Free tool
Appointment reminder templates
Five messages that cover a booking from confirmation to a missed appointment, by email and text. Add your business name and contact, then copy each one into your booking system or phone. Words in square brackets change with each booking.
Booking confirmation
Subject: Your booking at [Business name] is confirmed
Hi [first name], Your booking is confirmed: [Service] with [staff name] [Day, date] at [time] [Address] [Deposit paid: [amount]. The rest is paid at the appointment.] Need to change it? You can cancel or move your booking until [24 hours] before it starts: [manage booking link] See you soon, [Business name]
Reminder the day before
Subject: Reminder: [service] tomorrow at [time]
Hi [first name], A reminder of your appointment tomorrow: [Service] with [staff name] [Day, date] at [time] [Address] Can't make it? Please cancel or move it now, so someone else can take the time: [manage booking link] [Business name]
Reminder text
[Business name]: see you today at [time] for [service]. Can't make it? Please let us know: [phone or email]
107 / 160 characters
Deposit not paid yet
[Business name]: your booking on [date] at [time] is held until [time] today. Pay the deposit to confirm it: [payment link]
123 / 160 characters
After a missed appointment
Subject: We missed you today
Hi [first name], We were expecting you today at [time] for [service] and are sorry we didn't see you. As our cancellation policy says, [the deposit is kept / a fee of [amount] applies]. If something unexpected happened, reply to this email and we'll talk. You can book a new time here: [booking link] [Business name] [phone or email]
What every reminder needs
- Who it's from, first — clients get messages from many businesses.
- The service, day and time, and the address in emails.
- A way to cancel or move, and until when. It turns a no-show into a slot you can refill.
- What the deposit or fee rule is, in the confirmation, so the missed-appointment message is no surprise.
Need the rule itself? Write it with the free deposit and cancellation policy generator. More on cutting no-shows in how to reduce no-shows.
Sent for you on Shopify
Rezervito sends the confirmation and reminders by itself, with the client's own cancel and reschedule link — and text reminders on every paid plan.
Questions
When should I send appointment reminders?
Two work well together: an email the day before, while there is still time to give the slot to someone else, and a short text a few hours before. Always include a way to cancel or move the booking — a reminder without one turns cancellations into no-shows.
Email or text message?
Texts are read within minutes, so they suit the same-day reminder; email has room for the details, the address and the cancellation link. Ask for consent to texts when clients book, as the rules in many countries require.
How long can a text message be?
One SMS holds 160 plain characters. Longer messages, or ones with emoji or some accented letters, are split into several and each part is charged. The counter under each text shows the length with your name filled in.
Do reminders really reduce no-shows?
They help most with clients who simply forget. For clients who don't care, a deposit does more — see how to reduce no-shows for the full set of steps.