Email Appointment Reminders
Many business that rely on customer appointments share one big problem: No Shows. When customers/clients fail to keep their appointments, your business or practice might waste valuable time tracking them down. Or worse, you might simply forfeit that hour of business and the revenue it was intended to bring in. When you email appointment reminders you can help your bottom line and production.
Because of no-shows…
- Will you wait just ten more minutes for your customer to turn up and waste your time?
- Will your previously scheduled customer come in late and throw off the whole schedule for the rest of the day?
- Do you or your staff know what to say to late clients?
- Will your waiting customers demand more effective treatment of their time and become upset with your services?
- When a customer misses the appointment was there another customer put on the waiting list who would have turned up? Will this customer go to a competitor?
- Will you look unprofessional?
Calling customers to remind them of their appointments can be time consuming and stressful. That’s why email reminders are so popular. They save your business time and money and most importantly, they help get people in the door.
If you’re struggling to come up with the perfect language to include in your reminder message, we’ve got you covered. We’ve created a list of Appointment Reminders email template samples, one of which is sure to fit your business or practice’s style.
Do you own a health practice or a A/C company? Choose from one of our straightforward, no-nonsense email templates. Are you a children’s dentist who enjoys making your little patients laugh? We’ve got fun email samples for you! Whether you want tasteful, silly, or professional, we’re sure you can find an Appointment Reminders template on this list to suit your needs.
To take the guesswork out of sending effective reminders, try out one of the templates we have provided for your next email. AppointmentReminders.com works seamlessly with popular scheduling apps like Outlook and Google Calendar to send automated text message, email, or phone alerts when they’re most effective. Stop wasting time and start saving money today!
Casual Email Reminders
Hello, [Client First Name],
This is a small reminder that your [Service Name] appointment with [Staff Name] at [Location Name] is on [Date/Time/Client/Time zone]. If you still have any questions before your appointment, use the contact details below and reach us.
Confirm your appointment by clicking on the button below:
CONFIRM/DECLINE
Thanks for scheduling with [Business Name]!
[Staff Signature Section]
Subject line: (Appointment Reminder) Staff Name on Appointment Date & Time
Email Body: Business Name
Your appointment is coming up!
Hello, [Client First Name],
This is a small reminder that your [Service Name] appointment with [Staff Name] at [Location Name] is on [Date/Time/Client/Time zone]. If you still have any questions before your appointment, use the contact details below and reach us.
Confirm your appointment by clicking on the button below:
CONFIRM/DECLINE
Thanks for scheduling with [Business Name]!
[Staff Signature Section]
Warm Email Reminders
Subject: [Client’s First Name], the next appointment you have is on [Date/Time]
Dear [Client’s First Name]
I hope all is good. We wanted to remind you about the meeting with [Provider’s Name] is scheduled for [Date/Time]. We are excited to see you soon.
Do not forget to bring your [Document] and arrive on time.
We want you to feel better, so if you need any help before the appointment, you can call us at any hour [Business Phone]. One of our [Staff] will get back to you as soon as possible.
Warm regards,
[Business Name]
Hi [Client’s First Name],
Just a friendly reminder that we have an upcoming appointment.
[Date]
[Location]
[Time]
If you need any instructions or have questions email us with them at
[Email Address].
CLICK LINK BELOW TO CONFIRM YOUR APPOINTMENT:
[Secure Link]
Sincerely,
[Business Name]
Formal Email Reminders
Subject: Your next appointment is [DATE-TIME].
Dear [CUSTOMER-NAME],
We wanted to remind you that you have an appointment with [PROVIDER-NAME] on [DATE] at [TIME].
Here are a few reminders about your appointment:
- Plan to arrive 15 minutes early to fill out new patient paperwork. You can also fill out your paperwork ahead of time on our website at [WEB-URL].
- Please bring with you [IMPORTANT-DOCUMENT-1], [IMPORTANT-DOCUMENT-2], and [IMPORTANT-DOCUMENT-3].
- Parking is available at [LOCATION].
- Please understand that if you are more than 15 minutes late for your appointment, we may have to reschedule.
- Co-pays and deductibles are due at the time of service.
- Missed appointments will result in a [DOLLAR-AMOUNT] fee.
We look forward to seeing you on [DATE-TIME]. If you are unable to make your appointment, please call our office at [BUSINESS-PHONE] as soon as possible.
Sincerely,
[BUSINESS-NAME]
Subject: Reminder-Your appointment on [DATE-TIME]
Dear [CUSTOMER-NAME],
This is a friendly reminder confirming your appointment with [PROVIDER-NAME] on [DATE-TIME]. Please try to arrive 15 minutes early and bring your [IMPORTANT-DOCUMENT].
If you have any questions or need to reschedule, please call our office at [BUSINESS-PHONE]. Otherwise, we look forward to seeing you on [DATE-TIME]. Have a wonderful day!
Warm regards,
[BUSINESS-NAME]
Fun Email Reminders
- Try to get here early so that we can start right on time. (We don’t want to waste a minute!)
- Don’t forget to bring the stuff! We need your [IMPORTANT-DOCUMENT-1] and [IMPORTANT-DOCUMENT-2].
- If you need to reschedule, call us at [BUSINESS-PHONE].
Subject: 😎 We’re excited to see you, [FIRST NAME]!
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. (Getting stood up is no fun at all.) Our number is [BUSINESS PHONE], and we’re here [BUSINESS-HOURS] on [BUSINESS-DAYS].
Have an outstanding day!
Best,
[BUSINESS-NAME]
3 Benefits for Email Reminders
When sending emails with Appointment Reminders you can add your logo, branding colors, company name and number and other custom fields to your email reminders. Allow your customers to confirm appointments by pressing buttons in your email. Our emails are readable in most email programs and configured to avoid spam filters.
1. Customize your Email Reminders
Our email reminders allow you to include all of you own content as well as custom fields such as appointment date & time, customer name, company name, address, and phone number. You can also include custom fields in email reminders such as room numbers, amounts due, arrival details and more! The content can be specified and is entirely customizable. Just like with all of our appointment reminder types. As with all of our reminders, you can send the email reminders out in relation to the appointment. For example, 1 week before & 1 day before. Or even a day or 2 after the appointment (to get feedback on the appointment).
2. Send your Email Reminder at the appropriate time
Our email reminders allow you to schedule them at the appropriate time or trigger them to be sent multiple times. You can also trigger them when an event happens such as a text message failure or call failure. For example, you can send an email reminder a week ahead of the appointment and then another on the day before the appointment. You can also change the email reminder content based on the customer or patients reply to the initial reminder. Say the customer or patient confirms the appointment using the reminder you send out one week prior. In this case, you may want to just give them a friendly reminder the day before, rather than asking for another confirmation.
3. Brand your Email Reminders
Brand the look and feel of your email reminders by adding a border and your logo as well as your company address and phone number. Not only does this increase your brand recognition, but it also adds to the customer experience by looking more professional and authentic. Your patients or customers will feel confident that the email reminder is originating from your office and will be more likely to open it and reply to it.
