APPOINTMENT REMINDER TEMPLATES Free template from the Appointment Automation Guide (/resources/crm/appointment-automation/) Version: 2026-09-25 HOW TO USE - Replace every placeholder in braces, for example {first_name}, {service}, {date}, {time}. - Keep SMS messages short. Many carriers split long texts into several segments, and links count toward length. - Always include your business name so the customer knows who is messaging. - Stop all reminders automatically when an appointment is cancelled or rescheduled, and restart the schedule for the new time. - Respect quiet hours in the customer's time zone. If a reminder would fall outside your messaging hours, move it to a reasonable time the day before. RECOMMENDED SCHEDULE Confirmation ......... immediately on booking ........ SMS and email 48-hour reminder ..... 48 hours before ............... email (add SMS for high-value visits) 24-hour reminder ..... 24 hours before ............... SMS, asks for a reply 2-hour reminder ...... 2 hours before ................ SMS Reschedule ........... when the customer changes time SMS and email No-show recovery ..... 15 minutes after start, then same day call, next day email, day 3 final SMS Review request ....... 1 to 3 hours after the visit .. SMS or email, one reminder after 3 days Short-notice rules: - Booked less than 48 hours ahead: skip the 48-hour reminder. - Booked less than 24 hours ahead: send confirmation and the 2-hour reminder only. - Early-morning appointments: send the final reminder the evening before instead. - Booked more than 14 days ahead: consider an extra 7-day reminder. ============================================================== 1. BOOKING CONFIRMATION ============================================================== SMS: Hi {first_name}, you're booked for {service} with {business_name} on {date} at {time}. Address: {address}. Need to change it? {reschedule_link}. Reply STOP to opt out of texts. EMAIL: Subject: Confirmed: {service} on {date} at {time} Hi {first_name}, Your appointment is confirmed. - Service: {service} - Date and time: {date} at {time} - With: {staff_name} - Location: {address} How to prepare: {preparation_notes} Need to reschedule or cancel? Use this link: {reschedule_link} Our notice policy: {cancellation_policy} {business_name} | {phone} ============================================================== 2. 48-HOUR REMINDER ============================================================== SMS (optional, for high-value or long appointments): Hi {first_name}, a reminder that your {service} with {business_name} is on {date} at {time}. Need a different time? {reschedule_link} EMAIL: Subject: See you on {day}: {service} at {time} Hi {first_name}, A reminder that your {service} appointment is on {date} at {time} with {staff_name}. If that time no longer works, you can choose another here: {reschedule_link} We look forward to seeing you. {business_name} | {phone} ============================================================== 3. 24-HOUR REMINDER (ASKS FOR A REPLY) ============================================================== SMS: Hi {first_name}, reminder: {service} tomorrow at {time} with {business_name}. Reply C to confirm or R to reschedule. Automation notes: - Reply "C": mark appointment Confirmed. - Reply "R": send {reschedule_link} and notify staff. - Any other reply: create a task for a person to read and respond. - No reply by end of business: optional call from staff to unconfirmed customers. EMAIL: Subject: Tomorrow: {service} at {time} Hi {first_name}, Your {service} appointment is tomorrow, {date}, at {time}. Location: {address} Arrival notes: {arrival_instructions} Please confirm or reschedule here: {confirm_or_reschedule_link} {business_name} | {phone} ============================================================== 4. 2-HOUR REMINDER ============================================================== SMS: Hi {first_name}, see you at {time} today. {arrival_instructions}. Running late or need to change? Call {phone}. SMS (on-site services, technician travelling to customer): Hi {first_name}, {staff_name} from {business_name} is scheduled to arrive between {arrival_window} today. Please make sure {access_notes}. Questions? Call {phone}. EMAIL (optional): Subject: Today at {time}: {service} Hi {first_name}, just a quick reminder that we'll see you today at {time}. {arrival_instructions}. If anything has changed, please call {phone}. ============================================================== 5. RESCHEDULE CONFIRMATION ============================================================== SMS: Thanks {first_name}, your {service} is now {new_date} at {new_time}. Need another change? {reschedule_link} EMAIL: Subject: Updated: {service} moved to {new_date} at {new_time} Hi {first_name}, Your appointment has been moved. - New date and time: {new_date} at {new_time} - Service: {service} - Location: {address} Need another change? {reschedule_link} {business_name} | {phone} CANCELLATION FOLLOW-UP SMS: Hi {first_name}, your {service} appointment on {date} has been cancelled. When you're ready to rebook, you can pick a time here: {booking_link} ============================================================== 6. NO-SHOW RECOVERY ============================================================== Step 1, SMS, 15 minutes after start time: Hi {first_name}, we missed you for your {time} appointment today. Hope everything's OK. Would you like to rebook? {booking_link} Step 2, call task, same day afternoon: "Hi {first_name}, it's {staff_name} from {business_name}. We had you booked for {service} at {time} today and wanted to check you're OK. Would you like to find a new time?" Step 3, EMAIL, next day: Subject: Let's find a new time for your {service} Hi {first_name}, We're sorry we didn't get to see you yesterday. If you'd still like {service}, you can choose a new time here: {booking_link} If something about the appointment didn't suit you, just reply and let us know. {staff_name} {business_name} Step 4, SMS, day 3 (final): Hi {first_name}, just a last check: would you like to rebook your {service}? Reply YES and we'll find a time, or ignore this and we won't follow up again. Tone notes: keep it warm and non-judgemental. Do not threaten fees in recovery messages unless your cancellation policy was clearly agreed at booking, and even then state it neutrally. ============================================================== 7. POST-VISIT REVIEW REQUEST ============================================================== SMS, 1 to 3 hours after the visit: Thanks for choosing {business_name} today, {first_name}. If you have a minute, we'd appreciate an honest review: {review_link}. Any problems? Reply here and we'll make it right. EMAIL, same timing: Subject: How did we do, {first_name}? Hi {first_name}, Thank you for choosing {business_name} for your {service}. If you have a minute, we would appreciate an honest review: {review_link} If anything wasn't right, please reply to this email so we can fix it. {staff_name} {business_name} EMAIL reminder, 3 days later, only if no review was left: Subject: A quick favour? Hi {first_name}, if you have a moment, an honest review of your recent {service} helps other people decide: {review_link}. Thank you either way. REBOOKING REMINDER SMS (timed to your service interval): Hi {first_name}, it's been about {interval} since your last {service}. Want to book your next one? {booking_link} ============================================================== COMPLIANCE NOTES (NOT LEGAL ADVICE) ============================================================== - Consent and opt-out rules for SMS and email differ by country and change over time. Common frameworks to confirm with a qualified adviser include: * United States: TCPA and related rules; carrier A2P 10DLC brand and campaign registration for business texting from standard 10-digit local numbers. * Canada: CASL (Canada's Anti-Spam Legislation). * Australia: Spam Act 2003. * United Kingdom and European Union: GDPR for personal data and PECR (or national equivalents) for electronic marketing. - Appointment confirmations and reminders are often treated as transactional messages, but review requests and rebooking reminders may be treated as marketing. Check which rules apply. - Record how and when each customer agreed to receive texts and emails. - Identify your business in every message. - Include opt-out instructions in texts (for example "Reply STOP to opt out") and an unsubscribe link in marketing emails. Honour opt-outs promptly, and switch opted-out customers to another channel they have agreed to, or to staff phone calls. - Respect permitted messaging hours, which vary by country and, in some places, by state. - Review platforms have their own rules about soliciting reviews, incentives and selective requests. Ask every customer the same way and check each platform's current policy. - If you charge cancellation or no-show fees, state the policy clearly at booking and check local consumer protection rules and your payment processor's terms.