# 34 appointment reminder templates for text and email > 34 copy-and-paste appointment reminder templates for texts and emails, by type and business, plus when to send each and how to automate them for free. - **Authors**: Kirti Gulati - **Published**: 2026-11-03 - **URL**: https://www.neeto.com/neetocal/blog/appointment-reminder-templates - **Page title**: Appointment reminder templates: 34 texts and emails - **Meta description**: 34 copy-and-paste appointment reminder templates for texts and emails, by type and business, plus when to send each and how to automate them for free. - **Keywords**: appointment reminder template, appointment reminder text, appointment reminder email, appointment reminder email template, and reminder text template --- An appointment reminder template is a short, ready-made text or email that tells a client when and where their appointment is, and how to change it. Below are 34 appointment reminder templates you can copy and paste, by message type and by business. For most businesses, the best setup is an email 24 hours before and a short text 1 to 2 hours before. Sending these by hand gets old fast. [NeetoCal](https://www.neeto.com/neetocal/features/custom-email-notifications-and-reminders) sends custom email reminders on its free plan, plus SMS reminders through your own Twilio or Telnyx account. On Calendly, automated reminders start on the Standard plan at $10 per seat per month ([Calendly pricing](https://calendly.com/pricing)), and Acuity puts text reminders on its $27 a month Standard plan ([Acuity pricing](https://acuityscheduling.com/signup.php)), both billed yearly. ### When to send appointment reminders | When | Channel | Purpose | Templates | | --- | --- | --- | --- | | 2 to 3 days before | Email or text | Ask the client to confirm | 10 to 12 | | 24 hours before | Email or text | Main reminder with the reschedule link | 1 to 6 | | 1 to 2 hours before | Text | Short nudge with the address or video link | 7 to 9 | | After a missed appointment | Email or text | Friendly follow-up with a rebooking link | 16 to 18 | ## Send these reminders automatically with NeetoCal In NeetoCal, Admins edit the email and SMS templates for confirmations, reschedules, cancellations and reminders, using variables such as client name, host name, meeting name and meeting time. If one service needs different wording, switch that scheduling link to custom notifications and edit each reminder separately, such as a detailed 24 hour email and a short 2 hour nudge. [SMS reminders](https://www.neeto.com/neetocal/features/sms-reminders) work with your own Twilio or Telnyx account. If a client still misses the visit, [mark it as a no-show](https://www.neeto.com/neetocal/features/no-show-tracking) and email a rebooking link automatically. The only paid option is removing NeetoCal branding. ## Appointment reminder templates by type Replace anything in [square brackets] with your own details. Never put health details or the reason for a visit in a text, since it can show on a locked screen. ### Standard appointment reminder templates > **1. Standard reminder email** > > Subject: Reminder: your appointment with [Business name] on [Date] > > Hi [Client name], > > This is a reminder of your [Service] with [Host name] on [Day, Date] at [Time] ([Time zone]). > > Location: [Address or video link] > > Need to change it? You can reschedule or cancel here: [Link] > > See you soon, > [Your name], [Business name] > **2. Standard reminder text** > > Hi [Client name], this is [Business name]. Reminder: [Service] on [Date] at [Time]. Need to change it? [Link] > **3. Short reminder text** > > [Business name]: See you [Day] at [Time] for your [Service]. Reschedule: [Link] ### 24 hours before: reminder templates > **4. 24 hour reminder email** > > Subject: See you tomorrow at [Time] > > Hi [Client name], > > Just a reminder that your [Service] with [Host name] is tomorrow, [Date], at [Time]. > > Where: [Address or video link] > Please bring: [Anything they need] > > If something has come up, please reschedule or cancel at least [Notice period] ahead so we can offer the slot to someone else: [Link] > > Thanks, > [Business name] > **5. 24 hour reminder text** > > Hi [Client name], your [Service] with [Business name] is tomorrow at [Time]. Can't make it? Please reschedule here: [Link] > **6. 24 hour reminder text with address** > > [Business name] reminder: tomorrow, [Time], at [Short address]. Parking: [Tip]. Change your booking: [Link] ### 1 hour before: reminder templates > **7. 1 hour reminder text (in person)** > > Hi [Client name], see you at [Time] today at [Short address]. Running late? Reply to let us know. > **8. 1 hour reminder text (online)** > > [Business name]: your session starts at [Time]. Join here: [Video link] > **9. 1 hour reminder email (online)** > > Subject: Starting in 1 hour: [Service] > > Hi [Client name], your [Service] starts at [Time]. Here is your link to join: [Video link]. Please test your camera and microphone a few minutes early. See you soon, [Host name] ### Confirmation request templates > **10. Confirmation request text** > > Hi [Client name], this is [Business name]. Please confirm your [Service] on [Date] at [Time]. Reply YES to confirm, or reschedule here: [Link] > **11. Confirmation request email** > > Subject: Please confirm your appointment on [Date] > > Hi [Client name], > > You're booked for [Service] on [Date] at [Time]. Could you confirm you're still coming? Just reply to this email. > > If the time no longer works, pick a new one here: [Link] > > Thanks, > [Business name] > **12. Second confirmation request text** > > Hi [Client name], we haven't heard back about [Date] at [Time]. Are you still able to come? Reply YES or reschedule: [Link] ### Rescheduling templates > **13. You need to reschedule (email)** > > Subject: Can we move your appointment on [Date]? > > Hi [Client name], > > I'm sorry, but I need to move your [Service] on [Date] at [Time] because [Short reason]. Please pick a new time that suits you here: [Link] > > If none of the times work, reply and I'll find one that does. > > Thank you for understanding, > [Your name] > **14. You need to reschedule (text)** > > Hi [Client name], it's [Your name] from [Business name]. I need to move your [Date] appointment. So sorry. Please choose a new time here: [Link] > **15. Reschedule confirmation text** > > All set, [Client name]. Your [Service] is now on [New date] at [New time]. See you then. [Business name] ### No-show follow-up templates Be kind. Most no-shows simply forgot. > **16. Friendly no-show email** > > Subject: We missed you today > > Hi [Client name], > > We missed you at your [Service] today at [Time]. I hope everything is okay. > > If you'd like to book another time, you can pick one here: [Link] > > Best, > [Business name] > **17. No-show text** > > Hi [Client name], we missed you today at [Time]. Hope all is well. Want to rebook? [Link] > **18. No-show email with policy** > > Subject: Your missed appointment on [Date] > > Hi [Client name], > > You weren't able to make your [Service] on [Date]. As mentioned in our booking policy, missed appointments without [Notice period] notice are charged [Fee]. > > We'd still love to see you. You can book a new time here: [Link] > > Thanks, > [Business name] ### Payment due reminder templates > **19. Payment due before appointment (email)** > > Subject: Payment for your appointment on [Date] > > Hi [Client name], > > Your [Service] on [Date] at [Time] costs [Amount]. Please complete payment before your appointment here: [Payment link] > > Questions about the bill? Just reply. > > Thanks, > [Business name] > **20. Payment due text** > > Hi [Client name], a reminder that payment of [Amount] for your [Date] appointment is due by [Due date]. Pay here: [Payment link] > **21. Pay in person reminder text** > > [Business name]: see you [Date] at [Time]. Payment of [Amount] is due at the appointment. We accept [Cash, card, bank transfer]. ### First visit reminder templates > **22. First visit welcome email** > > Subject: Your first visit to [Business name]: what to expect > > Hi [Client name], > > Welcome! Your first [Service] is on [Date] at [Time]. > > Address: [Address] > Parking: [Tip] > Please arrive [X] minutes early and bring [Items]. > > Before your visit, please fill in this short form: [Form link] > > Need a different time? [Link] > > We look forward to meeting you, > [Your name] > **23. First visit text** > > Hi [Client name], welcome to [Business name]! Your first visit is [Date] at [Time]. Please arrive 10 min early. Directions: [Map link] > **24. First visit form reminder text** > > Hi [Client name], before your first appointment on [Date], please fill in our quick form so we can prepare: [Form link] ## Appointment reminder templates by business ### Salon and spa > **25. Salon reminder text** > > Hi [Client name], see you tomorrow at [Time] for your [Service] with [Stylist]. Please arrive with clean, dry hair. Reschedule: [Link] > **26. Salon reminder email with policy** > > Subject: Your [Service] with [Stylist] tomorrow > > Hi [Client name], your [Service] with [Stylist] is booked for [Date] at [Time] and takes about [Duration]. If you need to cancel, please let us know [Notice period] ahead, so we can offer your slot to someone on our waitlist: [Link]. Thank you, [Salon name] Running a salon? See how NeetoCal works as [salon booking software](https://www.neeto.com/neetocal/use-cases/salon-booking-software). ### Therapist or coach Keep these neutral. Don't mention the topic of the session in a text. > **27. Therapy or coaching reminder text** > > Hi [Client name], a reminder of your session with [Host name] on [Date] at [Time]. Change it here: [Link] > **28. Coaching reminder email with prep** > > Subject: Your coaching session on [Date] > > Hi [Client name], looking forward to our session on [Date] at [Time]. Here's the link to join: [Video link]. To get the most out of it, jot down one thing you want to work on. If you need to move it, use this link: [Link]. [Your name] ### Tutor > **29. Tutoring reminder text to a parent** > > Hi [Parent name], [Student name] has a [Subject] lesson tomorrow at [Time]. Please have [Book or homework] ready. Reschedule: [Link] > **30. Online tutoring reminder email** > > Subject: [Subject] lesson tomorrow at [Time] > > Hi [Client name], a quick reminder that [Student name]'s lesson is tomorrow at [Time]. Join here: [Video link]. We'll cover [Topic], so please bring last week's worksheet. Need to move it? [Link]. [Tutor name] ### Dentist > **31. Dental reminder text** > > [Practice name]: reminder of your appointment on [Date] at [Time] with [Dentist name]. Reply C to confirm or call [Phone] to reschedule. > **32. Dental first visit email** > > Subject: Your appointment at [Practice name] on [Date] > > Hi [Client name], we look forward to seeing you on [Date] at [Time]. Please arrive 15 minutes early to complete check-in, and bring your ID and insurance details if you have them. Address: [Address]. To change your appointment, call [Phone] or use [Link]. [Practice name] ### Consultant > **33. Consultation reminder email** > > Subject: Our call tomorrow: [Meeting name] > > Hi [Client name], looking forward to our call tomorrow, [Date], at [Time] ([Time zone]). Join here: [Video link]. Agenda: [2 or 3 points]. If you'd like to share anything beforehand, just reply. To reschedule: [Link]. [Your name] > **34. Consultation reminder text** > > Hi [Client name], it's [Your name]. Our call is at [Time] today. Link: [Video link]. Talk soon. ## Tips for reminder texts and emails - **Keep texts near 160 characters.** Longer texts can split and cost more. - **Get consent to text.** Ask for it on your booking form. Rules differ by country. - **Put the date and time in the email subject.** Many clients never open the email. ## Frequently asked questions ### What should an appointment reminder say? Your business name, the service, the date and time, the address or video link, and a link to reschedule or cancel. Add what to bring only if it matters. ### How far in advance should you send an appointment reminder? A common setup is one reminder 24 hours before and a short text 1 to 2 hours before. For appointments booked weeks out, add a confirmation request 2 to 3 days ahead. ### Can I send appointment reminders for free? Yes. NeetoCal sends automatic email reminders on its free plan. Text reminders usually cost a little per message, paid to your SMS provider.