Appointment Reminder Email Template
Reduce no-shows with this professional reminder email template. Send 24 hours before appointments.
Template Preview
Subject: Reminder: Your Appointment Tomorrow at {{time}}
Hi {{client_name}},
This is a friendly reminder about your upcoming appointment:
📅 Tomorrow, {{date}}
⏰ {{time}}
📍 {{location}}
🗓️ {{service_name}}
Please remember to:
• {{preparation_item_1}}
• {{preparation_item_2}}
Can't make it? Please let us know as soon as possible:
📞 {{phone}} or click here to reschedule: {{reschedule_link}}
See you tomorrow!
Best,
{{business_name}}How to Use This Template
Copy the Template
Click the copy button above to copy to clipboard
Replace Variables
Swap {{variables}} with your business info
Send or Automate
Use manually or automate with SchedulingKit
Variables to Replace
{{client_name}}{{date}}{{time}}{{location}}{{service_name}}{{phone}}{{reschedule_link}}{{business_name}}💡 Pro Tips
Send 24 hours before for best results
Consider a second reminder 2 hours before
Include easy one-click confirmation option
Keep tone friendly, not demanding
Perfect For
When to Use This Template
Send 24-48 hours before the scheduled appointment. For instant post-booking communication, use the Appointment Confirmation template. For same-day last-minute nudges, use the SMS Reminder template.
✅ Best Practices
Send at the same time of day as the appointment so the timing sticks in memory
Include a one-click confirm button so you know who is actually coming
A/B test sending 24 hours vs 48 hours before to find your optimal window
Personalize with the provider's name, not just the business name
⚠️ Common Mistakes to Avoid
Sending too many reminders that feel spammy — two touchpoints (email + SMS) is the sweet spot
Using a guilt-tripping tone about no-shows instead of a helpful, friendly nudge
Forgetting to include a reschedule option, which forces clients to no-show when plans change
Frequently Asked Questions
Can I customize this email template?
Absolutely! This template is designed to be fully customizable. Simply copy the template and replace the {{variables}} with your specific business information, branding, and messaging. You can also adjust the tone, add or remove sections, and personalize it for your audience.
When should I send this email?
For best results with appointment reminder email template, timing matters. Send 24 hours before for best results Many businesses automate this email to trigger at the optimal time using scheduling software.
How do I automate this email template?
You can automate this template using SchedulingKit's workflow feature. Once set up, the system will automatically send personalized versions of this email to the right clients at the right time—no manual work required. This ensures consistency and saves hours of administrative work.
What makes a good email for appointments?
Effective appointment emails should be clear, professional, and include all essential information (date, time, location). Consider a second reminder 2 hours before Using email templates ensures you don't miss important details.
Explore More Resources
Further Reading
- HubSpot: Free Business Templates — Curated collection of professional business templates.
- SCORE: Technology Resources — Free mentoring and guides for small businesses.
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