Free Appointment ReminderTemplate Generator
Create ready-to-use reminder templates for SMS, email, and phone scripts. Customize by industry, tone, and service — then copy and send.
Fill in the form and click “Generate Template” to create your reminder
Best Practices
What is an appointment reminder?
An appointment reminder is a message sent to a customer before their scheduled visit to reduce no-shows and last-minute cancellations. Reminders can be delivered via SMS, email, or phone call — each channel with its own strengths.
SMS reminders work best for quick, day-of confirmations. They have near-instant open rates and let customers reply to confirm or reschedule in seconds. Email reminders are ideal for sending detailed information like preparation instructions, office directions, or cancellation policies 48 hours in advance.
Phone call reminders are the most personal channel and tend to have the highest confirmation rates, especially for high-value appointments. They give customers a chance to ask questions and feel the human connection with your business — even when the call is handled by AI.
The most effective reminder strategy combines multiple channels: an email 48 hours out, followed by an SMS or phone call the day before. This layered approach can reduce no-shows by 30-50% across industries like dental, medical, salon, auto repair, and fitness.
Examples
Appointment reminder templates by channel
SMS Template
Short, direct, and under 160 characters for maximum deliverability.
Email Template
Room for details like prep instructions and cancellation policy.
Hi Sarah, just a reminder that your cleaning at Bloom Dental is scheduled for Tuesday, March 18 at 2:00 PM. Let us know if you need to reschedule.
Phone Script
Natural, conversational scripts for live or AI-powered calls.
FAQ
Frequently asked questions
What is an appointment reminder template?
An appointment reminder template is a pre-written message you can customize with details like the customer name, service, date, and time. Templates save time by giving your team a consistent starting point for SMS, email, or phone reminders.
How do I write an appointment reminder SMS?
Keep it under 160 characters, include the business name, appointment date and time, and a clear call-to-action like "reply C to confirm." Use a friendly but professional tone and always identify your business so the message isn't mistaken for spam.
What should an appointment reminder email include?
A good reminder email includes a clear subject line, the appointment date and time, the service booked, your business name and location, and instructions for rescheduling or cancelling. Adding a personal greeting improves open rates.
How far in advance should I send appointment reminders?
Best practice is to send two reminders: one 48 hours before the appointment and another 2-4 hours before. For phone call reminders, a single call 24 hours in advance works well. Adjust timing based on your no-show patterns.
Can I automate appointment reminder calls?
Yes. Services like OneSpec use AI to make reminder calls that sound like your front desk. Automated calls capture confirmations, cancellations, and reschedule requests without any manual effort from your team.
What tone should I use for appointment reminders?
Match the tone to your brand. Healthcare and legal offices typically use a professional tone, while salons, spas, and fitness studios can be friendlier or more casual. The most important thing is clarity — make sure the date, time, and next steps are unmistakable.
Turn templates into automated reminder calls
OneSpec calls every customer before their appointment, captures confirmations, and flags reschedules — so your team keeps calendars full without lifting a finger.