8 appointment reminder email templates

No-shows are one of the most common problems for businesses that take customer appointments. If a customer doesn’t show up for the scheduled time, then your organization — and other customers — miss an opportunity to do business. 

Not only do these missed appointments result in a loss of revenue, but trying to reschedule your customer can cost you more time and money.

Each industry has its own problem with no-shows, but as an example, healthcare organizations have a 30 percent no-show rate on average. Clients often miss appointments because they forgot, marked down the wrong time, or had a schedule conflict. 

Appointment reminders reduce the likelihood of missed appointments, which is why your business should consider having a reminder system in place. Instead of wasting time with individual phone calls, you can improve efficiency by using automated appointment reminders.

You can customize an appointment reminder email template in your appointment system to notify customers of upcoming meetings, helping get people through the door at the right time. 

All of the following templates are easy to use with Jotform’s appointment slots widget. This no-code tool allows you to customize the text and visual elements of reminder emails so you can communicate more effectively with your customers.

Pro Tip

Automate your reminder emails in seconds and never send a follow up email by hand again.

Email-template-customization

Consider your brand and industry when choosing an appointment reminder email template. Simple, no-nonsense email templates get the job done — but you can take the opportunity to infuse some of your personality and company culture into your appointment reminders as well. 

What message and tone do you want to convey in the reminder email? You can choose to go with something professional, simple, fun, or formal. Pick from the available templates below — and don’t forget to personalize the message to add a friendly touch.

Formal email reminder template

Subject line: Your upcoming appointment on [DATE & TIME]

Hi [CUSTOMER NAME],

Your upcoming appointment with [PROVIDER NAME] is on [DATE] at [TIME]. Before you come to our office, please review the following information:

  • Please fill out our digital intake forms before the appointment: [WEBSITE LINK].
  • Bring your insurance card, identification, and other essential documents.
  • Copays are due at the time of service.

If you are unable to come to this appointment, please contact our office as soon as possible to reschedule. We look forward to seeing you!

Sincerely,

[BUSINESS NAME]

[BUSINESS ADDRESS]

[BUSINESS PHONE]

Short email reminder template

Subject line: Appointment reminder for [DATE & TIME]

Dear [CUSTOMER NAME],

This is a reminder from [BUSINESS NAME] about your appointment on [DATE & TIME]. If you need to reschedule, please reply to this email or call us at [PHONE NUMBER].

Appointment confirmation email template

Subject line: Your appointment on [DATE & TIME]

Hello! This email confirms your upcoming appointment with [PROVIDER NAME] on [DATE & TIME]. If you need to reschedule, please call us at least 48 hours before the appointment to avoid a cancellation fee.

Casual email reminder template

Subject line: Your appointment on [DATE & TIME]

Hey [CUSTOMER NAME],

Just a quick reminder for your upcoming appointment on [DATE & TIME].

Please reply to confirm this appointment. You can call our office at [PHONE NUMBER] anytime if you’d like to reschedule.

See you soon!

[BUSINESS NAME]

[BUSINESS ADDRESS]

[BUSINESS PHONE]

Fun email reminder template

Subject line: [CUSTOMER NAME], we can’t wait to see you!

Howdy [CUSTOMER NAME],

We’re counting down the days until your appointment. We’ve got you scheduled for [DATE & TIME]. Does that still work for you?

Like most people, we don’t like getting stood up. So shoot us a message if you need to reschedule for some reason.

Have an awesome day!

[BUSINESS NAME]

Beauty appointment email reminder template

Subject line: It’s time to freshen up on [DATE & TIME]

Hey beautiful,

Are you ready to upgrade your look at [SALON NAME]? We’ve got you booked for a [SERVICE NAME] on [DATE & TIME]. Let us know if this time still works for you — reply to confirm or reschedule your appointment.

Fun dental appointment email reminder template

Subject line: Making you smile on [DATE & TIME]

Hi [PATIENT NAME],

We’re looking forward to seeing your smile brighten our office on [DATE & TIME]. You’re booked for a [SERVICE NAME] with [DENTIST NAME]. Please arrive a few minutes early so we can get you started on time.

The unexpected happens sometimes, so we understand if you need to reschedule. If this day doesn’t work for you, then turn that frown upside down and give us a call to rebook. We’re here to help.

See you soon!

[DENTAL PRACTICE NAME]

[PHONE NUMBER]

Warm email reminder template

Subject line: [CUSTOMER NAME]: Your appointment on [DATE & TIME]

Dear [CUSTOMER NAME],

We’re checking in with you about your upcoming appointment on [DATE & TIME] with [PROVIDER NAME]. Our team is looking forward to seeing you soon!

As always, we want to give you the best quality of care. If you have any questions or you’d like to talk to us about your upcoming services, feel free to reach out anytime. We’ll get back to you as soon as possible.

Please let us know if there’s anything else we can do for you.

Warm regards,

[BUSINESS NAME]

[BUSINESS ADDRESS]

[BUSINESS PHONE]

This article is originally published on Nov 03, 2021, and updated on Aug 18, 2022.

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