How to Write an Appointment Reminder Email + Template

Picture this — you’ve just finished your lunch break and are preparing for your next appointment. You’re getting an overview of the client’s data, but as the minutes pass, you realize they’re a no-show. Don’t worry, you’re not alone here. Nearly every business owner has experienced this.

No-shows can harm your business in several ways, translating to a loss of time, money, and industry reputation. And you can’t afford that to become a regular occurrence. So, what do you do about it?

What your business needs is a robust appointment reminder email system to keep your business top of mind. It’s also important to focus on the precise wording of these emails, as conveying the right tone is pivotal. You’re representing your business, so you must figure out how to convey urgency while maintaining a soft, welcoming tone.

In this article, we’ll take a deeper look into the proper way of crafting an effective appointment reminder email + templates to give you a head start!

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How to Write an Appointment Reminder Email

To craft a convincing appointment reminder email, you need to be concise, engaging, and polite. Here are the tips to follow:

1. Choose a Compelling Subject Line

A compelling subject line is what will differentiate your business from spam and convince the client to open the email. It should sound personalized, set the tone for the rest of the message, and convey the purpose of the reminder. For example, a gentle reminder email 24 hours prior to the appointment would include the subject, “[Client’s Name], Don’t Forget About Tomorrow’s Appointment with [Business Name]!”  

You can also use action-oriented language. For example, “[Client’s Name], Please Confirm Your [Time] Appointment at [Date]”  

2. Use Personalization to Stand Out

When the client reads the email, they should not feel like it’s a blanket, auto-generated message. To optimize communication and ensure engagement, personalize the message with the client’s precise information and appointment details. Be sure to include their name, your business’s name, and the nature and timing of the appointment.

3. Craft Your Opening Line

Establish the tone with your opening greeting. If it’s a casual reminder, add a friendly touch. For example, “Hey, [Client’s Name]! We just wanted to make sure you know about your eye-check appointment with [Business Name] scheduled at [Location] at [Time and Date].”  

This opening line is enough to let the client know what the email is about. By including the specific appointment details, you’re personalizing your message and increasing your chances of getting a response.

4. Get to the Point Quickly

Most of the time, when a client sees an appointment reminder email, they’re engaged in other commitments. So, it’s important to adopt the “short and sweet” approach and keep your email to the point. You don’t want to take up much of their time or you’ll risk not getting your message across.

5. Include the Essential Information in the Body

Along with the date, time, and location, it’s important to add all the relevant details depending on the response needed. For example, if the client needs to prepare the relevant materials for the appointment or arrive a few minutes early for additional checking, it should be highlighted in the email.

6. Highlight Rescheduling and Cancellation Policies

It’s wise to include a clear policy on rescheduling and canceling appointments to highlight any applicable fees and the consequences of not showing up. Include the process of rescheduling and canceling so the client can proceed accordingly.

7. Add a Clear CTA

Add a vibrant, compelling Call-to-Action (CTA) — clickable buttons, images, or links — to guide the client toward performing a specific action. These could be making changes to the appointment, confirming their appearance, viewing appointment details, or adding a reminder to their calendar. For example, “Confirm Now,” “Reschedule for a Better Time,” “Set My Reminder,” and “View Appointment Details.”

8. Ensure Compliance

It’s vital to ensure your professional emails comply with the prevailing regulations. According to the US CAN-SPAM Act, an appointment reminder email must include three things to comply:

• accurate and official routing details
• a relevant subject line that summarizes the email content
• an opt-out button to allow the client not to receive further emails from your business. 

In Europe, the GDPR privacy standards dictate that you receive informed consent before sending messages, in addition to the elements mentioned above. You can ensure this by asking clearly in your opt-in forms if the client will allow your business to send emails. 

If you’re in healthcare, HIPAA compliance obligates you to ensure the security of patient information in all forms of communication.

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Appointment Reminder Email Templates

Here are a few appointment reminder email templates depending on the nature of the notice:

Standard Appointment Reminder

Reminder: Your Appointment with [Company Name] on [Date]

Hi [Client’s Name],

We just wanted to give you a quick reminder about your upcoming meeting with [Business Name]. Your appointment for [Nature of Appointment] at [Location] is scheduled at [Date and Time].

Please arrive 10-15 minutes early to help us get everything started on time. If you need to reschedule or cancel, please call at [Phone Number]. To confirm your appointment, please click the button below:

 [CTA]  

Best regards,

[Your Name]

[Your Role]

First-Time Reminder

Welcome to [Business Name]! Please Confirm Your Upcoming Appointment

Dear [Client’s Name],

We’re excited to welcome you to your first appointment on [Date and Time] at [Location].

Please bring [Necessary Documents/Materials] and arrive 15 minutes early to ensure a timely start. If you have any questions or concerns, don’t hesitate to reach out to us at [Phone Number]. See you soon!

Warm regards,

[Your Name]

[Your Role]

Follow-Up Appointment Reminder

[Client’s Name], Save the Date for Your Follow-Up Appointment with [Business Name]

Hello [Client’s Name],

Hope you’re doing well. This is a reminder for your follow-up appointment on [Date and Time] at [Location].

Please call [Phone Number] or reply to this email if you have any concerns.

Best,

[Your Name]

[Your Role]

Formal Reminder

Gentle Reminder: Confirm Your Upcoming Appointment with [Business Name]

Dear [Client’s Name],

This message serves as confirmation for your upcoming appointment scheduled on [Date and Time] at [Location]. Please ensure punctuality.

Confirm your appearance by clicking the button below:

[CTA]

To make adjustments or cancel your appointment, contact us no later than 24 hours in advance at [Phone Number].

Sincerely,

[Your Name]

[Your Role]

Casual Reminder

Hey [Client’s Name], Are We Still on?

Hey [Client's Name],

Just a heads-up about our appointment scheduled at [Location] on [Date] at [Time]. Please text me at [Mobile Number] if anything changes.

Cheers,

[Your Name]

[Your Role]

Short Reminder

Appointment Reminder for [Client’s Name] at [Time and Date]

Hi [Client’s Name],

See you on [Date] at [Time] at [Location] for your [Subject of Appointment]. Please call [Phone Number] for any changes.

[Your Name]

[Your Role]

Fun Reminder

🎉 It’s a Date! Are You Ready for Our Appointment on [Date]?

Hey [Client’s Name],

Hope you’re ready for your scheduled appointment on [Date] at [Time] with [Business Name]! Be sure to bring your big smile with you and be prepared for a great time at [Location]!

Second thoughts? Don’t hesitate to hit us up at [Phone Number] or simply reply to this email.

Catch ya soon!

[Your Name]

[Your Role]

24-Hour Appointment Reminder

[Client’s Name], Your Appointment is Tomorrow!

Hi [Client’s Name],

This is a reminder that your appointment scheduled with [Business Name] is in 24 hours at [Date and Time].  

We’re all set for you at [Location]. Please give us the green light by confirming your attendance. [CTA]

See you soon!

Regards,

[Your Name]

[Your Role]       

1-Hour Appointment Reminder

Your Appointment with [Company Name] Is in One Hour!

Hi [Client’s Name],

Just an hour to go until your appointment at [Time]. We’re ready for you at [Location]. Please confirm your appearance by clicking here: [CTA]

See you in a bit!

Regards,

[Your Name]

[Your Role]

Annual/Infrequent Appointment Reminder

Your Annual Appointment with [Company Name] on [Date]

Dear [Client’s Name],

We at [Business Name] look forward to our yearly catch-up on [Date] at [Time].

Let’s make sure your [Topic of Appointment] is on track! Call [Phone Number] with any questions or changes.

Warm regards,

[Your Name]

[Your Role]

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Appointment Reminder Email Templates

Here are a few appointment reminder email templates depending on the nature of the notice:

Standard Appointment Reminder

Reminder: Your Appointment with [Company Name] on [Date]

Hi [Client’s Name],

We just wanted to give you a quick reminder about your upcoming meeting with [Business Name]. Your appointment for [Nature of Appointment] at [Location] is scheduled at [Date and Time].

Please arrive 10-15 minutes early to help us get everything started on time. If you need to reschedule or cancel, please call at [Phone Number]. To confirm your appointment, please click the button below:

 [CTA]  

Best regards,

[Your Name]

[Your Role]

First-Time Reminder

Welcome to [Business Name]! Please Confirm Your Upcoming Appointment

Dear [Client’s Name],

We’re excited to welcome you to your first appointment on [Date and Time] at [Location].

Please bring [Necessary Documents/Materials] and arrive 15 minutes early to ensure a timely start. If you have any questions or concerns, don’t hesitate to reach out to us at [Phone Number]. See you soon!

Warm regards,

[Your Name]

[Your Role]

Follow-Up Appointment Reminder

[Client’s Name], Save the Date for Your Follow-Up Appointment with [Business Name]

Hello [Client’s Name],

Hope you’re doing well. This is a reminder for your follow-up appointment on [Date and Time] at [Location].

Please call [Phone Number] or reply to this email if you have any concerns.

Best,

[Your Name]

[Your Role]

Formal Reminder

Gentle Reminder: Confirm Your Upcoming Appointment with [Business Name]

Dear [Client’s Name],

This message serves as confirmation for your upcoming appointment scheduled on [Date and Time] at [Location]. Please ensure punctuality.

Confirm your appearance by clicking the button below:

[CTA]

To make adjustments or cancel your appointment, contact us no later than 24 hours in advance at [Phone Number].

Sincerely,

[Your Name]

[Your Role]

Casual Reminder

Hey [Client’s Name], Are We Still on?

Hey [Client's Name],

Just a heads-up about our appointment scheduled at [Location] on [Date] at [Time]. Please text me at [Mobile Number] if anything changes.

Cheers,

[Your Name]

[Your Role]

Short Reminder

Appointment Reminder for [Client’s Name] at [Time and Date]

Hi [Client’s Name],

See you on [Date] at [Time] at [Location] for your [Subject of Appointment]. Please call [Phone Number] for any changes.

[Your Name]

[Your Role]

Fun Reminder

🎉 It’s a Date! Are You Ready for Our Appointment on [Date]?

Hey [Client’s Name],

Hope you’re ready for your scheduled appointment on [Date] at [Time] with [Business Name]! Be sure to bring your big smile with you and be prepared for a great time at [Location]!

Second thoughts? Don’t hesitate to hit us up at [Phone Number] or simply reply to this email.

Catch ya soon!

[Your Name]

[Your Role]

24-Hour Appointment Reminder

[Client’s Name], Your Appointment is Tomorrow!

Hi [Client’s Name],

This is a reminder that your appointment scheduled with [Business Name] is in 24 hours at [Date and Time].  

We’re all set for you at [Location]. Please give us the green light by confirming your attendance. [CTA]

See you soon!

Regards,

[Your Name]

[Your Role]       

1-Hour Appointment Reminder

Your Appointment with [Company Name] Is in One Hour!

Hi [Client’s Name],

Just an hour to go until your appointment at [Time]. We’re ready for you at [Location]. Please confirm your appearance by clicking here: [CTA]

See you in a bit!

Regards,

[Your Name]

[Your Role]

Annual/Infrequent Appointment Reminder

Your Annual Appointment with [Company Name] on [Date]

Dear [Client’s Name],

We at [Business Name] look forward to our yearly catch-up on [Date] at [Time].

Let’s make sure your [Topic of Appointment] is on track! Call [Phone Number] with any questions or changes.

Warm regards,

[Your Name]

[Your Role]

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How to Measure Success

Here are the three key metrics to help you measure the success of your email reminder system:

Open Rates

Formula: (opened emails)/(emails delivered)*100

Your open rate shows how many of your clients read your message. To boost this percentage, keep your subject lines short, specific, and personalized to compel clients to engage with your business.    

Click-Through Rates

Formula: (clicks)/(opened emails)*100

The click-through rate measures how many clients clicked on the links provided in the email. For the best results, make sure you keep the CTAs short and enticing. Use actionable words to get a better response.

Appointment Attendance

Formula: (fulfilled appts)/(scheduled appts)*100

Your attendance rate is how many people show up to their appointment. You are likely to reduce no-shows by notifying your clients well in advance and picking the right time to send the email.

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Why Do You Need to Use an Appointment Reminder?

Here are several benefits of using an appointment reminder for your business:

Saves Time and Resources

Appointments typically require you to reserve certain equipment and staff. And when the client is a no-show, all that time spent planning and preparing resources goes to waste. Appointment reminders let customers know ahead of time that they have something scheduled on their calendars. That way, if anything comes up that might prevent them from showing up, they can notify you on time.

Improves Office Productivity

Appointment reminders lead to fewer scheduling errors and conflicts by verifying the dates and times. They help you be more productive because they provide clarity on the day’s commitments. Both you and your employees are better able to plan tasks, assign resources, and coordinate activities. 

Initiates Two-Way Communication

Friendly reminders open up a two-way communication channel. Clients can reply to your emails with their questions, concerns, or second thoughts. This gives you an opportunity to address issues and scheduling errors before they arise.

Helps Clients Plan

When clients are reminded of their commitments, they can adjust the rest of their schedule accordingly. Appointment reminder emails verify locations and include the necessary instructions. This helps clients plan their travel, organize the required materials, or reschedule/cancel if needed.

Provides Better Customer Service with Fewer Touchpoints

Appointment reminder emails ensure that your message will be sent where a client is highly likely to engage with it. Emails allow you to include interactive elements — clickable links, buttons, etc. —  enabling clients to confirm, reschedule, or cancel appointments directly. Moreover, with control over email timings, you can ensure that reminders are sent at optimal moments without needing more touchpoints.

Reduces No-Shows

Email reminders keep your business on the client’s mind, reducing the chances of them missing an appointment due to forgetfulness. Besides, by highlighting the process of rescheduling or canceling in your email, the client is more likely to follow protocol instead of outright abandoning their appointment.  

Eases Customization and Management

Automated appointment reminder emails come with templates that offer easy customization. You can personalize your messages to include client data and precise appointment details. They also streamline admin tasks as they can be programmed to be sent at predetermined intervals, ensuring timely communication.

Simplifies Cancellation Tracking

With a direct means of performing appointment-related actions, the client can easily cancel or reschedule. In automated appointment reminder systems, this prompts a follow-up email confirming the change and a consequent appointment status update, making sure both you and the client have a record of the change. 

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FAQ

How many reminders are too many?

Typically, two reminders are sufficient — initial confirmation and a 24-hour notice. If the client has to make special arrangements or get relevant materials in order, you can send a reminder 2-3 days in advance as well. Since these types of emails have diminishing returns, anything above three indicates that you’re being pushy. If it’s a high-priority appointment, you can send an additional “morning of” reminder.   

What is the best time to send an appointment reminder email?

The best time to send a reminder is between 24 to 48 hours before the upcoming appointment. This allows the client to make the necessary preparations and adjustments.

How can I make sure my appointment reminder emails are not intrusive?

Keep them concise, provide clear value, and respect the recipient’s time and privacy preferences. Make sure you abide by the privacy laws applicable to your business.  

Can appointment reminder emails be automated?

Yes, many booking apps and CRM systems offer automation for appointment reminder emails. They can auto-update schedules and send follow-ups to streamline admin tasks.  

Is it necessary to send reminders for virtual meetings?

Yes, it’s good practice to send reminders for virtual meetings to ensure client attendance and preparedness.

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