Appointment reminders for WhatsApp and email
A short message the day before greatly reduces missed appointments. Here's when to send it, what to include and messages ready to use.
Every appointment a customer misses is a lost slot in your schedule. It's rarely bad faith: they simply forgot. A timely reminder prevents most of these cases.
Here's when to send it, what it must include and six messages for clinics, practices, salons, workshops and any business that works by appointment.
When to send the reminder
The most common practice is to send it 24 to 48 hours before the appointment: enough time for the customer to let you know if they can't make it, and close enough that they won't forget.
For appointments booked far in advance, you can also send a confirmation when they book and a second reminder the day before.
What to include in an appointment reminder
- The customer's name and your business name.
- The day and time, unambiguously: "Tuesday the 14th at 10:30 AM".
- The type of service and the address.
- How to cancel or reschedule, simply.
- What to bring, if needed (documents, fasting, etc.).
6 appointment reminder messages
1. Clinic or practice
Hi [name]! Just a reminder of your [service] appointment on [day] at [time] at [address]. If you can't make it, reply to this message and we'll find you another slot.
2. Salon or spa
Hi [name]! 💇 We'll see you tomorrow at [time] for your [service]. If you need to reschedule, just let us know here. See you tomorrow!
3. With confirmation
Hi [name], a reminder of your appointment on [day] at [time]. Reply YES to confirm or NO if you need to change it. Thanks!
4. With instructions
Hi [name], your appointment is on [day] at [time]. Please remember to bring [documents] and arrive 10 minutes early. Any questions, just message us.
5. By email
Subject: Reminder: your appointment on [day] Hi [name], A reminder of your [service] appointment on [day] at [time] at [address]. If you need to change it, reply to this email or call us at [phone].
6. After a no-show
Hi [name], we missed you at your appointment today. Would you like us to find you another day? Just reply and we'll sort it out.
WhatsApp Business quick replies
If you use the WhatsApp Business app, you can save up to 50 quick replies from Business tools and use them by typing / in the chat. It also has greeting and away messages.
Remember that WhatsApp Business policy only allows you to message people who have given you their number and permission to receive messages.
Send them in seconds from your browser
If you manage appointments on your computer (in WhatsApp Web, email or your booking software), NexoPad lets you save the reminder with a shortcut like /appt and variables for the name, day, time and type of service.
When you type the shortcut, NexoPad asks for those details and writes the full message. The same templates work on any website, not just WhatsApp.
Frequently asked questions
Is WhatsApp or email better for appointment reminders?
It depends on your customers. WhatsApp gets read sooner; email is better if you need long instructions or documents.
Do I need the customer's permission to message them on WhatsApp?
Yes. WhatsApp Business policy requires the customer to have given you their number and permission to receive messages.
How many reminders should I send?
Usually one, 24 to 48 hours before. For appointments booked far ahead, add a confirmation at booking.
What if the customer asks to reschedule?
Have a reply ready for that too. You'll find more ideas in our guide to quick replies in WhatsApp Web.
Published on October 11, 20266 min read
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