Appointment Reminder Text and Email Templates
Enter your business name and what you call a booking. You get a set of messages for the whole life of an appointment, each as a short text and as an email, ready to copy.
Your business
Enter 0 to leave the cancellation line out.
Booking confirmation
Straight after the customer books.
Text message, 143 characters
Hi [First name], your appointment with [Business name] is booked for [date] at [time]. Need to change it? Let us know at least 24 hours before.
Subject: Your appointment is confirmed for [date] Hi [First name], Your appointment with [Business name] is confirmed for [date] at [time]. If you need to change or cancel, please let us know at least 24 hours before so we can offer the time to someone else. Thanks, [Business name]
Reminder, the day before
About 24 hours before the booking.
Text message, 102 characters
Hi [First name], a reminder of your appointment with [Business name] tomorrow at [time]. See you then.
Subject: Reminder: your appointment tomorrow at [time] Hi [First name], This is a reminder of your appointment with [Business name] tomorrow, [date], at [time]. If anything has changed, reply to this email and let us know. Thanks, [Business name]
Reminder, on the day
Two to three hours before the booking.
Text message, 97 characters
Hi [First name], your appointment with [Business name] is today at [time]. Looking forward to it.
Subject: Your appointment is today at [time] Hi [First name], A quick note that your appointment with [Business name] is today at [time]. Thanks, [Business name]
Missed booking
Shortly after a customer does not turn up.
Text message, 101 characters
Hi [First name], we missed you for your appointment at [time] today. Hope all is OK. Reply to rebook.
Subject: We missed you today Hi [First name], We had you booked for a appointment at [time] today and did not see you. We hope everything is all right. If you would like to rebook, reply to this email and we will find a new time. Thanks, [Business name]
Review request
The day after the job, while it is fresh.
Text message, 140 characters
Hi [First name], thanks for choosing [Business name]. If you were happy with the appointment, a quick review would mean a lot: [review link]
Subject: How did we do? Hi [First name], Thank you for choosing [Business name]. If you were happy with your appointment, a short review helps other customers find us: [review link] It takes about a minute. Thanks, [Business name]
Time to rebook
When a regular customer is due again.
Text message, 136 characters
Hi [First name], it has been a while since your last appointment with [Business name]. Ready for the next one? Book here: [booking link]
Subject: Ready for your next appointment? Hi [First name], It has been a while since your last appointment with [Business name]. If you are ready for the next one, you can pick a time here: [booking link] Thanks, [Business name]
Replace the parts in square brackets for each customer. In most countries you need a customer's consent before sending marketing messages, which covers the review and rebooking templates. Check the rules where you trade.
Have the reminders send themselves
BookingMachine emails the confirmation and the reminder for every booking automatically, then a review request when the job is complete.
Which messages to send, and when
A confirmation straight after booking tells the customer it worked and repeats the date and time. A reminder the day before catches the people who forgot and gives the rest time to rearrange. A short reminder on the day is worth adding for early appointments and for anything booked weeks ahead.
After the job, a review request the next day gets the best response. For regular services, a rebooking message when the customer is due again brings back people who meant to book and did not get round to it.
Keeping texts short
A single text message holds 160 characters. Longer ones are split and charged as two or more. The character count under each template updates as you type your business name, so you can see when one runs over.
Put the date and time near the start, say who the message is from, and leave out anything the customer does not need. The email version has room for your cancellation terms; the text only needs to point at them.
Questions
How far ahead should I send a reminder?
The day before is the most useful, because it leaves time to rearrange and for you to refill the slot. If your notice period is longer than 24 hours, send the first reminder before that period begins.
Should reminders go by text or email?
Text is read sooner, so it suits reminders. Email suits confirmations, where the customer may want to keep the details. Many businesses send both.
Do I need permission to send these messages?
Messages about a booking the customer made, such as confirmations and reminders, are generally treated as service messages. Review requests and rebooking prompts can count as marketing, which in most countries needs consent. Check the rules where you trade.
What should I say when someone does not turn up?
Keep it neutral and make rebooking easy. Many no-shows are honest mistakes, and a polite message brings more of them back than a sharp one. If a fee applies, your cancellation policy should already have said so.
Keep reading
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Have the reminders send themselves
BookingMachine emails the confirmation and the reminder for every booking automatically, then a review request when the job is complete.