

  • Dear [Client’s first name], this is a reminder from [Name]/[Company name] about your appointment on [Date] from [Start time] till [End time]. If you need to reschedule, please call [Phone number].
  • Dear [Client’s first name], this is a reminder from [Name]/[Company name] about your appointment on [Date] at [Start time] for a [Services]. If you need to reschedule, please call or text [Phone number]. See you soon!
  • Dear [Client’s first name], this is a friendly reminder from [Name]/[Company name] about your appointment on [Date] from [Start time] till [End time]. If you need to reschedule, please call 777-777-777.
  • Courtesy appointment reminder from [Name]/[Company name], [Date] at [Start time]. To make any changes to your appointment please call the shop at 777-777-777.
  • Friendly appointment reminder from [Name]/[Company name] on [Date] at [Start time]. 1.Patient: [Name] 2.Treatment: [Services] 3.Location: address. For any change, please call or text 777-777-777 Note: Reaching in time avoids longer wait. Some waiting may happen due to in-line patients.
  • Hi [Client’s first name]! This is a reminder from [Name]/[Company name] about your appointment on [Date] at [Start time]. To reschedule, please call 777-777-777. [Notes] Don’t forget to bring 3 vintage outfits. Looking forward to an amazing photoshoot!
  • **CONFIRMATION REQUIRED** Dear [Client’s first name], this is a reminder from [Name]/[Company name] about your appointment on [Date] at [Start time]. Please reply to confirm 777-777-777. See you then!
  • Reminder from [Name]/[Company name] about your appt [Date] from [Start time] please confirm YES or NO, at least 1 hr before 777-777-777. Thanks!
  • [Client’s first name] – Just a reminder from [Name]/[Company name] about your appointment on [Date] at [Start time]. To reschedule, please call 777-777-777. Thank you!
  • Hello! This message is confirming your upcoming hair appointment with  [Name] for [SERVICE]. Reply yes to confirm the appointment! If you need to reschedule please call within 48 hours or a charge will be applied for a rebooking fee for your following appointment. 
  • Confirming now [SERVICE] for [Date] ESTIMATED arrival: [Start time]. Only Online payments PRIOR to session. Confirm your appointment now. *This is an automated text. Reply “Confirm”. For any other information, please text 777-777-777.
  • [Name]/[Company name]: [Client’s first name], reminder for appointment on [Date] at [Start time] for [Services]. To reschedule, please reply here or call 777-777-777. 
  • Appt reminder from [Name]/[Company name]; you are scheduled for [Date] at [Start time]. CANCELLATION POLICY, if you are unable to keep this appt, please give 24 hr notice. 
  • Your appointment with [Name]/[Company name] is scheduled for [Date] @ [Start time]. Canceled and/or missed appointments are subject to charge. *Credit/debit cards will no longer be accepted at this time.* I apologize for any inconvenience. Thank you.

Reminder templates by type of business

Hair salon appointment reminder messages

  • Dear [Client’s first name], this is a reminder from Jessica at Butterfly Salon about your appointment on [Date] at [Start time] for a [Services]. If you need to reschedule, please call or text [Phone number]. I prefer 48 hours for rescheduling or cancellations. See you soon!
  • Dear [Client’s first name], this is a reminder from Jessica at Butterfly Salon about your appointment on [Date] @ [Start time]. If you need to reschedule, please call/text 777-777-777. No call/ No shows $25 required to reschedule!
  • This is just a reminder from Jessica at Butterfly Hair about your appointment on [Date] at [Start time]. To reschedule, please call 777-777-777.
  • Hey Gorgeous! A reminder from Jessica at Butterfly Salon that your appointment is on [Date] at [Start time]. Please arrive at the salon 5 minutes before your scheduled appointment time. If you can’t make the time slot, please let me know to reschedule. Can’t wait to see you!
  • Dear [Client’s first name], this is a reminder from Jessica at Butterfly Salon about your appointment on [Date] at [Start time]. If you need to reschedule, please contact 777-777-777. FYI – we do not accept gratuity via credit card. Thank you & see you soon! 
  • Just a reminder from Jessica at Butterfly Studio about your hair appointment on [Date] at [Start time]. To reschedule, text 777-777-777.

Barbershop appointment reminder messages

  • Dear [Client’s first name], this is a reminder from Jason at Barbershop Top about your appointment on [Date] from [Start time] till [End time]. If you need to reschedule, please call 777-777-777.
  • Hi [Client’s first name]! A reminder from Jason at Barbershop Top about your appointment on [Date] from [Start time] till [End time]. If you need to reschedule let me know. Thanks!

Beauty salons appointment reminder messages

  • Dear [Client’s first name], this is a reminder from Jessica, your Esthetician, about your appointment on [Date] from [Start time] till [End time]. If you need to reschedule, please call or text 777-777-777.
  • Reminder from Jessica at Butterfly Beauty about your appointment on [Date] at [Start time] for [Services] = [Total price]. Please have an additional 30 min extra in case there is a delay. In case of rescheduling, please call us at 777-777-777.
  • Hi! Just a reminder from Jessica at Butterfly Institute Of Beauty about your appointment on [Date] at [Start time]. To reschedule, please call 777-777-777. I look forward to seeing you!
  • Hello there! A reminder from Jessica at Butterfly Cosmetics about your appointment on [Date] at [Start time]. Remember our new salon address [Address], two blocks away from our old location. Any questions, please call 777-777-777.
  • Hey beautiful! Just a reminder from Jessica at Butterfly Nails about your appointment on [Date] at [Start time]. To reschedule, please call 777-777-777.

Tattoo artist appointment reminder messages

  • Hi! This is a reminder from James at Artsy Tattoo Shop about your appointment on [Date] at [Start time]. To reschedule, please call 777-777-777.
  • Jason Black Tattoo reminder for [Date] at [Start time]. No-show or less than 48-hour notice for rescheduling or cancellation will result in loss of deposit. Thanks.

Pet groomer appointment reminder messages

  • Hi, this is a reminder from Jessica’s Dog Grooming about your appointment on [Date] at [Start time]. Please call us with any questions on 777-777-777. See you soon!
  • Hi [Client’s first name], just a reminder from Jessica at Black Beauty Equine Dentistry that your horse/s [Notes] are due for treatment.
  • Hello! Just a reminder from Jessica’s Pet Grooming about your appointment on [Date] at [Start time]. To reschedule, please call 777-777-777.
  • Dear [Client’s first name], a reminder from Doggie Canine Physiotherapy about your appointment on [Date] at [Start time]. To reschedule, please call 777-777-777.

Personal trainer appointment reminder messages

  • Hi [Client’s first name]! Just a reminder from Jason Top Fit about your appointment on [Date] at [Start time]. To reschedule, please call 777-777-777.
  • Hi! Just a reminder from Jason Best Fit about your appointment on [Date] at [Start time]. To reschedule, please call 777-777-777. *Please note minimum 8 hours notice for cancellation or session will be paid for.
  • Hi [Client’s first name], please make sure you check in today before noon. Call or WhatsApp 777-777-777. Thanks! Jason Personal Trainer
  • Hey [Client’s first name]! Just a reminder from Jason at Jason Jay Fitness about your session on [Date] at [Start time]. To reschedule, please text 777-777-777. See you soon! 
  • Hello  [Client’s first name], Just a reminder from Jessica and Jason Nutrition & Fitness Center, your appointment for Body Fat Analysis on [Date] at [Start time]. To reschedule, please call 777-777-777.

Massage therapy appointment reminder messages

  • Hi  [Client’s first name], just a reminder from Jessica James Massage Therapist about your appointment on [Date] at [Start time]. To reschedule, please call 777-777-777.

Health practitioner appointment reminder messages

  • Dear [Client’s first name], this is a reminder from Butterfly Laser Lipo/ Body By K about your appointment on [Date] from [Start time] till [End time]. Our new location [Address]. If you need to reschedule, please call 777-777-777.
  • Dear [Client’s first name], a friendly reminder from Dr. James at Clear Vision that your next eye examination is on [Date] at [Start time]. If you need to reschedule, please call today at 777-777-777.
  • Hi [Client’s first name]! Just a reminder from Jessica Physical Therapy about your appointment on [Date] at [Start time]. To reschedule, please call 777-777-777.
  • Dear [Client’s first name], a friendly reminder that you have an appointment with Best Chiropractic on [Date] from [Start time] till [End time]. If you need to reschedule, please call today. We look forward to seeing you again.

Counseling appointment reminder messages

  • This is an appointment reminder for [Client’s first name], on [Date] at [Start time] with Jason Consulting. To reschedule, call 777-777-777. Thank you.
  • Hi [Client’s first name], a reminder from Jason & Jessica Life Coaching about your appointment on [Date] at [Start time]. To reschedule, please call 777-777-777.
  • Hello [Client’s first name], this is a reminder from Wise Counseling Group about your appointment with Happy Jason on [Date] at [Start time]. If you need to reschedule, please text 777-777-777.

Diana Muresan

Marketing Specialist at Appointfix

Download Appointfix now!

Let clients book appointments online and automatically send them text reminders.

Subscribe
Notify of
guest
4 Comments
Oldest
Newest Most Voted
Inline Feedbacks
View all comments
Ravi Dethiya
Ravi Dethiya
1 month ago

please share template if the client missed the appointment or no-show for appointments?

Christy
Christy
28 days ago
Reply to  Ravi Dethiya

Hello,
I am also looking for a template. Are there any follow up templates? A reminder for clients to book their next appointment. Thanks in advance 🙂

Related articles

Inspiration

​​Free August 2022 Calendar Wallpapers – Desktop & Mobile

Jul 5, 2022

Let’s take advantage of the summer being still here. You know the saying: it’s the last chapter, so make it a beautiful one. Well, in this last chapter of summer 2022, we hope you have already packed for vacation and created your favorite playlist. But first, don’t forget to set up a new wallpaper on

Diana Muresan

Business tips

10 Practical Follow-up Message Templates for Clients

Jun 29, 2022

What could be better than a fully scheduled list with lots of enthusiastic clients waiting to be spoiled? Yeah, exactly, that’s the goal. But for that, you have to permanently make sure they remember to schedule their next appointment. And that requires no effort.  Below, you’ll discover how to encourage clients to book their next

Diana Muresan

Inspiration

​​Free July 2022 Calendar Wallpapers – Desktop & Mobile

Jun 8, 2022

We all love summer days, but are they really nice when you know you’re working all day long?Well, we’ve been thinking about this a lot lately. So what could make your summer working days a little better? These July 2022 wallpaper calendars.  Since we can’t have a three-month vacay (lucky the ones who can!), we

Diana Muresan

Download Appointfix now!

Spend less time scheduling appointments, reduce no-shows and grow your business like never before.