Appointment reminder text: SMS and email templates to copy
SMS and email appointment reminder templates, when to send them, and what they must include to reduce no-shows. Ready to copy.
Updated
A good appointment reminder is sent about 24 hours before the appointment, is short, and includes the date, time, place, what the appointment is for and a link to reschedule or cancel. That is enough for the client to remember, and for anyone who cannot come to let you know in time.
When should you send the reminder?
| Situation | Recommended timing |
|---|---|
| Normal daytime appointments | 24 hours before |
| Early-morning appointments | The evening before, around 6 pm |
| Long appointments with a deposit | 48 hours before, ideally plus one the day before |
| Same-day bookings | No reminder, the confirmation is enough |
Pick a time that gives the client room to cancel within your deadline. With a 24-hour deadline, the reminder should arrive before the deadline passes, not after.
SMS or email?
SMS is usually read faster and suits short reminders. Email has room for more, such as address, parking and what to bring. Many businesses use email for the confirmation and SMS for the reminder.
SMS reminder templates
Keep the SMS under 160 characters if you can, so it is sent as one message.
Hi {name}! Reminder: {service} tomorrow {date} at {time} at {business}. Change or cancel: {link}
Hi {name}, see you {day} at {time} for {service}. Can't make it? Let us know by {deadline}: {link}
{business}: Your appointment is {date} at {time}. Address: {address}. Change: {link}
Email reminder template
Subject: Reminder: {service} on {date} at {time}
Hi {name},
This is a reminder of your appointment at {business}.
When: {date} at {time} What: {service} ({duration}) Where: {address}
If you need to change or cancel, you can do it here by {deadline}: {link}
We look forward to seeing you!
What should you avoid?
- Long messages. The most important information belongs in the first line.
- A reminder without a link. The client should be able to move the appointment without calling.
- Advertising in the reminder. A reminder about an appointment the client booked is part of the service. Offers and newsletters by SMS or email generally require prior consent under European e-privacy rules, so keep them out.
- Too many reminders. One, or two for long appointments, is enough.
How do you do this in Klarte?
In Klarte, the confirmation and reminder are sent automatically with a link to change or cancel. Email reminders are included on every plan. SMS reminders are bought as credits on Starter, and Growth and Pro include SMS every month. See the prices and more ways to reduce no-shows.
Questions and answers
How long before the appointment should I send a reminder?
About 24 hours before suits most appointments. For early-morning appointments, the evening before can be better.
What should an appointment reminder include?
The date, time, place, what the appointment is for and a link where the client can reschedule or cancel.
Do I need consent to send SMS appointment reminders?
A reminder about an appointment the client booked is generally seen as part of the service. Marketing such as offers and newsletters usually requires consent, so keep it out of the reminder.
Is SMS or email better for reminders?
SMS is usually read faster. Email has room for more information. Many use email for the confirmation and SMS for the reminder.