Fewer clients saying they forgot their appointment! Which means that we don’t have holes in our schedule that we could have used for another client, had we known ahead of time that they would need to cancel or simply not show.
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If there’s anything business owners can agree on, it’s the need to do the right thing at the right time. Every successful business owner reminds their employees to be punctual, do things in the proper order and leave no box unchecked. No one wants to be a controlling boss, but business owners know the consequences when vital tasks aren’t done on time.
However, running your business is not just about you being able to tick all the boxes. Your clients’ actions are equally as important as your actions too. So how do you ensure that your clients play their part—which includes showing up to receive your services?
One effective way to help them stay on track is to send them reminders. A study conducted in 2012 showed that sending reminders to people increased their chances of response from 49.5% to 65.6%. Our customers have reported that sending appointment reminders with GoReminders decreased their no-show rates by 80%.
Writing a reminder might be a bit tricky, especially for people who are new to it. When writing a reminder message, you must be mindful of your tone, the kind of message, content relevance, and the intended receiver of the message. To be safe (and make your workflow more efficient) use one of these templates when drafting your reminders.
Creating the perfect appointment reminder may seem simple at first. But once you sit down to write one, you may draw a blank. To help with this, we’ve put together a short guide to structuring an effective appointment reminder for your business.
It’s important to keep all of your reminders focused to a single purpose. If you’re reminding someone about their appointment, don’t worry about promoting another service. If you’re requesting reviews, you may not want to request a second booking in the same message. Keep it short and focused on what you want to tell your customer.
Here is the basic structure of an effective appointment reminder:
1. Subject line: Email reminders should have a clear and attractive subject line. Just from reading your header, your client should already have a good idea about the purpose of the message and feel the need to take action or respond. With text messages, there’s no need for a subject line — you can jump straight into the greeting. Just make sure that the first sentence (the one that the customer will see first and on their alert) draws attention and doesn’t look spammy.
2. Introduction/Greeting: You want to start your reminder message the right way. Make sure to be polite and friendly but not too informal (unless your brand voice is somewhat informal). You’ll also want to personalize each greeting by addressing your customer directly. Something as simple as “Hello John,” will work fine. For more formal occasions, you might address customers as “Mr., Mrs., or Ms.” followed by their last name.
3. Context: After your introduction, you want to state clearly the reason for the reminder. Mention key things such as dates, deadlines, locations, and times as necessary to make sure the customer has everything they need to show up on time.
4. Recommendations: Now that you have stated the essential details, you should offer recommendations to help the receiver act on the reminder. If it’s a Zoom meeting reminder, you could recommend downloading the Zoom app by inserting a link. For a physical meeting, you could suggest using Google Maps for directions to the meeting address.
5. Call-to-action: You want to conclude your reminder with a call to action and make it easy for customers to respond. GoReminders makes it easy to respond to text or email reminders. With text reminders, customers can simply reply with a “C” to confirm, “R” to reschedule, or “X” to cancel. These options are replaced with customizable buttons in email messages. You can toggle each of these response options or pick which ones to include in the settings. Alternatively, you could conclude by stating the consequences of missing the appointment or asking the client to contact you if they have questions.
6. Sign-Off: In both email and text reminders, you’ll want to sign off formally (especially if you haven’t mentioned your business name until the end). Either way, you should usually have a professional way of ending your messages. It could be a name and a signature or a business slogan. Just be sure to indicate who is sending the message (e.g. “Thanks! – GoReminders”).
To automatically send reminders, you should have ready-made templates that you can format to suit each purpose.
With GoReminders, you can create as many templates as you want, using template tags that automatically customize and fill in relevant information for each appointment.
To start using a new template, all you have to do is sign up for a GoReminders account. You can create your own custom template or use our demo reminder to get started quickly. Simply type out your message (or copy and paste one of the templates below) and insert template tags from our built-in list wherever you want.
When you create your appointment, just select the message or message sequence you want to deploy from the dropdown, and save your appointment details. GoReminders will automatically send your messages at the rate you set (with relevant information from the appointment).
Here are a few templates you can use for different settings and purposes, using {{template tags}} in GoReminders:
Sometimes, appointment reminders need to be formal. Overall, the tone depends on your audience and their expectations.
While SMS/text messages may seem like a relatively informal way to contact a customer, a simple shift in tone can help you reach customers quickly while still being professional.
A formal appointment reminder in the form of an email should contain the same details as a text message. However, it can be more detailed since it’s an email. You may choose to use the {{Salutation}} template tag along with the {{Last Name}} tag. This will address the customer more formally (as in “Mr. Smith” or “Mrs. Harrigan”).
Hello {{Salutation}} {{Last Name}}, this is a reminder for your appointment with (Your Business Name) on {{Day Name}}, {{Date}} at {{Time}}. Please contact the office at {{Staff Phone}} to reschedule or make inquiries.
Reply “C” to Confirm.
Dear {{Salutation}} {{Last Name}},
We would like to remind you of your appointment with {{Staff Name}} from (Your Business Name) on {{Day Name}}, {{Date}} at {{Time}}.
Please come with (Required Items) to save time.If you have a scheduling conflict, please contact {{Staff Name}} at {{Staff Phone}} or reply to {{Staff Email}} to reschedule or make inquiries.
We look forward to seeing you.Best,
(Your Business Name)
Sometimes, you’ll want to send appointment reminders with a little personality. Depending on your brand, an informal tone may put first time customers at ease. For repeat customers, an informal tone can make them feel like they have a friendly relationship with you.
Hey {{First Name}}! We’re looking forward to seeing you on {{Date}} for your {{Service}} appointment.
It should be a great time! See you at {{Time}}.– (Your Name/Business Name)
Reply “C” to confirm.
Hey there {{First Name}},
Hope you’re having a great week!
Just a reminder — your {{Service}} appointment with {{Staff Name}} is coming up on {{Date}} at {{Time}}. Let us know if you’re coming or if you need to reschedule for any reason!
Reply to this email if you have any questions, and we hope to see you soon.
Best,
(Your Name/Business Name)
Sometimes, you may have appointments where customers can meet with you virtually instead of in person. Usually, you’ll be using online video conferencing software like Zoom or Microsoft Teams to accomplish this.
The {{Location}} template tag may come in handy here. Once you have a GoReminders account, you can add a Zoom meeting link directly to your message template.
Alternatively, you can add a unique Zoom meeting link as a new location in the settings so you can use a different virtual location for each appointment. Once you set up a new appointment, you simply need to select that location and use the {{Location}} template tag in one of your reminder templates. This will automatically fill in the Zoom link so that your customers can easily join the meeting from the reminder. If you need to send a unique Zoom link for every appointment, you also need to create multiple Locations for each time you create a new appointment.
Here’s how you might achieve that with text and email templates:
Hello {{First Name}}. Your upcoming virtual appointment with {{Staff Name}} from (Your Business Name) is on {{Date}} at {{Time}}. When it’s time, you can join the Zoom meeting here: {{Location}}.
Reply “C” to Confirm. Reply “R” to Reschedule.
Hello {{First Name}},
This is a reminder for your virtual appointment with (Your Business Name) on {{Date}} at {{Time}}.
When it’s time, you can join the meeting here: {{Location}}.
Please call us at {{Staff Phone}} or reply to {{Staff Email}} to make inquiries or reschedule your appointment. We look forward to seeing you.
Best,
(Your Business Name)
For a busy doctor’s office, no-show appointments can throw off the entire day’s schedule. Sending these reminders can help patients show up on time.
Sometimes, patients will need to remember to bring certain documents. Otherwise, they may want to know certain information prior to showing up. If you have multiple locations, you can use the {{Location}} template tag to be specific about the address — GoReminders will automatically fill this in.
Be wise in what information you include in your reminders, so patients have the best experience when they arrive. It’s also important to remain HIPAA compliant and avoid being specific about patient information. Here are some appointment reminders templates you might use for your doctor’s office:
Hello {{Salutation}} {{Last Name}}. This is (Your Practice Name). Your upcoming appointment is scheduled for {{Date}} at {{Time}} at {{Location}}. Please bring your insurance card and check in with the front desk when you arrive.
Reply “C” to confirm. Reply “R” to reschedule.
Hello {{Salutation}} {{Last Name}},
I hope you are having a great week.
This is {{Staff Name}} from (Your Practice Name) reminding you about your upcoming appointment on {{Day Name}}, {{Date}} at {{Time}}. When you arrive at the office at {{Location}}, be sure to check in at the front desk. Remember to bring your insurance card and be prepared to fill out some paperwork.
We are looking forward to seeing you soon.
Sincerely,
(Your Practice Name)
Busy salon owners know how much of a pain no-show appointments are. They can cost the business hundreds of dollars for each missed appointment. Using an appointment scheduling app for your salon can help you automate your appointment reminder and scheduling workflow.
If you’re looking to keep in touch with salon customers, here are some helpful appointment reminder templates:
Hey {{First Name}}. This is a friendly reminder about your {{Service}} appointment with {{Staff Name}} on {{Date}} at {{Time}}. We can’t wait to see you!
– (Your Business Name)
Reply “C” to confirm.
Hey {{First Name}},
Hope you’re having a great day!
This is a friendly reminder about your upcoming {{Service}} appointment with {{Staff Name}} on {{Date}} at {{Time}}. Please show up a few minutes early to {{Location}} to get comfortable.
If you have any questions, just call {{Staff Name}} at {{Staff Phone}}.
See you there!
(Your Business Name)
Lawyers, financial advisors, or professionals in similar industries may set up appointments with prospective clients before they actually become customers. This may be an official sales call or a discovery call to figure out if the client is a good fit for your services. With these reminders, you’ll want to balance professionalism with an inviting tone to make sure would-be clients are eager to show up. A missed appointment in an industry like this may not necessarily be a direct loss in revenue, but can increase your customer acquisition costs dramatically.
Here are some templates you might use:
Hello {{Salutation}} {{Last Name}}. This is a reminder for your {{Service}} meeting on {{Date}} at {{Time}}. Please be sure to bring the necessary documents. We look forward to seeing you.
Reply “C” to confirm. Reply “R” to reschedule.
Hello {{Salutation}} {{Last Name}},
I hope you are having a good week.
Our {{Service}} meeting is coming up on {{Date}} at {{Time}}. Please be sure to bring any related documents you want us to look over. When you arrive, please check in with the receptionist, and we will get started.
If you have any questions or concerns prior to the appointment, feel free to call {{Staff Phone}} or reply to this email.
We look forward to seeing you on {{Day Name}}.
Best,
(Your Business Name)
After an appointment is finished, you want your customers to keep coming back. One of the best ways to do this is to schedule a follow-up message to request the next booking.
With GoReminders, you can create a custom booking form with your own branding. You can share this booking form via social media, a QR code, or a link.
In the settings, you can also choose to allow instant booking which allows customers to schedule appointments (based on your availability) without your approval. This way, you can book new appointments even while you’re sleeping! Otherwise, if you prefer to approve appointments manually, you can set this up so that customers request three time slots from your availability. You can then choose the one that works best for you.
Hi {{First Name}}. Thanks for your recent appointment with {{Staff Name}} from (Your Business Name). We’d love to see you again. Book your next appointment here: {{Booking Link}}.
Hi {{First Name}},
Thanks for your recent appointment with (Your Business Name).
We recommend a follow-up appointment every 2-3 months. If you’d like to book your next appointment, click here: {{Booking Link}}.
If you have any other questions or concerns, please let us know. You can call us at {{Staff Phone}} or reply to this email.
We hope to see you again soon!
(Your Business Name)
Manually writing appointment reminders from scratch takes way too much time. But sending appointment reminders is essential to decreasing no-shows. That’s why the best appointment reminder software is built to make this process easier for small business owners.
Want to save time by putting an end to no-shows? Start sending automated appointment reminders easily with GoReminders. Setup takes less than 30 seconds, and you’ll be ready to start scheduling appointments and sending reminders right away.
But GoReminders offers more than that. You can easily keep track of all appointments in an intuitive calendar interface and increase bookings by promoting your customizable booking form wherever you choose. Plus, we offer powerful scheduling analytics, two-way texting, and great customer service to help you make the best use of all features.
Fewer clients saying they forgot their appointment! Which means that we don’t have holes in our schedule that we could have used for another client, had we known ahead of time that they would need to cancel or simply not show.
We use the platform to book food vendors to assist with a Covid-19 feeding program for the City of New Orleans and we worked with over thirty vendors. GoReminders’ scheduling system reallydoessavetime in not only the initial scheduling of meals, but the reminders, and also if there is a question from the vendor, the vendor can contact us directly through the system and that’s helpful for them to feel as if they have direct access. We work on varying economic development endeavors so this was something most did not work with other scheduling apps, and the scheduling system is better than any excel format we had generated in the past to support the work.
One of the biggest issues I really had was tracking down my clients—unless I was able to confirm and respond the moment I got their texts, which I don't often have time to do, I’d have to go back. With GoReminders I can literally save 1-2 hours of time a day, because I'm able to input their information quickly and confirm their appointment at the exact moment without having to take that 10-15 minutes to go into a system, create their profile, input their reservation information, etc.
I could not live without GoReminders. Before GoReminders to be honest with you, maybe 50% were no-shows. Inowhavelessthan5%no-shows! It's very easy to use, and very inexpensive when you look at compared to other prices. It's been awesome! On a scale of 1 to 10 GoReminders is a 15 for me!