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Avoid No-Shows With This Handy Appointment Reminder Template

Make no-shows and cancellations a thing of the past with these appointment reminder templates.

Claire Grady
5 min read
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Have you been stood up by customers or clients who forget they had appointments? You’re not alone. 

The amount of no-shows is high across all industries. Research shows there's a 15% average rate of no-shows, resulting in a $26,000 loss in revenue for businesses with more than $120,000 in annual revenue. The simplest—and most cost-effective—way to remedy this situation is to send reminders to confirm your clients or customers are attending their scheduled bookings

Keep reading for a few handy appointment reminder templates you can send via email, social media messages, or text. If you’re looking for ways to automate these and other client communications—like payment reminders—sign up for a free, 14-day trial with GoSite. 

Appointment Reminder Etiquette 

Person writing on their agenda.

Appointment reminders can be a bit tricky for any business owner. After all, you don’t want to nag your clients or customers, but you also don’t want to deal with revenue loss from a no-show. 

So, how many appointment reminders should you send? 

The general recommendation is to send one confirmation or reminder after the appointment is made and another reminder before the appointment. 

When you send the secondary reminder is up to you. If you send it a week in advance and the client decides they need to cancel, it allows you to fill that hole with another client. 

Other business owners prefer a reminder two days or even 24 hours before the appointment. To determine what’s best for your business, consider your cancellation policy and the nature of your business. If you offer free cancellations when made before a certain amount of time, send your appointment reminder at least a day before the cutoff. 

With the rise in digital communications, most customers and clients say they prefer reminders via email or SMS. A phone call can be disruptive for someone, but a written reminder sends the message and allows the recipient to read it at their convenience.

Details to Include

Always keep written reminders concise and to the point. 

Reminders can include the following information:

  • Time and date of the appointment. 
  • Scheduled services.
  • Any forms (with links) that need to be filled out before the appointment.
  • Any preparations your client or customer has to make for the appointment. 
  • What to expect at the appointment such as COVID-19 protocols or precautions. 
  • Any other information to know before arriving, such as where to park or wait. 
  • A request to confirm the appointment.

Email Templates

Business owner sending an appointment reminder through email on her desktop computer.

The following are appointment reminder templates you can use and edit to fit your needs.

General Email Template

SUBJECT LINE: Reminder: Your appointment with (business name) is on (date)

Hi (customer name), 

This email is to confirm your appointment with (business name) to (service description) at (time) on (date). 

To expedite your wait time, please ensure the following forms are filled out prior to your appointment. (link to forms here)

Please confirm your appointment by clicking here (add link) or respond to this email. 

If you have questions about your appointment, or you’d like to cancel or reschedule, please get in touch with our office at (email address and/or phone number) as soon as possible. 

Thank you! 

(business name)

Detailed Email Template

SUBJECT LINE: Reminder: Your appointment with (business name) is on (date)

Dear (customer name), 

This is a reminder for your appointment with (business name) at (time) on (date).

Please arrive 10 minutes early to complete any necessary paperwork. You can also fill out the forms in advance and online at (website here). 

Parking can be found at (location). 

If you’re going to be more than 15 minutes late, your appointment may be rescheduled or canceled. Any missed appointments will have a (amount) cancellation fee. 

We look forward to seeing you at (time) and (date). 

Sincerely,

(business name)

SMS Templates

Barber sending an appointment reminder through phone.

Below are a couple of templates you can use to send booking reminders through text or social media messages.

General Template

Reminder: You have an appointment with (business name) at (time) on (date). Reply C to confirm your appointment or reply to reschedule.  

Friendly Template

 Hi (customer name), your appointment with (business name) is scheduled for this (day). Please remember we require a 24-hour notice for any cancellations. Press C to confirm or call (phone number) to cancel. See you soon! 
Operating any type of business is never easy, which is why GoSite is committed to helping as many business owners as possible. GoSite offers a free trial to automate messaging with our Messenger tool so be sure to give it a try.
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Claire Grady
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