58 appointment reminder templates to inspire you

In this day and age when technology is all around us, individual businesses use appointment reminders more frequently than ever. The benefits are multiple, the main one undeniably being not losing business due to no-shows. This aspect is probably one of the most disheartening for independent professionals and small business owners. There is a terrific solution though!

Using a mobile app for scheduling appointments which sends automated SMS / text-message reminders to clients is the golden ticket. For countless professionals out there it can reduce no-shows to zero.

Appointment reminders are successfully used in the beauty industry by hair stylists, nail artists, estheticians, tattoo artists, etc; in the medical field by doctors, dentists, massage therapists, acupuncturists, chiropractors; in sports by personal and fitness trainers; plus a large variety of services such as: consulting, photography, legal aid, education, pet grooming and care, financial services, event planning, automotive, home repair, etc.

How to set a winning appointment reminder?

You’ve made your mind and decided to use a scheduling app and send automated text message reminders to your clients. Congrats! But you don’t know what app to choose… Well because you asked, let me assure you that Appointfix can definitely help! 🙂

You’ll get an appointment reminder template in the app which offers you the opportunity to include 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 profitable for your own brand.

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.

At Appointfix we’re working with tens of thousands of clients and while many opt for the default template, some prefer to personalize it further. Below are some examples with templates you can use to help you create better appointment reminders.

Before proceeding further, let me share some useful observations of some do’s and don’ts when setting and sending an appointment reminder:

  1. Personalize the message. Using your client’s name usually adds that extra nice touch. There’s no sweeter sound in the world for a person than hearing his/her own name (same applies for reading one’s name, so there you go:).
  2. Keep the use of capital letters to a minimum. With typed messages is hard to guess the tone of the person, therefore we recommend you avoid typing the entire appointment reminder in caps. In the online world it is perceived as shouting and writers often use them to transmit anger. (I tried explaining that to a former boss a few years back, without too much luck unfortunately. Some people just love caps. Don’t be like them though if you really care about the message you transmit to your clients.)
  3. Arriving earlier. If client delays are a concern for you, telling your clients to arrive 5-10 minutes in advance might be the right thing to include in the reminder.
  4. No-show policy. Some professionals prefer to state their no-show policy in the appointment reminder, mentioning a financial compensation for the service in case of no-shows or last minute canceling.
  5. Notes. There are important details about clients and for them, which can be written in the [Notes] section and sent in the reminder. For example: a personal trainer might add details about the client having to eat within a certain time frame before the session, or reminding the client about training on an empty stomach that day. Or a photographer might add some relevant outfit details for the client.
  6. Cash and credit cards. For stylists for example, if you do not accept gratuity on credit cards, do mention that in the text reminder so that your client knows to also bring cash.
  7. 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. According to some, the professionals using emojis in business correspondence are perceived as somehow less competent. However, if you’re a cheerful and super friendly independent professional, I believe your clients wouldn’t mind if you decide to use emojis in your reminder messages. So just make sure you always provide a top service to your clients, especially if there’s an emoji in the appointment reminder. 😉 And btw, using emojis automatically reduces your character limit per message from 160 to 70 characters. E.g. one reminder of 160 characters = 1 text message, but one reminder with 159 characters + 1 emoji = 3 text messages.
  8. Facebook likes and reviews. If you don’t mind sending longer messages, you might strategically ask your clients at the end of your appointment reminder to take a moment to like and review you on Facebook. Therefore you’ll also include your Facebook Business Page in the reminder message. ☆☆☆☆☆ Or your Instagram account if you’re an artist… and the list goes on with whatever info might be most relevant for your business.

Now let’s see some practical examples and appointment reminder templates you can use for your business.

A general appointment reminder template:

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].

Reminder templates by type of business

Hair salons reminders for clients:

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]. 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!

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 reminders:

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 reminders:

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 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:

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 reschedule or cancellation will result in loss of deposit. Thanks.

Car repair appointment reminders:

To [Client’s first name], this is a friendly reminder from Best Cars about your appointment for your [Services] on [Date] from [Start time] till [End time]. If you need to reschedule, please call 777-777-777.

Courtesy appointment reminder from Best Cars Wheel Alignment, [Date] at [Start time]. To make any changes to your appointment please call the shop at 777-777-777.

Dear [Client’s first name], this is a reminder from Jason Speed about your appointment on [Date] from [Start time] till [End time]. If you need to reschedule, please call or text 777-777-777. Please take a moment to like and review us on Facebook ☆☆☆☆☆ https://www.facebook.com/JasonSpeed/

Hi! Just a reminder from Jason Autos about your appointment on [Date] at [Start time]. To reschedule, please call 777-777-777.

Driving lesson appointment reminder:

Dear [Client’s first name], your appointment with Amazing Driving on [Date] from [Start time] till [End time]. Please reply YES to 777-777-777 to confirm.

Hi [Client’s first name]! Just a reminder from Jason Easy Driving about your appointment on [Date] at [Start time]. To reschedule, please call 777-777-777.

Pet services appointment reminder:

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.

Dentist appointment reminder:

Appointment reminder from White Teeth 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.

Dear [Patient’s first name], a reminder from Dr. Jason/Best General Dentistry about your appointment on [Date] at [Start time]. To reschedule, please call 777-777-777.

Hello! Just a reminder from Dr. Jessica/Dentist about your appointment on [Date] at [Start time]. To reschedule, please call 777-777-777.

Appointment reminders with Personal Trainers:

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! 💪🏼

Nutrition and fitness center:

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:

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 / Physical therapy / Chiropractors:

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 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.

Law office appointment reminder:

Dear [Client’s first name], just a reminder from Jason Law Office about your appointment on [Date] at [Start time]. To reschedule, please call 777-777-777.

Dear [Client’s first name], friendly reminding you about your appointment on [Date] at [Start time] with Jessica Jones Legal. To reschedule, please call 777-777-777.

Art Studio appointment reminder:

Dear [Client’s first name], this is a reminder from James Art Studio about your appointment on [Date] from [Start time] till [End time]. If you need to reschedule, please call 777-777-777. Also check out my work on Instagram @jasonartstudio. Thanks and see you soon!

Consulting / Coaching / Counseling appointment reminders:

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.

Photography appointment reminder:

Dear [Client’s first name], a reminder from Jessica at Butterfly Photography & Wedding Planning about your appointment on [Date] at [Start time]. To reschedule, please text or call 777-777-777.

Hi [Client’s first name]! A reminder from Jessica at Butterfly Photography 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 photo shoot! 🙂

Cleaning services appointment reminder:

Hello [Client’s first name], this is a reminder from Jason Cleaning Solutions about your appointment on [Date] at [Start time]. To reschedule, please call 777-777-777.

Hi! Just a reminder from Jessica/Perfectly Clean Services about your appointment on [Date] at [Start time]. To reschedule, please call 777-777-777.

Event Planner appointment reminder:

Dear [Client’s first name], this is a reminder from Jessica Joy Events & Marketing about your appointment on [Date] at [Start time]. To reschedule, please call 777-777-777.

Hi  [Client’s first name]! This is a reminder from Jessica with Wonderful Events about your appointment for a FREE Consultation on [Date] at [Start time] at our new location [Address]. As a courtesy you will receive an automated text message 24 hours before your appointment. If you need to reschedule please call or text 777-777-777. We are looking forward to helping make your special day unforgettable and most Wonderful Event!

Landscaping business appointment reminder:

Dear  [Client’s first name], just a reminder from Jason’s Lawn Company Care about your appointment on [Date] at [Start time]. To reschedule, please call 777-777-777.

Hi [Client’s first name]! This is a reminder from Jason Lawn and Tree Service about your appointment on [Date] at [Start time]. To reschedule, please call 777-777-777.

Just a reminder from Jason Lawn Care Maintenance of your appointment tomorrow. To reschedule call 777-777-777. Thank you and have a wonderful day!

Home repair appointment reminder:

Dear [Client’s first name], Just a reminder from Jason Electrical Services about your appointment on [Date] at [Start time]. To reschedule, please call 777-777-777.

Hi [Client’s first name], this is Jason from Chimney Service. Just confirming your appointment for today around [Start time]. If you have questions please give me a call @ 777-777-777 .

Jason Electric confirming your appointment for [Date] around [Start time]. Appointments run over at times, we will text 30 min before arriving. Call 777-777-777 with schedule changes.

Dear [Client’s first name], this is a reminder from Jason Security for your appointment on [Date] at [Start time]. Please allow 30 minutes either side of your booking time. Work(s) will take around 10 minutes. Thank you.

Education:

Dear [Student’s first name], this is a reminder from Jessica Jones/Academic Support Sessions about your appointment on [Date] from [Start time] till [End time]. If you need to reschedule, please call 777-777-777.

Dear [Student’s first name], this is a reminder from Jessica Jones about your [Notes]. If you cannot attend, you must notify your supervisor and text 777-777-777 to reschedule.

Emilia is Marketing Director at Appointfix, an app helping professionals and small businesses easily schedule appointments and reduce client no-shows using automated text reminders. Feel free to drop her an email at emilia.pustan@appointfix.com.