Appointment Reminder Letter and Postcard Templates

No shows. They’re a big problem for a lot of businesses, and signify both lost opportunities and lost revenue.

So how do you alleviate the problem? Calling customers to remind them of their appointments can be cumbersome and inefficient, and you’re not always guaranteed to reach someone at a good time. That’s why email, SMS reminders, and postcards are so popular. These methods save your business time and money, and help you better connect with your customers.

If you’re struggling to come up with the perfect language to include in your appointment reminders, we’ve got you covered. We’ve created a list of appointment reminder postcard template ideas you can choose from, one of which is sure to fit your business style.

Appointment Reminder Postcard Template Ideas

Formal postcard reminder template 1: Medical practice

Dear [CUSTOMER-NAME],
We wanted to remind you that you have an appointment with [BUSINESS-NAME] on [DATE-TIME].
Please bring [IMPORTANT-DOCUMENT-1], [IMPORTANT-DOCUMENT-2], and [IMPORTANT-DOCUMENT-3]. Co-pays and deductibles are due at the time of service. Missed appointments will result in a [DOLLAR-AMOUNT] fee.
BUSINESS-NAME]

Formal postcard reminder template 2

Reminder: [CUSTOMER-NAME]’s appointment with [PROVIDER-NAME] is on [DATE-TIME]. Please try to arrive 15 minutes early and don’t forget to bring your [IMPORTANT-DOCUMENT].
If you have any questions or if you need to reschedule, please call our office at [BUSINESS-PHONE].

Formal postcard reminder template 3

Appointment reminder for [CUSTOMER-NAME].
When: [DATE-TIME]
Where: [BUSINESS-ADDRESS]
Provider: [PROVIDER-NAME]
Please bring your [IMPORTANT-DOCUMENT-1] and [IMPORTANT-DOCUMENT-2]. If you need to reschedule, call [BUSINESS-PHONE].

Formal postcard reminder template 4

[CUSTOMER-NAME] has an appointment with [PROVIDER-NAME] on [DATE-TIME] at [BUSINESS-ADDRESS]. Please call us at [BUSINESS-PHONE] if you need to reschedule.

Formal postcard reminder template 5 (Massage, beauty, or wellness service)

Dear [CUSTOMER-NAME],
A transformative experience awaits you! You’re scheduled for [SERVICE] with [PROVIDER-NAME] on [DATE-TIME]. Please call us if you need to reschedule. We can be reached at [BUSINESS-PHONE].
[BUSINESS-NAME]

Casual postcard reminder template 1

Hi, [FIRST-NAME]! Just a quick reminder that you are scheduled for a visit to [BUSINESS-NAME] on [DATE-TIME]. We’re looking forward to seeing you!
If you have any questions or you need to reschedule, don’t hesitate to call us at [BUSINESS-PHONE]. We’re here [BUSINESS-HOURS] on [BUSINESS-DAYS]. See you soon!
Best,
[BUSINESS-NAME]

Casual postcard reminder template 2

Hi, [FIRST-NAME]!
This is a friendly reminder that we have you scheduled for [NAME-OF-SERVICE] on [DATE-TIME]. You can find us at [BUSINESS-ADDRESS].
If you need to reschedule, call us at [BUSINESS-PHONE]
We’ll see you soon!
Best,
[BUSINESS-NAME]

Casual postcard reminder template 3 (Medical practice)

Dear [FIRST-NAME],
Time to see the doctor! We have [CUSTOMER-NAME] scheduled to see [PROVIDER-NAME] on [DATE-TIME]. Don’t forget to bring your [IMPORTANT-DOCUMENT]. If you need to reschedule, please call us at least 24 hours before your scheduled appointment. You can reach us at [BUSINESS PHONE].
See you soon!
[BUSINESS-NAME]

Fun/Silly postcard reminder template 1

Pssst! We miss you, [FIRST-NAME]!
Good thing we’re seeing you soon! Your next appointment with [BUSINESS-NAME] is on [DATE-TIME]. We’ll be counting the minutes!
If you need to reschedule, please give us a call. Our number is [BUSINESS PHONE], and we’re here [BUSINESS-HOURS] on [BUSINESS-DAYS].
Have an outstanding day!
[BUSINESS-NAME]

Fun/Silly postcard reminder template 2

Hey, [FIRST-NAME],
We’re super excited! Why? Because your next appointment is on [DATE-TIME]! We’ll see you then for your [SERVICE].
Just a few quick reminders:
Don’t forget to bring the right stuff! We need your [IMPORTANT-DOCUMENT-1] and [IMPORTANT-DOCUMENT-2].
If you need to reschedule, call us at [BUSINESS-PHONE].
See you soon!
[BUSINESS-NAME]

Fun/Silly postcard reminder template 3: Party venue

Did someone say par-tay?
Hey there, [FIRST-NAME]! Just a quick reminder that it’s your turn to stop by and see us soon. Your party at [BUSINESS-NAME] will be on [DATE-TIME].
Contact your party planner, [EMPLOYEE-NAME], at any time with additional questions or requests. Our number is [BUSINESS-PHONE], and we are here [BUSINESS-HOURS].

Warm postcard reminder template 1

Dear [FIRST-NAME],
We hope you’re doing well. We wanted to remind you that your next appointment with [PROVIDER-NAME] is scheduled for [DATE-TIME]. We look forward to seeing you then.
Please remember to bring your [IMPORTANT-DOCUMENT] and arrive on time.
If you need to reschedule, call us any time at [BUSINESS-PHONE]. One of our [JOB-TITLE] will get back to you as soon as possible.
Warm regards,
[BUSINESS-NAME]

Warm reminder email template 2: Massage, beauty, or luxury service

Dear [FIRST-NAME],
We look forward to welcoming you for your [SERVICE] on [DATE-TIME]. As always, please let us know if there is anything more we can do for you. You may call us at [BUSINESS-PHONE] with any questions or special requests.
Warm regards,
[BUSINESS-NAME]

Warm reminder email template 3

Dear [FIRST-NAME],
We are looking forward to seeing you on [DATE-TIME] at [BUSINESS-ADDRESS]. Please remember to bring your [IMPORTANT-DOCUMENT]. If you have any questions or you need to reschedule, call us anytime. We can be reached at [BUSINESS-PHONE].
Warm regards,
[BUSINESS-NAME]

Emails, SMS reminders, and postcards are popular tools for appointment based businesses because they work. Save your business time and money with one or more of these tools today.

And don’t forget: our Appointment Reminder software is easy to use and cost-effective. It works seamlessly with popular scheduling apps like Outlook and Google Calendar, so you don’t even have to learn a new system. Stop wasting time and start saving money today!

Do you have ideas for great appointment postcard SMS templates? Please share!