Avoid No-Shows With This Handy Appointment Reminder Template

Have you been stood up by customers or clients who forget they had appointments? You’re not alone. 

The amount of no-shows is high across all industries. Research shows there's a 15% average rate of no-shows, resulting in a $26,000 loss in revenue for businesses with more than $120,000 in annual revenue. The simplest—and most cost-effective—way to remedy this situation is to send reminders to confirm your clients or customers are attending their scheduling software for business. 

Keep reading for a few handy appointment reminder templates you can send via email, social media messages, or text. If you’re looking for ways to automate these and other client communications—like payment reminders—sign up for a free, 14-day trial with GoSite. 

Appointment Reminder Etiquette 

Appointment reminders can be a bit tricky for any business owner. After all, you don’t want to nag your clients or customers, but you also don’t want to deal with revenue loss from a no-show. 

So, how many appointment reminders should you send? 

The general recommendation is to send one confirmation or reminder after the appointment is made and another reminder before the appointment. 

When you send the secondary reminder is up to you. If you send it a week in advance and the client decides they need to cancel, it allows you to fill that hole with another client. 

Other business owners prefer a reminder two days or even 24 hours before the appointment. To determine what’s best for your business, consider your cancellation policy and the nature of your business. If you offer free cancellations when made before a certain amount of time, send your appointment reminder at least a day before the cutoff. 

With the rise in digital communications, most customers and clients say they prefer reminders via email or SMS. A phone call can be disruptive for someone, but a written reminder sends the message and allows the recipient to read it at their convenience.

Details to Include

Always keep written reminders concise and to the point. 

Reminders can include the following information:

• Time and date of the appointment. 
• Scheduled services.
• Any forms (with links) that need to be filled out before the appointment.
• Any preparations your client or customer has to make for the appointment. 
• What to expect at the appointment such as COVID-19 protocols or precautions. 
• Any other information to know before arriving, such as where to park or wait. 
• A request to confirm the appointment.

Email Templates

The following are appointment reminder templates you can use and edit to fit your needs.

General Email Template

Detailed Email Template

SMS Templates

Below are a couple of templates you can use to send booking reminders through text or social media messages.

General Template

Friendly Template