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20 Free Appointment Reminder Text Templates to Cut No-Shows

Appointment Reminder Text Templates

This is a set of various appointment reminder text templates for you to use in your appointment scheduling business. There are multiple types of operations, ranging from cleaning business services to wellness companies, but we’ve made sure you can easily edit the templates to be suitable for your niche. Below are appointment reminder text templates for emails that are made to help you automate significant communication with clients and cut no-shows!

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5 Email Appointment Reminder Templates

Let’s start with appointment reminder email templates, which are a longer format and give you space to include more necessary details and add extra information. You can even combine email parts from different templates to create your tailor-made reminder email for appointments!

Template 1

Subject: Reminding About Your Appointment with [Therapist Name]

Dear [Client Name],

This is a friendly reminder of your upcoming appointment with [Therapist Name] at [Therapist Business Name] on [Date] at [Time]. We appreciate your continued trust in our services.

Please arrive 10-15 minutes early. We encourage you to bring a journal or notebook to your session.

If you need to reschedule or have any questions, please contact our office by calling this number [Phone number] or replying to this email.


The [Therapist Business Name] Team

Template 2.

Subject: Mark your Calendar! Your Coaching Session is Soon


Mark your calendar! Your coaching session with us is just around the corner, happening virtually on [Date] at [Time]. 

We’ve already sent you a meeting link, but here it is once again: [link]

We look forward to connecting with you soon and helping you achieve your goals.

To the stars!

[Your Name]

Template 3.

Subject: A Reminder to Consult Your Legal Matters

Dear [Client Name],

As your legal journey approaches, we’re here to gently remind you of your upcoming consultation with [Lawyer Name] at [Law Firm Name] on [Date] at [Time]. We value your trust in our expertise and are eager to assist you in navigating your legal concerns.

Prior to your appointment, please bring along the following documents for a comprehensive discussion:

  • A copy of your driver’s license or other government-issued photo ID.
  • Any relevant court documents or legal paperwork.

Looking forward to helping you,

[Office name]

Template 4.

Subject: Don’t Miss Out Your [Workshop Name] on [Date]

Hi [Employee Name],

Put it on your calendar! Our highly anticipated workshop, [Workshop Name], is happening on [Date] at [Time] in [Location]. You’ve registered for it!

This workshop is a great opportunity to [Workshop Benefits] and advance your career at [Company Name].

Please make sure to attend, we look forward to seeing you there!

Template 5.

Subject: Your Appointment at Hairdressing Salon is Approaching!

Dear [Customer Name],

Get ready for your new look! We’re delighted to remind you of your upcoming appointment at [Salon Name] on [Date] at [Time]. Our expert stylist, [Stylist Name], is eagerly awaiting your arrival to transform your hair into a masterpiece.

Our address: [Address]

Call us: [Phone number]

Your friends at [Salon Name]

15 SMS Appointment Reminder Text Samples

SMS is, of course, a shorter format of a reminder and it’s essential to include the most important information about the future appointment yet add a personal touch and sound friendly. It’s okay to use emoji in this type of a reminder. You can also send such short notifications in messengers. 

Salons & beauty centers

Send automated reminders from your salon or beauty establishment and significantly decrease no-shows.

Template 1.

Hi [First Name], this is a friendly reminder for your upcoming appointment with [Staff Name] on [Date] at [Time]. 

Template 2.

To confirm your appointment with [Salon name] on [Date] at [Time], don’t reply to this message. Click here to add to your calendar: [Calendar Link]. To reschedule, call us at [phone number].

Template 3.

This is a reminder from [Salon Name]! Your beauty services are scheduled for [Date] at [Time]. Change plans? Reply to this number.

Read about: How to Create Hairdressing Salon Website on WordPress

Clinics & doctors

As a clinic, it’s important to increase patient retention rate by proper communication. 

Template 4.

Please take note of your upcoming appointment with Dr. [Doctor name] on [Date] at [Time]. Please proceed to the registration counter upon arrival.

Template 5.

Your appointment at [Clinic Name] clinic is scheduled for [Date] at [Time]. If you have any changes or inquiries, please contact us promptly by calling the clinic.

Template 6.

Dear patient, this is a last-minute reminder about your appointment tomorrow at [Time]. Make sure to contact us in advance if you need to reschedule.

Read about: Steps to Create a Patient Appointment Scheduling System

Consultants & therapists 

Send an SMS to remind them about the upcoming consultation sessions or therapy.

Template 7.

Reminder: You have scheduled a session with [Name] and we’re already looking forward to meeting you at [Date] at [Time]. In case you need to change your plans, email us asap.

Template 8.

This is a reminder of your upcoming therapy session with [therapist name] on [Date] at [Time]. Looking forward to our meeting at [Location].

Template 9.

Consulting appointment reminder! Let’s start our consultation on [Date] at [Time]. The meeting is at [Office name]. Your consultant is [Name].

Read about: The Best WordPress Themes for Coaches

Gyms & sports centers

Make sure your clients never forget about the next workout.

Template 10.

We’re excited to remind you of your upcoming session at [Gym Name] on [Date] at [Time]. Please don’t forget appropriate workout shoes that provide support and cushioning. To cancel or reschedule, call your instructor or the main office.

Template 11.

We’re waiting for you in our gym [Name] on [Date] at [Time]! Please don’t hesitate to contact us at [Phone Number] or [Email Address] in case of rescheduling.

Template 12.

Hey [Name], your pool session is coming up soon! Please be there [Time] sharp. Don’t forget to bring your swimsuit, towels, and any other necessary items.

Read about: Tips to Create a Gym Website that Stands Out

Tutoring & studies

Students often enroll into many courses and then forget to visit them, so the lesson reminder messages are a time saver.

Template 13.

[Name], your math lesson is just around the corner! Meet me at [Location] on [Date] at [Time]. Don’t forget your textbooks, pencils, and a positive attitude! 

Template 14.

Hello, your upcoming language class is scheduled for [Date] at [Time] at [Tutoring Center Name]. Not that it’s a group class, if you don’t show up, we can’t return the money.

Template 15.

We just want to remind you about the upcoming class that is taking place on [Date] at [Time] at [Tutoring Center Name]. Don’t forget to bring your homework!

Read about: Best WordPress Themes for Schools & Tutoring

How to send appointment reminders with software

With our BookingPress plugin, you can automate all these appointment reminder text templates in a few button clicks.

Navigate to Dashboard > Notifications. Then choose to create a custom notification and set your sending rules for the reminder:

  • Notification type: scheduled notification.
  • Schedule: before the appointment.
  • Time: set the time frame before the appointment to send reminders.
  • Services: decide if this is a reminder for all or specific services.
  • Status: decide on appointment statuses eligible for this text reminder.
Appointment reminder feature

Once you created a new notification type, then all you need to do is to copy and paste the needed template to the needed area in the BookingPress plugin and replace the parts in our appointment reminder text samples with the software-supported placeholders from the right.

custom WhatsApp notifications

You can even send WhatsApp notifications with customized text. Automation is complete!

Brian is a WordPress expert with a decade of developing experience & technical-writing. He enjoys blogging, movies & hiking.