8 Free Appointment Reminder Templates: Email, Text, and More

Blog

Joist / Operations / 8 Free Appointment Reminder Templates: Email, Text, and More

If you run a service business, you know there’s not much worse than preparing for a client appointment only to end up with a no-show. That could be because they forgot about the appointment and weren’t home to let you in or didn’t confirm their appointments in advance.

As a business owner, your time is valuable, and every missed appointment is a missed opportunity for business growth.

But what if there was an easy way to make sure your appointments went ahead as scheduled?

Sending an appointment reminder is a simple yet powerful method to keep your schedule full and clients engaged. In this article, we’ll share easy-to-use appointment reminder templates you can edit to match your industry or business offerings. Plus, we have a few tips to make your appointment reminders more effective.

How Appointment Reminders Benefit Your Business

Keeping your schedule aligned with your clients’ helps to confirm appointment times, but reminders do more than just that. Here are a few ways that appointment reminders can help your business:

Fewer Unexplained Absences. Clients are reminded of their appointments, making them less likely to forget that they need to be home.
Better Scheduling. If a client forgets and won’t be home, they can cancel their appointment. You can then quickly fill gaps created by cancellations.
Less Lost Income. Advance reminders give clients time to reschedule instead of cancel, allowing you to fill these slots and save money.
Happier Clients. Automated reminders help clients feel less stressed about missing appointments.
Clearer Communication. Reminders get you and your client on the same page, reducing misunderstandings.
Professional Appearances. Automated reminders help your business appear organized and attentive.
Improved Time Management. Streamline your day by minimizing disruptions from forgotten appointments or last-minute rescheduling.

FROM ONE OF OUR PARTNERS — Communication Methods Within a Business and How To Improve Your Skills

8 Appointment Reminder Templates

To help you communicate better, we’ve designed eight appointment reminder templates. Each involves different scenarios and communication styles:

1. Appointment Confirmation Email Template

You can also send an email confirmation to verify the details of an appointment that a client has recently agreed to or requested. It acts as proof of booking and provides an official record for the client and your business:

Subject: Confirmation of Your Appointment with [Your Business Name]

Hi [Customer Name],

Thank you for choosing [Your Business Name]! We are pleased to confirm your appointment and look forward to assisting you.

Appointment Details:
Date: [Date]

Time: [Time]
Service: [Service Name]
Location: [Location/Address or Virtual Meeting Link]
Special Instructions: [Any instructions or things to bring, if applicable]

Please save this email for your records. We recommend being home 10 minutes before our expected arrival to ensure a timely start. If you have any questions or need to make any changes to this appointment, please feel free to contact us at [Your Contact Information].

If you need to reschedule, we kindly ask that you inform us at least [24] hours in advance to accommodate other clients.

Thank you again for your trust in our services. We look forward to seeing you on [Date] and are excited to offer our best service to meet your needs.

Warm regards,

[Your Name]
[Your Position]
[Your Business Name]
[Contact Information]
[Business Website] (if applicable)

2. Appointment Confirmation Text Template

A text confirmation also allows your clients to add the scheduled time to their calendars for easy access:

Hi [Customer Name], thanks for booking with [Your Business Name]!

Your appointment is confirmed for [Date] at [Time]. If you need to change or cancel your appointment, please call us at [Phone Number].

We look forward to seeing you!

3. Appointment Reminder Email Template

Email reminders are helpful to send immediately after booking to confirm appointment details and provide a contact point. Here’s a template you can use right after a client books in with you:

Subject: Appointment Reminder with [Your Business Name]

Hi [Customer Name],

Thank you for booking your appointment for [Date] at [Time]. We are looking forward to helping you with [Service]. Should you have any questions or need to reschedule, please contact us at [Phone Number]. See you soon!

Best regards,

[Your Name]

FROM ONE OF OUR PARTNERS — What Is Customer Relations? Everything You Need To Know for Your Business

4. 24-Hour Appointment Reminder Text Template

Text messages are a great way to send reminders because most people check their phones often. Plus, if there’s a problem, they can call you right away to reschedule or cancel. Here’s an appointment reminder text template to send 24 hours before an appointment:

Hi [Customer Name]!

Just a reminder about your appointment tomorrow at [Time]. Please let us know if you need to reschedule.

Thanks,

[Your Business Name]

5. Friendly Reminder Text for Morning of Appointment Template

A friendly appointment reminder text is an approachable way to show your clients they are more than just a number in your schedule. It also gives your clients a last chance to reschedule the appointment instead of canceling:

Good morning [Customer Name]!

This is just a friendly reminder about your appointment today at [Time] with [Your Business Name]. If you have any questions, please visit our website or call us at [Phone Number].

See you soon!

[Your Business Name]
[Contact Information]
[Business Website]

RELATED ARTICLE — How To Write a Payment Reminder: Templates and Tips

6. Reminder Text for 1 Hour Before the Appointment Template

Sending a reminder text just one hour before an appointment can refresh a client’s memory. Especially one who might have forgotten about it during a busy day. Here’s what to include:

Hey [Customer Name]!

Your appointment with [Business Name] is in an hour. We’re looking forward to seeing you soon!

Cheers,

[Your Business Name]

7. Virtual Appointment Reminder Text Template

When meeting with a client online, sending clear instructions and the meeting link is essential. This helps avoid any last-minute confusion and ensures the meeting starts on time:

Hello [First Name],

Just a friendly reminder: your upcoming consultation for [Project Name] is scheduled for [Date] at [Time] via [Platform]. You can join the meeting using this link: [Insert Meeting Link Here].

Please check that you can access the link before our meeting. If you haven’t received the link or need help setting up the platform, please reply to this message or call me at [Phone Number].

Looking forward to our discussion!

Best regards,

[My First Name]

[My Job Title]

[Business Name]

RELATED ARTICLE — How to Offer Financing as a Home Services Contractor

8. Phone Call Appointment Reminder Template

A well-timed phone call provides an opportunity to answer any last-minute questions your client may have. Use this phone call template to confirm upcoming appointments:

Hello [Customer Name],

This is [Your Name] from [Your Business Name].

I wanted to touch base before your appointment at [Time] today. Are there any last-minute questions, or is there anything specific you need directions on that we should plan to discuss?

We’re all set on our end and looking forward to meeting you.

See you soon!

FROM ONE OF OUR PARTNERS — What Is a Delivery Note? Logistics and Delivery Essentials

6 Tips to Make Your Appointment Reminders Effective

Smiling construction worker in safety vest and hard hat using laptop outdoors

Sending a friendly reminder is a step in the right direction to improve your business workflow. Here are a few simple tips to help you create email or text reminders that are easy to understand and act on:

Keep it Short. Write reminders that are brief and to the point. Include only essential information, such as the date, time, and place of the appointment.
Make it Easy to Read. A blank line between greetings, body text, and closing helps break up the message into easy-to-read sections.
Limit Reminders. Send only the necessary number of reminders. Too many messages can annoy your clients. One reminder a few days before and another one hour before or the morning of the appointment works well.
Choose the Right Time. Timing is everything. Send your reminders at a time when clients are likely to read them. Mid-morning or early afternoon is better than very early in the morning or late at night.
Include Contact Information. Always add a way for clients to reach you in the reminder. This could be your phone number or email address. It lets them contact you easily if they need to change their appointment.
Highlight Cancellation Policy. If you charge a fee for missed appointments or require 24 hours’s notice to rebook, it can help to mention that in your reminder. It reminds clients to confirm that they’ll be available during that time, since they might have to pay for the appointment either way.

Stay Organized and Manage Customers on the Go

Effective appointment reminders keep your clients happy and your business running smoothly. Handling all parts of your customer interactions well can greatly improve your business’s success. This is where Joist can help.

Our client management platform allows you to store, access, and export customer information with ease, no matter where you are. Whether in an office or out in the field, Joist lets you add new customers and access essential details from any device.

Take client management to the next level with Joist.

Get Started with Joist

How To Write a Payment Reminder: Templates and Tips

Get paid on time and keep customer relationships with these expert tips for sending polite payment reminders that encourage quick action.

How to Follow Up on an Estimate (with Email Templates)

Ever come to a prospect’s home, take your measurements and ask your questions, then send over a detailed quote, only to never hear back? Of course you have. It’s a fundamental truth that every home services business owner knows very well: Not every lead converts to a customer. That doesn’t make it any less discouraging when the estimate you put all that time into disappears into the ether. But there’s a variety of reasons why a prospect might procrastinate on responding to your estimate. Their timeline or budget may have changed. They may have been on vacation and not checking email. They may just need a little extra nudge. In these cases and others, an estimate follow-up email can make all the difference. Things You Need to Know About Following Up on Estimates It’s worth a little extra effort trying to convert prospects with estimate follow-up emails. People who have completed an in-home or over-the-phone estimate have already demonstrated high intent. From a business development perspective, these prospects have your highest likelihood of becoming customers. A successful follow-up email template can make the process of following up more efficient. But before we go into how to craft a winning estimate […]

How To Write Thank You Letters to Customers: Templates and Tips

Learn how to craft effective thank you letters to customers. Boost loyalty, strengthen relationships, and grow your business with gratitude.

How To Write a Price Increase Letter (With Templates)

A price increase letter tells your customers about an upcoming fee hike. Learn how to write one that gets the point across without losing business.

The Benefits of Recurring Payments for HVAC Maintenance Plans

Recurring payments for HVAC maintenance plans help ensure positive cash flow and give your customers a higher level of convenience, transparency, and trust.

Win Better Jobs with Joist Pro

Win More Jobs with Joist ProIntroducing Joist Pro Joist was started 6 years ago with a mission to help contractors save time and win more jobs. Since then, we’ve proudly helped our customers grow and improve their businesses. It’s been an incredible journey, but there’s still a lot of work left. We have tons of new features in our sights, but need to invest more in our technology to get them to you faster. To do that, we’ll be making some of our features available for a small fee, and developing additional paid features throughout the year. As a business owner, we know you can appreciate the importance of fair pricing, and investing in your business to ensure a high quality product for your customers. Now you can upgrade to Joist Pro With that, we’re excited to announce that we’ve launched a PRO version of Joist. PRO members have access to the following: NEW Client Notifications and Activity Tracker NEW Estimate / Invoice Offline File Backup* NEW File Attachments* Attach Photos to your Estimates and Invoices Include Your Custom Contract Add Your Logo Quickbooks Sync Add-On for FREE (stay tuned for more info!) On top of this, we’re busy working on tons of new features — like Work Orders, Change Orders, Business Reports and more — that will be available soon as part of a paid version of Joist. *features available later this monthIs Joist still free? If you’re not quite ready to become a Joist Pro member, the free version of Joist is still available. With the free version, you’ll be able to create estimates and invoices, accept payments, offer your clients financing (US only), and all of your data is safe and protected. If you’d like to take advantage of our PRO features such as photos, logos, contracts and notifications, you’ll need subscribe to one of our Pro plans. All of your existing Joist data is saved and will be available when you upgrade, so there’s no need to re-upload your logo or contract.What’s coming next? We’re just getting started and we can’t wait to release more awesome features to help your business succeed. Here’s a sneak peak of what’s coming next: Attach files to your Estimates and Invoices Share Work Orders with your team and trades Manage scope changes with Change Orders Track your sales and performance with Business Reports Plus much more to come! We’re incredibly grateful for your support, and we’re honored to be able to work with your business. If you have any questions or feedback, check out our FAQs and don’t hesitate to get in touch over live chat or email! Thanks, The Joist Team

The Business Owner’s Guide to Getting More Google Reviews

Building a strategic approach to getting more reviews is worth your time. How do you get more Google reviews? Here are seven strategies to try.

7 Expert Strategies for Successful Plumbing Marketing

Discover effective plumbing marketing strategies to grow your business. Learn how to build your brand, optimize your website, and avoid marketing mistakes.