Appointment Reminder Email Templates
Four appointment reminder emails you can copy straight into your inbox or scheduling tool. Replace anything in [brackets], keep the rest. Below each one is a note on when to send it.
1. Standard reminder (send 2 to 3 days out)
Subject: Reminder: your appointment with [Business] on [Day]
Hi [First name],
This is a reminder of your appointment with [Business] on [Date] at [Time].
If you need to change or cancel it, just reply to this email or call us on [Phone].
See you then,
[Your name], [Business]
2. Day-before reminder (send 24 hours out)
Subject: Tomorrow at [Time]: your [Business] appointment
Hi [First name],
A quick reminder that we will see you tomorrow, [Date], at [Time]. Our address is [Address].
Running late or need to reschedule? Reply here or call [Phone] and we will sort it out.
Thanks,
[Business]
3. Confirmation request (when you need a reply)
Subject: Please confirm your appointment on [Date]
Hi [First name],
You are booked in with [Business] on [Date] at [Time]. Please reply YES to confirm, or NO if you can no longer make it.
If we do not hear back by [Cutoff], we may release the slot to someone on the waiting list.
[Business]
4. Second reminder (send when the first goes unanswered)
Subject: Still on for [Time] on [Date]?
Hi [First name],
We have you down for [Date] at [Time] and have not heard back yet. If that still works, no need to do anything. If not, reply or call [Phone] so we can offer the time to someone else.
[Business]
Stop sending these by hand
Email is easy to miss, and the day-before one lands while people sleep. DoNotify sends the reminder for you on a schedule: write the wording once, and it goes out as a real phone call to any handset, landline or mobile, with no app for the person receiving it. Voicemail gets a retry, and every call is logged. There are 14 free reminder calls to try it, no card required.