Appointment Reminder Templates: Templates by Industry

Customer appointments are crucial to the survival of almost any B2C business. If you run a company that provides a service, you hustle to get those appointments set up. But equally as important is getting your customers to show up at their appointed times.

Unfortunately, many customers tend to be human beings with an exceptional talent for missing said appointments. (If you happen to work with androids who possess superhuman skills, this article may not be for you.)

In the long history of customer appointments (and customers forgetting appointments), service providers have tried a variety of tactics to ensure that people show up when they’re supposed to.

There are the appointment reminder cards -- carefully written out by receptionists only to be stuffed in the bottom of a purse, never to be seen again. Then there are the automated phone call reminders. These were once effective.

But in 2019, most people would rather have a tooth pulled than listen to voicemail.

There are, however, a few solutions that have proven much more effective. SMS, email, and postcards. Many businesses use a text reminder to give customers a head’s up about an upcoming appointment.

Whether you’ve been sending these text-based reminders for a while now, or you’re just getting started, it might help to see some examples. Here are some appointment reminder templates, separated by industry. You’ll find templates for:

Dental Appointment Reminder Templates

Here are a few ideas for your dental patient appointment reminder letters. Feel free to copy any of these.

SMS dental appointment reminders

We see a brighter smile in your future! [Customer Name] has an appointment with [Name of Practice] on [Date/Time]. Please respond YES to confirm, or call us at [Business Phone] to reschedule.

It’s time for your cleaning! [Customer Name] has an appointment with [Name of Practice] on [Date/Time]. Please respond YES to confirm, or call us at [Business Phone] to reschedule.

We haven’t heard from you in a while, [Customer Name]! Did you know that people who get a dental cleaning twice a year significantly reduce their chances of tooth decay and oral cancer? Call us at [Business Phone] to schedule an appointment!

Email dental appointment reminders

Dear [Customer Name],

You have an appointment with [Name of Practice] on [Date/Time]. Please remember to bring your [Important Documents], and try to arrive on time.

Your dental health is important to us! If you are unable to make your appointment, please call us to reschedule at [Business Phone]. Missed appointments will incur a [Amount] fee.

Warm regards,

[Provider Name]

Postcard dental appointment reminders

[Customer Name] has an appointment with [Name of Practice] on [Date/Time]. Please remember to bring your [Important Documents], and try to arrive on time. Your dental health is important to us! If you are unable to make your appointment, please call us to reschedule at [Business Phone]. Missed appointments will incur a [Amount] fee.

Medical Appointment Reminder Templates

Here are a few ideas for your patient appointment reminder letters. Feel free to copy any of these.

SMS medical appointment reminder templates

Time for a check up! [Customer Name] has an appointment with [Provider Name] on [Date/Time]. Reply YES to confirm, or call us at [Business Phone] to reschedule.

We heard you weren’t feeling well! [Customer Name] has an appointment with [Provider Name] on [Date/Time]. Reply YES to confirm, or call us at [Business Phone] to reschedule.

Time to see the doctor! [Customer Name] has an appointment with [Provider Name] on [Date/Time]. Reply YES to confirm or NO to receive a call from us.

Email medical appointment reminder letter template

Dear [Customer Name],

You have an appointment with [Name of Provider] on [Date/Time]. Please remember to bring your [Important Documents], and try to arrive on time.

Your health is important to us. If you are unable to make your appointment, please call to reschedule at [Business Phone]. Missed appointments will incur a [Amount] fee.

Warm regards,
[Provider Name]

Postcard medical appointment reminder template

[Customer Name] has an appointment with [Name of Provider] on [Date/Time]. Please remember to bring your [Important Documents], and try to arrive on time. Your health is important to us. If you are unable to make your appointment, please call to reschedule at [Business Phone]. Missed appointments will incur a [Amount] fee.

Chiropractic Appointment Reminder Templates

Here are a few ideas for your chiropractic appointment reminder letters. Feel free to copy any of these, as you see fit.

SMS Chiropractic appointment reminders

Ready for your adjustment? [Customer Name] has an appointment with [Provider Name] on [Date/Time]. Please arrive on time. Text YES to confirm, or call us at [Business Phone] to reschedule.

Time to see your chiropractor! [Customer Name] has an appointment with [Provider Name] on [Date/Time]. Text YES to confirm or call us at [Business Phone] to reschedule.

Email Chiropractic appointment reminder template

Dear [Customer Name],

We’re looking forward to seeing you on [Date/Time] for your chiropractic appointment. In order for us to provide you with the very best chiropractic care, it is important that you arrive on time, and bring with you the following:

If you are unable to make your appointment, please call us at [Business Phone]. We will be happy to help you reschedule. Missed appointments will incur a [Amount] fee.

Warm regards,
[Provider Name]

Chiropractic postcard reminder template

We’re looking forward to seeing [Customer Name] on [Date/Time] for your chiropractic appointment. If you are unable to make your appointment, please call us at [Business Phone]. We will be happy to help you reschedule. Missed appointments will incur a [Amount] fee.

[Business Name]

Beauty Services Appointment Reminder Templates

Here are a few appointment reminder templates to use with your clients.

SMS beauty appointment reminder templates

Time for some pampering! [Customer Name] has an appointment with [Provider Name] on [Date/Time]. Reply YES to confirm, or call us at [Business Phone] to reschedule.

We see a new YOU in your future! [Customer Name] has an appointment with [Provider Name] on [Date/Time]. Reply YES to confirm or NO to receive a call from us.

Relax and unwind at [Name of Business]. This is a reminder that [Customer Name] has an appointment with [Provider Name] on [Date/Time]. Reply C to confirm or call [Business Phone] to reschedule.

Email beauty appointment reminder template

Dear [Customer Name],

This is a friendly reminder that you have an appointment with [Provider Name] on [Date/Time]. We hope to see you then! If you can’t make your appointment, please call us at [Business Phone] to reschedule.

Warm regards,

[Name of Business]

Beauty postcard appointment reminder template

This is a friendly reminder that [Customer Name] has an appointment with [Provider Name] on [Date/Time]. We hope to see you then! If you can’t make your appointment, please call us at [Business Phone] to reschedule.
[Business Name]

Lawyer Appointment Reminder Templates

Here are a few templates for your client appointment reminders that you are free to copy and paste.

SMS legal appointment reminder templates

[Client Name] has an appointment with [Lawyer Name] on [Date/Time]. Please arrive at least 15 minutes early and bring your [Important Document]. Reply C to confirm or call us at [Business Phone] to reschedule.

You have an appointment with [Lawyer Name] on [Date/Time]. Reply C to confirm or call us at [Business Phone] to reschedule. Missed appointments will incur a [Amount] fee.

Email legal practice appointment reminder template

Dear [Client Name],

We are writing to remind you that you have an appointment with your lawyer, [Lawyer Name], on [Date/Time]. Please bring with you the following:

If you are unable to make your appointment, please call us at least 24 hours before the scheduled time. We will be happy to help you reschedule. Our phone number is [Business Phone], and our office hours are [Business Hours]. Please understand that we charge a [Amount] fee for missed appointments.

Sincerely,

[Name of Practice]

Postcard lawyer appointment reminder template

We are writing to remind you that you have an appointment with your lawyer, [Lawyer Name], on [Date/Time]. If you are unable to make your appointment, please call us at least 24 hours before the scheduled time. We will be happy to help you reschedule. Our phone number is [Business Phone], and our office hours are [Business Hours]. Please understand that we charge a [Amount] fee for missed appointments.

Counselors and Mental Health Providers

Here are some appointment reminder templates to use with your mental health clients.

SMS Appointment Reminders for Mental Health Practices

[Client Name], you have an appointment with [Counselor Name] on [Date/Time]. Please bring your [Important Document]. Reply YES to confirm or call us at [Business Phone] to reschedule.

This is a reminder that [Client Name] has an appointment with [Counselor Name] on [Date/Time]. Reply YES to confirm or NO to receive a call from us.

Email Mental Health Appointment Reminder Template

Dear [Client Name],

This is a reminder that you have an appointment with [Counselor Name] on [Date/Time]. In order to serve you better, we have created this client pre check in form, available on our website at [Link].

When you arrive, please have your [Important Document] and co-pay ready.

We look forward to seeing you soon.

Sincerely,
[Business Name]

Postcard mental health appointment reminder template

This is a reminder that [Patient Name] has an appointment with [Counselor Name] on [Date/Time]. When you arrive, please have your [Important Document] and co-pay ready. We look forward to seeing you soon.

[Business Name]