Appointment reminder message templates

An appointment reminder is a short message sent about a day before to someone who booked with you. Name the day, time and place, and make it easy to confirm or move the booking with a one-word reply.

When to use it

Send one reminder to each person who booked, about 24 hours before the appointment. For early-morning slots, the afternoon before works better than first thing on the day.

A reminder belongs to a conversation the customer started when they booked, so send it in that same chat, on the channel they booked through. It is a reply to one person, never a list broadcast.

Ask for an answer. A message that invites a quick yes or a request to move the time keeps the chat two-way, which is better for the customer and better for the account.

8 templates to copy

Copy a template, replace the words in square brackets, and read it once before you send it. Change anything that does not sound like you, because customers answer messages that sound like a real person who knows them.

Hi [name], just a reminder that your [service] with [staff name] is tomorrow, [date], at [time]. Reply YES to confirm, or let me know if you need to move it and I will find you another slot.

See you soon,
[business]

Hi [name], see you tomorrow at [time] for your [service]. Reply YES to confirm or CHANGE if you need a new time.

Morning [name], a quick reminder that we are expecting you today at [time] at [address]. If anything has come up, just reply here and we will sort it out.

Hey [name]! Looking forward to seeing you tomorrow at [time] for your [service]. Reply here to confirm, or tell me if you need to switch times.

Hi [name], this is [business] with a reminder about your [service] tomorrow at [time]. Could you reply to confirm you can still make it? If not, that is fine, we can rebook you.

Subject: Your appointment on [date] at [time]

Dear [name],

This is a reminder of your [service] with [staff name] on [date] at [time] at [address].

Please reply to confirm, or let us know if you need to change the time. We ask for [notice period] notice for changes.

Kind regards,
[your name]
[business]

Hi [name], looking forward to our call tomorrow, [date] at [time] ([time zone]). Here is the link: [link]. If the time no longer works, reply here and I will send a couple of alternatives.

Hi [name], your [service] is tomorrow at [time]. To get the most from it, please [preparation, for example arrive 10 minutes early or bring your previous notes]. Reply YES to confirm.

What to avoid

• Sending the same reminder to your whole contact list at once. Each reminder goes to the one person who booked.
• Reminding people who never booked, or who booked another way and never gave you this number or profile.
• Several reminders for one booking. One reminder at the right time is enough for most businesses.
• Opening with fees or warnings. If you have a cancellation policy, mention it calmly at the end.
• Leaving out who the message is from. Always name the business so the customer knows who is writing.

Give this to your AI agent

Paste this into your AI agent’s instructions and replace the words in square brackets. Your agent then follows the same rules every time. What else to tell your AI agent.

When a customer has a booking tomorrow, send them one reminder in the chat they booked through, about 24 hours before. Include the day, time, service and address, and ask them to reply YES to confirm or tell us if they need a new time. If they want to move it, offer two open slots and confirm the new time in writing. Never send reminders to anyone without a booking, and never to a list.

Channel rules that apply

• WhatsApp. WhatsApp restricts automation and bulk sending on ordinary and Business app numbers, so treat automated sending as a risk you manage rather than one you remove. Reply in chats customers started, and never broadcast these messages to a list. Spaces keeps a connected number to at most 200 messages and 10 new chats a day, and a newly connected number warms up over four weeks. WhatsApp limits
• Instagram. Instagram only lets you message someone who has not replied inside its messaging window, so replies in existing chats work best. Reply to people who messaged you, commented or asked to hear from you. Instagram limits
• Messenger. Like Instagram, Messenger limits messages to people who have not replied, so replies in existing chats work best. Keep to people who wrote to your Page first. Messenger limits
• LinkedIn. A normal message goes to a 1st-degree connection. Anyone else needs a connection request or an InMail. Use these with clients and contacts who already know you. LinkedIn limits
• Email. A new chat here is a new email thread. Replies on a thread someone started are not held back by the warm-up. Spaces sends one email at a time to one person, never bulk email. Email limits

Spaces lowers the risk of a restricted account with enforced limits, warm-up and pacing, but no tool can guarantee a platform will not act on an account. How Spaces keeps accounts safe.

FAQ

Let your AI agent answer for you

Spaces connects your own WhatsApp, Instagram, LinkedIn, Messenger, X and email accounts to the AI agent you already use, so it can reply in your words and keep every account inside safe sending limits. No card needed to start a trial.

Related

More bookings and appointments templates: Booking confirmation, No-show follow-up, Late cancellation reply, Waiting list. All message templates.