email appointment reminder

Everything You Need to Know About Email Appointment Reminders and Templates For All Industries

Appointment reminders are essential when it comes to reducing no-shows in any business. However, it is tedious to manually write and send hundreds of appointment reminder emails. You and your business can save time and money by using appointment reminder email templates, which we created below for any style you are looking for.

The Issue: No-shows Directly Affect Your Bottomline

No-shows immensely hurt business revenue and growth. All industries are affected by clients not attending their appointments. No-shows waste time and money because the service is not being fulfilled. Cancellation fees do not make up for all the losses from no-shows.

The Solution: Appointment Reminders

Most no-shows are simply caused by forgetfulness. The easiest way to fix this problem is by reminding your clients about their appointments a couple days or even hours before their scheduled appointment time. Making phone call reminders is extremely time consuming. Automated text and email reminders are the most effective way of reminding clients about their scheduled appointments. 

Using appointment reminder templates with automated reminder software is the easiest and most cost effective solution. With Reminderly, you can create customized, scheduled messages using templates to send to your clients. We have provided a variety of email appointment reminder templates for multiple businesses, needs, or preferred styles below in this article.

How Reminderly Can Help You

Reminderly has a plethora of features that can help you and your business with appointment reminders. We provide services for text, voice, and email messaging. Reminderly provides users with a Waitlist Manager, Customer Feedback Surveys, and allows for direct one-on-one communication with clients. We also integrate with most scheduling tools like Outlook Calendar, Google Sheets, Microsoft Excel, Google Calendar, Calendly, iCloud, and more. Specifically for email, Reminderly provides users with scheduled messaging options, templates, and group messaging. Reminderly’s sleek, intuitive design allows for the smooth, easy, and quick creation of automated reminders. 

Customization is Key

Many people’s email inboxes are flooded with junk emails. It is important to make your appointment reminder email stand out to avoid an accidental “move to trash” maneuver. Customizing emails so that they are personal to specific clients can help make your messages stand out in the sea of inbox messages. 

Here are some customization tips:
  • Put the client’s name in the subject line. This makes the message personal to the client, which will give them more incentive to open the email.
  • Write a catchy subject line. Bland subject lines may cause client’s to accidentally delete messages, especially if the subject line looks like spam. Make subject lines interesting and eye-catching in order to entice clients to open the email.
  • Be specific in the email message. In the actual body of the email, be sure to include all the necessary appointment information so the client knows the email is not spam and is properly reminded of their appointment. 

Email Versus Text Message Reminders

When should you use email appointment reminders over text message appointment reminders? More often than not, it is up to you, your business, the types of services you offer, and your clientele. However, here are some general guidelines if you are unsure of which form of messaging to use:

When to Use Emails
  • Your client does not have or use a cell phone. This is sometimes the case for older clientele who only use landlines or their cell phones are strictly for phone calls. Emailing these clients is the best option for reminding them of appointments. 
  • The message involves sensitive or personal information. It is better to use email over text messaging if your message contains certain types of secure information. Be aware of the type of appointment and information when deciding to send appointment reminder messages.
  • The message involves interaction. If you need your client to complete forms prior to their appointment, and the forms are not mobile friendly, then it is best to send an email messaging. However, for shorter forms that are mobile friendly, text message reminders are still a good option.
When to Use Text Messages
  • The message is short. Text messaging is quick, accessible, and efficient. If your message just involves reminding the person of the time, date, and location of their appointment, text messaging is best. 
  • The message is being sent relatively close to the scheduled time of the appointment. If you are sending the reminder minutes or hours prior to the appointment, use text messaging. Most people carry their cell phones with them wherever they go, so text messages will be the best route of communication for appointment reminders. For example, a hair appointment reminder might be sent out one hour prior to the haircut. This reminder would best be received over text as email is not as often checked by customers.

There are certain situations that makes email the better line of communication for appointment reminders. However, in many cases, the best option for reminders is to send it to both the client’s email and phone. Emailing and text messaging will lower the chances of no-shows even more. 

Email Appointment Reminder Template Checklist

When creating an email appointment reminder message, be sure to include these items:

  • The company/business name
  • The appointment time
  • The appointment date

You may also want to consider including:

  • The appointment’s location 
  • The client’s name
  • The type of service the appointment is fulfilling
  • The name the person who is providing the appointment’s service
  • Contact information (business phone number or business email)
  • Cancellation policies and fee information 

Email Appointment Reminder Templates

Here are examples of various email appointment reminder templates for a variety of industries, businesses, styles, and personal preferences.

Formal Appointment Reminder Email Template

Dear [client name],
This is [business name] reaching out to you regarding your upcoming appointment. Your appointment is at [appointment time] on [appointment date]. This appointment is at [appointment location] with [name of service provider]. Just as a friendly reminder, this appointment is regarding [type of service]. Prior to your appointment, please complete these forms using this link [insert form link]. If you need to reschedule, please reply to this email or please call our office at [business phone number]. Please keep in mind that we have a 24-hour cancellation notice policy. [Insert cancellation policy and fee information here]. If you have any questions, do not hesitate to reach out.

[Business name]

Casual Appointment Reminder Email Template

Hi [client name]!
This is [business name] and we are just sending you a friendly reminder about your upcoming appointment with us. It is at [appointment date and time] with [provider name]. We are looking forward to seeing you soon! If you have any questions or need to reschedule, just reply to this email or call us at [business phone number].

Warm regards,
[Business name]

Healthcare Industry Appointment Reminder Email Template

Hello [patient name],
This is [provider name] reaching out to you about your upcoming appointment with us. You are scheduled at [appointment date and time] with [doctor's name] Please fill out this form using this secure link prior to the appointment: [form link]. Also, do not forget to bring your health insurance information with you to the appointment. If you have any questions or need to reschedule with us, please call our office at [office phone number].

Thank you,
[Business name or provider name]

Beauty Service Industry Appointment Reminder Email Template

Hi [customer name]!
Don't forget about your appointment at [business name] on [appointment date and time]! We can't wait to fulfill your [hair/skin/nail/etc.] needs. [Stylist's name] is looking forward to helping you reach your beauty goals too! Use this secure link [insert link] if you need to reschedule your appointment with us. Call us at [business phone number] with any questions.

Can't wait to see you,
[Business name]

Animal Care Industry Appointment Reminder Email Template

Hi [customer name]!
This is [business name] reaching out to you about [pet's name] upcoming appointment. The appointment is at [appointment time and date] at [appointment location]. Please reply to this email if your pet has any special needs or if we should know anything specifically about [pet's name] prior to their appointment with us. We can't wait to meet you and your furry friend soon!

[Business name]

Fitness Industry Appointment Reminder Email Template

Hello [client name],
Don't forget about your appointment with us at [business name]! Just as a friendly reminder, you are scheduled at [appointment date and time] with [provider name]. Be sure to wear clothes you can move around in and some comfortable sneakers! Don't hesitate to reach out to us at [contact information] if you have any questions! We can't wait to exercise with you!

Your pals at [business name]

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