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Appointment Reminder Message Templates You Can Copy

By The Client Reminder · Updated 8 October 2026

A good reminder is short, clear and tells the client what to do next. Use these templates as a starting point and replace the details in [brackets] with your own.

Booking confirmation

Hi [Name], your [appointment type] with [Business] is booked for [day, date] at [time]. Address: [address]. We look forward to seeing you.

Send this straight after booking so the client has the details in writing.

Reminder 24 to 48 hours before

Hi [Name], this is a reminder of your [appointment type] with [Business] on [day, date] at [time]. Please confirm, cancel or reschedule below.

This is the most useful reminder. It leaves enough time for the client to react and for you to refill a cancelled slot.

Same-day reminder

Hi [Name], we are expecting you today at [time] for your [appointment type]. If anything has changed, please let us know as soon as you can.

Reschedule offer

Hi [Name], we have a new time available for your [appointment type]: [day, date] at [time]. Would you like to confirm this time or choose another?

Cancellation acknowledgement

Hi [Name], we have cancelled your [appointment type] on [day, date]. If you would like to book a new time, just reply here and we will help.

Follow-up after a missed appointment

Hi [Name], we missed you at your appointment today. We hope everything is fine. Reply here and we will help you find a new time.

Keep this one warm, not accusatory. Clients are more likely to rebook when they do not feel judged.

Tips for writing your own

• Use the client's name and your business name.
• Put the date and time near the start.
• Ask for one action, not three.
• Include a contact number for questions.
• Do not include sensitive medical or personal details in the message.

With The Client Reminder, reminders like these go out on WhatsApp automatically, with Confirm, Cancel and Reschedule buttons.

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