Appointment Reminder Templates to Keep Clients in the Loop

As a business owner, it’s vital to ensure that clients don’t miss important appointments. And that is what the appointment reminders are for. They act as gentle nudges to remind clients of their appointments and avoid the potential for missed opportunities. Studies even show that when it comes to showing up on time for a meeting, a few reminders can drastically increase punctuality.

However, it may not be easy to write such reminders correctly. That's why we've written this article to introduce you to some basic templates that you can use in any business. 

With Reservio, you can send 6 types of reminders. Think about the entire booking process, from confirming your booking to sending a feedback request. With a feature custom message, you can personalize each of them. Let's take a look at them one by one. 

The aim of this message is to notify the client that the reservation has been saved to the system and is presently awaiting its confirmation.

For example, write to your clients saying that you will get to their booking request as soon as possible and if everything is in order, we will approve it without any problems. 

The reminder can look like this: 

Hello CLIENT_NAME, 

we're grateful for your booking SERVICE_NAME/EVENT_NAME on EVENT_DATE at EVENT_TIME! It is currently awaiting our approval. We will look at the booking as soon as possible and if everything is in order, we will approve it. We will keep you informed about that as well. 

Warm regards,
yours BUSINESS_NAME
BUSINESS_PHONE

Clients will receive this message after successfully creating their booking or after your approval. 

For example, you can write your clients that their booking was made correctly and that you are looking forward to seeing them.

The reminder can look like this: 

Hello CLIENT_NAME, 

we have great news for you! Your booking for SERVICE_NAME/EVENT_NAME on EVENT_DATE at EVENT_TIME has been confirmed. We are already looking forward to your visit in our BUSINESS_NAME. 

If you need anything, please contact us at BUSINESS_PHONE.

If you reject a client's booking for any reason, they will receive this message. 

As this information will be uncomfortable for clients, be as polite as possible. You can describe the specific reason for the rejection or set up an automated message referring to your business's terms and conditions.

The reminder can look like this: 

Hello CLIENT_NAME, 

we regret to inform you that your booking for SERVICE_NAME/EVENT_NAME on EVENT_DATE at EVENT_TIME has been declined.

You have probably not fulfilled one of the booking conditions. If you have any questions or wish to discuss this further, please feel free to contact us at BUSINESS_PHONE.

If you need to cancel a confirmed booking, the system will inform the client through this message. It also sends this message when the client cancels the booking themselves.

This is also likely to be unpleasant information for the client, so be careful with your choice of words and apologize to the client for any complications. 

The reminder can look like this: 

Hello CLIENT_NAME, 

we're sorry to inform you that your booking SERVICE_NAME/EVENT_NAME on EVENT_DATE at EVENT_TIME has been canceled.

We apologize for any inconvenience and look forward to seeing you in the future in our BUSINESS_NAME.

If you have any questions or need assistance with rescheduling or future bookings, please reach out to us at BUSINESS_PHONE.

Other reminders that your clients may receive are those informing them of changes to their appointments. They will receive this message whether you or they modify the booking. 

The reminder can look like this: 

Hello CLIENT_NAME, 

we wanted to inform you that your appointment in BUSINESS_NAME has been changed.

Your booking SERVICE_NAME/EVENT_NAME was rescheduled from EVENT_DATE_PREVIOUS at EVENT_TIME_PREVIOUS to EVENT_DATE at EVENT_TIME. Please modify this information also in your calendar so that we are ready for your visit on the right date. 

We appreciate your flexibility! If you have any questions or need further assistance, please feel free to contact us at BUSINESS_PHONE.

Now comes the most important reminder of all. It's the most important thing you can do to ensure that your clients don't forget their bookings and that they arrive on time. This way, your services will flow smoothly, you won't have long downtimes and everyone will be more satisfied. Be sure to include the correct date and time!

The reminder can look like this: 

Hello CLIENT_NAME, 

we can't wait to welcome you for your upcoming booking SERVICE_NAME/EVENT_NAME on EVENT_DATE at EVENT_TIME!

If you have any questions, please do not hesitate to contact us at BUSINESS_PHONE.

Looking forward to serving you soon and making it a memorable experience!

Yours, 

BUSINESS_NAME.


In conclusion, effective appointment reminders are not just a courteous gesture; they are a crucial tool for keeping your clients informed, engaged, and punctual. By using the templates we've provided in this blog post, you can streamline your communication process and ensure that your clients are always in the loop.

Remember that personalization, clarity, and a friendly tone go a long way in creating a positive client experience. Whether you're confirming bookings, sending friendly reminders, or notifying about rescheduled or canceled appointments, these templates serve as a foundation for building strong client relationships.