Write a Reminder Email for an Appointment

When your client or patient doesn’t show up for an appointment, it’s bad for everyone. The client or patient doesn’t get the help they needed, nor do others who could have used that time slot. Especially it takes a toll on your office’s time and money if not efficiently used. Time is money and money is time, and at the end of the day, you have a business to run. We all know that no-shows are unavoidable. But many times, patients get busy and forget about their appointments or confuse the dates. In this post, we’ll talk about how you can use email reminders to prevent your patients from missing their visit. Also, we can show you how to write a reminder email for an appointment.

Email Appointment Reminders Help Patient Engagement

Emails are one part of an effective patient engagement system. Text messages are read more quickly and yield a higher response rate, which means better communication should a patient have questions. But text messages are short and cannot convey the voice of your practice or any special instructions that the patient may need to prepare for their appointment. For this reason, both are vital tools that work well together to keep your patients engaged with their appointments.

With our email reminders, you can include your logo, branding colors, and more. This ensures that the email looks authentic and professional. 

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 about 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). 

Top 4 Benefits of Using Emails for Appointment Reminders

1. Build Better Relationship with Patients

Communication is important to a good relationship. This is true whether you are talking about friendships or professional relationships. When you send a reminder email, not only do you allow the personality of your practice to shine through, but you can provide patients with useful information that will make their visit easier and answer questions they may have.

2. Fewer No-Shows

Patients who don’t show up, and don’t tell you ahead of time that they aren’t showing up, are disruptive to your practice. When these no-shows occur because the patient in question forgot the appointment or just didn’t think to cancel, an email appointment reminder can nip that disruption in the bud and spur patients into taking the appropriate action to manage their visit. 

3. Saves Time & Resources

Good communication will build relationships with patients, but it will also save you time and resources. When you tell patients ahead of time what they can expect and what they should do before their visit or bring with them when they come, you are cutting down on the friction that can visit the doctor take longer than it needs to. 

4. Easy to Track the Cancellations

Emails should be sent close enough to the appointment that patients don’t forget about it again, but far enough out that you’ll be able to respond appropriately should the email prompt one of the patients to cancel their visit. A good email appointment reminder service will make it easy to track these cancellations and speed up your workflow.

Appointment Reminder Email Templates

Formal Email Reminder Template
Fun Email Reminder Template

Subject: Reminder-Your appointment on [DATE-TIME]

Dear [(Susan) – CUSTOMER-NAME],

This is a friendly reminder confirming your appointment with [PROVIDER-NAME] on [DATE-TIME]. Please try to arrive 20 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]

Hey [(Tommy)FIRST NAME],

Everyone at [PRACTICE NAME] is excited to see you at your appointment on [DATE] at [TIME]! If you can’t make it through, don’t feel bad! Just be sure to call us at [PHONE NUMBER] and tell us, so we’ll know not to expect you.

Be sure to arrive 20 minutes early and bring [IMPORTANT DOCUMENT]. We don’t want to keep one of our favorite patients waiting!

See you soon!

[PRACTICE NAME]

Warm Email Reminder Template
Casual Email Reminder Template

Subject: [CUSTOMER-NAME], your next appointment is on [DATE-TIME]

Dear [(Renee) – FIRST NAME],

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.

We truly care about your well-being, so if you have any questions or needs in advance of your appointment, you are welcome to call us anytime at [BUSINESS-PHONE].

One of our [JOB-TITLE] will get back to you as soon as possible.

Warm regards,

[ (Mrs. Right) – BUSINESS-NAME]

Hey [(Richard) – FIRST NAME],

We wanted to give you a heads-up of your appointment on [DATE] at [TIME] with [PROVIDER NAME].

We have a few other things we’d like to remind you of as well:

Please remember to bring [IMPORTANT DOCUMENT] and arrive 20 minutes early.

If you’re over 20 minutes late, your appointment may be rescheduled.

 

If you are unable to make your appointment, please call our office at [PHONE NUMBER] as soon as possible. Otherwise, we look forward to seeing you on [DATE] at [TIME]

Sincerely,

[(Mr. Right) – PRACTICE NAME]

In Conclusion

Missed appointments are inconvenient and unfortunate. But they don’t have to be a common occurrence. Email appointment reminders can help reduce those missed appointments and improve your business in other ways

We have a strict no-sharing policy when it comes to information about your company or your customers. Not only do we take measures to keep your data private and secure, but we also will never share data with any 3rd parties such as mailing lists, advertisers, or media groups. 

Most of all, we take your privacy and security very seriously. We only store information that is necessary for our automated appointment reminders and only keeps this information while you are using the service.

We’d love for you to give us a shot and that is why we offer a 30 day trial with no credit card needed.  While in the trial, we will help you set up your company. This ensures that you know how to use the service and make sure everything is correct.

Please feel free to contact us with ANY question

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