Welcome to AppointmentReminders.com! Appointment Reminders for Businesses

Email Appointment Reminders

Appointment Reminder Email on Laptop

What are Email Reminders?

Why Email Reminders?

Sending email reminders over text reminders or call reminders offers several advantages in certain contexts:

  • Detailed Information: Email allows for the inclusion of detailed information, attachments, and links. This can be beneficial when the reminder contains complex details, instructions, or additional resources that are better conveyed through text and visuals.

  • Professionalism: Email appointment reminders are often perceived as more formal and professional compared to text message reminders. This can be important in business or professional settings where a more formal tone is preferred.

  • Less Intrusive: While both email reminders and text message reminders are non-intrusive compared to phone call reminders, a reminder email may be perceived as less urgent, allowing recipients to check and respond at their convenience without feeling pressured to respond immediately.

  • Cross-Platform Accessibility: Emails can be accessed on a variety of devices, including smartphones, tablets, and computers. This cross-platform accessibility ensures that recipients can view reminders regardless of the device they are using.

  • Customization: Email reminders allow for greater customization and personalization through the use of personalized greetings, tailored content, and specific details relevant to the recipient. This personal touch can enhance engagement.

  • Easier Forwarding and Sharing: Email reminders can be easily forwarded and shared with others, making it simple for recipients to pass along important information to colleagues, friends, or family members.

Part of a Larger Strategy

Sending email reminders is a key component of a comprehensive reminder strategy that encompasses multiple communication channels to maximize reach and effectiveness. 

The goal is to ensure that recipients are adequately reminded of their appointments, obligations, or events in a manner that is most likely to prompt action or attendance. Here’s how email reminders fit into a larger reminder strategy:

  • Multi-Channel Communication: A robust reminder strategy leverages multiple communication channels to cater to different preferences and ensure messages are received. Alongside email reminders, businesses often use SMS/text messages, phone calls, and even postal mail for reminders. This multi-channel approach ensures that if one method fails to catch the recipient’s attention, another method might succeed.

  • Rolling failed text reminders seamlessly to call or email reminders ensures that all of your customers or patients will have a much greater chance of receiving the reminders.

  • A survey of nearly 14,000 patients revealed that while 48% of respondents prefer text message reminders for appointments, 21% still prefer email reminders, and 29% prefer phone calls. This preference for text message reminders spans across various age groups, indicating a general trend towards digital communication methods, although a significant portion of the population still values the benefits that email reminders provide.

Email Appointment Reminder Service

“It’s important to consider the preferences of the target audience and the nature of the information being conveyed when choosing between email reminders, call reminders, and text reminders. In some cases, a combination of all methods may be the most effective communication strategy.” 

Jonah Langer, Owner AppointmentReminders.com

Sending Email Reminders With AppointmentReminders.com

AppointmentReminders.com Appointment Reminders

AppointmentReminders.com specializes in sending email appointment reminders! 

When you send email reminders with us, you can expect all of these features and more!

  • Automated Scheduling: Automatically send reminders based on predefined schedules.
  • Personalization: Customize emails with recipient’s name, appointment details, and more.
  • Customizable Templates: Ready-to-use and editable email templates for various reminder needs.
  • Google Calendar Integration: Link your Google Calendar and automatically send reminders.
  • Integration with Calendars: Allow recipients to add appointments to their personal calendars directly from the email.
  • Multiple Reminders: Capability to send more than one reminder, such as a week before and then a day before the event.
  • Link Support: Ability to include links with reminders for additional information.
  • Analytics and Reporting: Insights on delivery rates and overall engagement with the reminders.
  • Blast Emails: Manage and segment email lists to target specific groups or distribution lists.
  • Global Reach: No restrictions on international emails, allowing for global communication without additional costs.
  • Responsive Design: Emails optimized for viewing on both desktop and mobile devices.
  • Security and Compliance: Ensure privacy and compliance with data protection regulations.
  • Reply Management: Collect and manage responses directly through the service.
  • Unsubscribe Options: Allow recipients to easily opt-out of receiving future reminders to comply with email marketing laws.
  • Branding Options: Customize emails with your organization’s logo, colors, and branding.
  • Scalability: Ability to handle large volumes of emails without degradation in performance.
  • Failover Mechanisms: Options to send reminders through alternative channels (e.g., SMS) if the email fails.
  • Easy to Use Interface: A user-friendly dashboard for creating, scheduling, and managing email reminders.

Customize your Email Reminders

email reminder example

With our email reminders, you can:

  • Include your logo, branding colors, and more. Customize the look and feel of your email reminders by adding a border and your logo. This ensures that the email looks authentic and professional.
  • Add up to 3 customizable buttons to your email reminders, such as “confirm”, “cancel”, “reschedule”.
  • 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.
  • Schedule your reminder emails to go out on your schedule (e.g. Day before appt, week before appt, etc…)
  • See replies to email reminders in real-time through our online reporting screen.


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.

Send your Email Reminder at the appropriate time

Schedule for one week

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.


Keeping out of the Spam Folder

Clicking on email spam folder with 372 items

Our email reminders are sent using the latest technology in order to keep them out of the Spam folder and in your customers inbox.

We follow all standard protocols and guidelines when sending email reminders including a verified domain name and DNS.

We also comply with the CAN-SPAM ACT.

Universal Formatting

To ensure a high-rate of delivery, our email reminders are formatted to look good in most email client programs and mobile devices. As well, we always include an option to view the reminder in a web browser. This ensures a high-rate of customer satisfaction.

Appointment Reminder Email Templates

By using different styles of email reminders, you can optimize the effectiveness of your communication and enhance the chances of the recipients taking the desired actions. Consider the following when crafting your reminder email:

  • Nature of the Message: The content of the email reminder may dictate the appropriate style. For instance, a formal and professional tone may be suitable for business-related reminders, while a more casual and friendly style may work well for social or informal events.

  • Urgency and Importance: The level of urgency and importance associated with the email reminder can influence the tone and style of the email. Urgent reminders may require a more direct and concise approach, emphasizing the time-sensitive nature of the message.

  • Relationship with the Recipient: Your relationship with the recipient plays a role in determining the appropriate style. For established and professional relationships, a more formal tone may be suitable. In contrast, for personal or informal relationships, a casual and friendly style may be more effective.

  • Type of Reminder: The type of reminder, whether it’s related to appointments, payments, events, or other matters, can influence the style. For example, a payment reminder may benefit from a professional and formal tone, while an event reminder may be more engaging with a casual and inviting style.

  • Brand Image: If you’re sending reminders on behalf of a brand or organization, it’s essential to maintain consistency with the brand image. Aligning the email style with the established brand voice helps reinforce brand identity and recognition.

  • Emphasis on Action: Some reminders may require a stronger emphasis on prompting action. In such cases, a clear and direct style that highlights the necessary steps or actions can be more effective in driving the desired response.

Email Reminder Examples

Professional Email Reminder for an Upcoming Doctor's Appointment

Subject Line: Your Upcoming Appointment with Dr. Smith

Email Body:

Dear [Patient Name],

This is a friendly reminder from [Clinic/Hospital Name] about your upcoming appointment with Dr. [Doctor’s Last Name]. We are looking forward to seeing you on [Appointment Date] at [Appointment Time].

Appointment Details:

  • Date: [Appointment Date]
  • Time: [Appointment Time]
  • Location: [Clinic/Hospital Address, Floor/Room if applicable]
  • Doctor: Dr. [Doctor’s Last Name]

To ensure the best possible care, please remember to bring any relevant medical records or documents with you. If you have had any recent tests or have been to another specialist, please bring those results as well.

Preparation for Your Visit:

  • List any symptoms or concerns you wish to discuss.
  • Bring a list of all medications you are currently taking, including over-the-counter drugs and supplements.
  • Consider bringing a family member or friend if you need support.

Cancellation Policy:
We understand that plans can change. If you need to reschedule or cancel your appointment, please let us know at least 24 hours in advance to avoid any cancellation fees and to help us offer your slot to another patient in need.

Contact Us:
Should you have any questions or need further assistance, please do not hesitate to contact our office at [Contact Information]. Our team is here to support you.

Thank you for choosing [Clinic/Hospital Name] for your healthcare needs. We are committed to providing you with the highest quality care and support.

Warm regards,

[Your Name]
[Your Position]
[Clinic/Hospital Name]
[Contact Information]


Professional Tone

The email is polite and respectful, using formal language appropriate for a healthcare setting. It addresses the patient directly and personally, fostering a sense of care and attention.

Detailed and Informative

It provides all necessary details about the appointment, including date, time, location, and preparation instructions. This comprehensive approach helps patients feel informed and prepared, reducing anxiety and improving the efficiency of the visit.

Considerate of Patient Needs

By including a section on preparation for the visit and highlighting the cancellation policy, the email shows consideration for the patient’s time and wellbeing. It encourages patients to be proactive in their care while also respecting the clinic’s time.

Use Cases

This template is ideal for medical clinics, hospitals, dental offices, specialist practices, and any healthcare provider that schedules appointments with patients. It helps streamline communication, ensure patients are well-prepared for their visits, and manage scheduling efficiently.

Create your own or check out more templates on reducing no-shows here.

Casual Style Email for Salon Appointment

Subject Line: Hey [First Name]! Your Pampering Session Awaits 🌟

Email Body:

Hey [First Name],

Just a quick nudge that your appointment at [Salon Name] is all set for [Appointment Date] at [Appointment Time]. We can’t wait to see you and give you the fabulous treatment you deserve!

Here’s the scoop:

  • When: [Appointment Date]
  • Time: [Appointment Time]
  • Where: [Salon Address]
  • Service: [Service Booked]

Feel free to bring any photos or ideas you have for your look – we’re all about making your vision come to life. 🌈

Running Late or Need to Reschedule?
Life happens! If you’re running behind or need to change things up, just give us a shout at [Contact Information]. We’re super flexible.

Prep Tips:

  • If you’re coming in for a cut or color, clean hair works best.
  • For nail appointments, think about any color or design inspo you might like.

We’re here to make your day brighter and can’t wait to catch up. Thanks for choosing [Salon Name], and see you soon!

[Your Name]
[Your Position, if applicable]
[Salon Name]
[Contact Information]

Casual Style Email for Salon Appointment


Casual and Friendly Tone

The email uses a relaxed and conversational tone, addressing the recipient by their first name and using casual language such as “Hey,” “can’t wait,” and “give us a shout.” This approach is welcoming and friendly, which is fitting for the personal and often fun nature of salon visits.

Personal Touches

Phrases like “the fabulous treatment you deserve” and encouragement to bring in ideas or inspiration for their look add a personal touch, making the client feel valued and excited about their appointment.

Flexibility and Understanding

Acknowledging that “life happens” and offering flexibility with rescheduling or lateness shows understanding and accommodates the client’s needs, reinforcing a positive and client-focused relationship.

Use Cases

This template is perfect for beauty salons, barber shops, nail salons, and other personal care businesses that aim to create a relaxed and friendly atmosphere. It’s particularly effective for establishments that pride themselves on building personal relationships with their clients and providing customized services.

Create your own or check out more templates on reducing no-shows here.

Exciting Email Reminder for an Upcoming Sales Event

Subject Line: 🌟 Get Ready! Our Biggest Sale Event of the Year is Almost Here! 🌟

Email Body:

Hello [First Name]!

Are you ready? Because it’s almost time for our Annual Mega Sale Event at [Store Name]! Mark your calendars and set your alarms for [Event Start Date] – this is the moment you’ve been waiting for!

🎉 Here’s What’s Happening:

  • Unbelievable Discounts: Up to [Maximum Discount] off on your favorite brands!
  • Early Bird Specials: The first [Number] customers get an extra [Percentage]% off!
  • Exclusive Deals: Special prices on new arrivals and bestsellers that you won’t find anywhere else!
  • Giveaways: Be in to win fabulous prizes every hour on the hour!

Date: [Event Start Date]
Time: Doors open at [Event Start Time]
Place: [Store Location & Online Details if applicable]

💡 Pro Tip: Come early or shop online to snag the best deals before they disappear. And make sure your [Store Name] Membership Card is handy to rack up those points!

Don’t miss out on the excitement and the chance to score some amazing deals. Bring your friends and family – it’s going to be epic!

See you there,

[Your Name]
[Your Position]
[Store Name]
[Contact Information]

Exciting Email Reminder for Sales Event


Engaging and Energetic Tone

The use of enthusiastic language, exclamation points, and phrases like “Are you ready?” and “it’s going to be epic!” create a sense of excitement and anticipation. This tone is infectious, encouraging the reader to feel excited about the event as well.

Use of Visual Elements

Emojis and bold text are used to draw attention to key details and perks of the sales event, making the email visually appealing and emphasizing the fun and excitement of the upcoming event.

Highlighting Benefits and Exclusives

By detailing exclusive deals, special discounts, early bird specials, and giveaways, the email clearly outlines the benefits of attending the event, which can motivate the recipient to participate. Mentioning specific discounts and exclusive offers creates a sense of urgency and exclusivity.

Call to Action

Encouraging recipients to “Come early or shop online” and to bring friends and family acts as a direct call to action, prompting them to plan for and attend the event.

Use Cases

This template is ideal for retail stores, online marketplaces, and any business that hosts sales events, product launches, or special promotions. It’s designed to maximize attendance and participation by creating a buzz around the event.

Create your own or check out more templates on reducing no-shows here.