Home / Blog / How to Write a Polite Appointment Reminder Email? [+Tips and Templates]
Appointment Reminder Email, Email Appointment Reminder

How to Write a Polite Appointment Reminder Email? [+Tips and Templates]


Subscribe for weekly email

Subscribe Form Weekly (Single Blog Page)

We won’t send you spam.

Are no-shows and missed appointments negatively impacting your business? You’re not alone!

No-shows cause more than just revenue loss; they disrupt business operations and frustrate customers. The challenge of missed appointments exists in almost all industries. Healthcare organizations alone struggle with a whopping 30% no-show rate on average. 

Common reasons: forgetfulness, scheduling errors, and conflicts. But here’s the silver lining: the solution is simpler than you think – appointment reminder emails.

Sending automated email appointment reminders can make it easy for your customers to remember important appointments. If you’re not using them yet in your business, now is the time to give them a try!

So, without further ado, let’s dive into our top picks for appointment reminder templates that’ll have your customers saying – “Wow, these guys are on top of it!”

9 Types of Appointment Reminder Email Templates

Creating a professional email template that reflects your company’s voice can seem hard. From the subject line to the content of the email, everything needs to be strategically crafted to trigger action. But don’t worry! You don’t need to be a literary genius to nail it.

Check out our list of appointment reminder email templates, one of which will surely suit your company’s needs.

Post-Booking Email Reminder Template

Post-booking email reminders should be sent after a customer has booked an appointment. Your goal with this reminder email would be to ensure that recipients are aware of any essential information, such as what to bring and where to go.

Subject line: Don’t Miss Out! Your Confirmed Appointment Awaits!

Hey there [Customer Name],

Thanks for scheduling your appointment with us. We’re reaching out to confirm your upcoming appointment on [Date] at [Time] for [Purpose]. You’re all set!

Please aim to arrive 15 minutes early and ensure you have [all necessary documents]. We’re excited to meet you and provide our services. If you have any questions or need to reschedule, feel free to contact us at [Business Contact Information].

Thanks for choosing us! We value your trust.

Best regards,

[Business Name]

Final Appointment Confirmation Reminder Template

This confirmation email is sent to verify the accuracy of all meeting details and to ensure the punctual attendance of the recipients.

Subject line: Are you ready for a seamless experience?

Hi [Customer Name],

We’re excited to have you booked in for your upcoming appointment with [Business Name]!

To ensure everything is in order, please confirm your appointment by clicking the “Confirm” button below or replying to this email with “Yes.” If you need to reschedule or cancel, just click “Cancel” or reach out to us directly via [Phone] or [Email].

We’re looking forward to seeing you soon and delivering exceptional service. Thank you for choosing us!

Best,

[Business Name]

24 Hours Before Appointment Reminder Template

This appointment reminder email serves as a perfect last-minute wake-up call to ensure your clients don’t miss meaningful appointments.

Subject line: Tick-Tock! Your Appointment is Just Around the Corner!

Hi [Customer Name],

Exciting news! There are only 24 hours left till your [Service] appointment with [Business Name]. It’s incredible how fast time goes when you’re about to have a great time!

Your satisfaction is our top priority, and our goal is to ensure you have the best customer experience possible. If you need to make any changes to the schedule or cancel the meeting, now is the time to let us know.

In case of any queries, please contact us at [Email Address] or [Phone Number].

Thank you!

[Business Name]

Casual Appointment Email Reminder Template

Sending casual appointment reminders is a friendly way to keep clients informed, maintain good communication, and provide excellent customer service.

Subject line: Keep in mind! Your Appointment with [Business Name] is Almost Here!

Hello [Customer Name],

Just a friendly reminder that your appointment with us is almost here. We’re looking forward to seeing you! Mark [Date and Time] your calendar and get ready to have a great time.

Have a question or need to reschedule? No worries! You can reach us at [Business Phone Number] or [Email]. Otherwise, get ready for an incredible time!

See you soon!

Cheers,

[Business Name]

Professional Appointment Reminder Email

Formal email reminders are sent by businesses to maintain professionalism, ensure clarity, and emphasize the importance of upcoming appointments.

Subject line: Reminder: Your Upcoming Appointment with [Business Name]

Dear [Mr/Ms/Mrs Client Name],

We are committed to making sure you don’t miss your scheduled appointment with [Business Name] on [Date]. Mark your calendar for [Time] at [Location], as your presence is significant to us.

We greatly appreciate your participation and input. Please let us know in advance if you have any additional agenda items or material requests so that we can facilitate your event smoothly.

Thank you for your attention, and we eagerly await your attendance at the meeting.

Warm regards,

[Business Name]

Patient Appointment Reminder Template

Healthcare professionals send doctor appointment reminder emails to ensure that they attend their scheduled appointments, simplifying the scheduling process, reducing no-shows, and improving the patient’s overall experience.

Subject line: Your Health Comes First. Don’t Forget Your Appointment Tomorrow!

Dear [Mr/Ms/Mrs Patient Name],

We hope you’re doing well. Just a quick heads-up: your healthcare appointment is scheduled at [Time], Location [Healthcare Facility Name/Address] on [Date].

Your well-being is our primary concern, and we’re here to provide you with top-notch care. Please ensure you bring any necessary documents or medical records with you to your appointment.

If you have any questions or need to reschedule, please reach out to us at [Healthcare Facility Phone Number] or simply reply to this email.

We’re looking forward to seeing you and addressing your healthcare needs.

Best Regards,

[Healthcare facility name]

Warm Email Reminder Template

The purpose of sending warm appointment reminder emails is to enhance customer experience, boost attendance, and show appreciation for your clients’ time, fostering customer satisfaction and loyalty.

Subject line:  Your Upcoming Appointment Awaits. We’re Here for You, [Customer Name]! 

Hi there [Customer Name]!

Hope you’re having a fantastic day! We’re reaching out to remind you about your upcoming appointment on [Date and Time] with [Business Name].

We’re genuinely excited to see you and provide you with the best care possible! If you have any questions or need anything before your appointment, just let us know. We’re always here to help!

Looking forward to your visit!

Warmest regards,

[Business Name]

Monthly Review Meeting Reminder Email

A review meeting reminder email is typically sent to team members within a company as a reminder of the next team meeting. They help to keep team members prepared, align goals, track progress, and make decisions together.

Subject line: Good day, Team! Let’s plan our next move together!

Hi [Team Member Name],

Hope you’re doing great! Just a quick note to remind you about our upcoming content marketing strategy meeting. It’s going to be a collaborative session where we’ll brainstorm ideas to accelerate our organization’s growth.

The meeting will be held at [Date, Time] [Location]. We are excited to hear your valuable insights and ideas! As always, if you have any questions or need clarification before the upcoming meeting, feel free to reach out.

Best regards,

[Team Leader Name]

If you struggle to facilitate team-building meetings, head over to this comprehensive guide that can help you streamline your team-building meetings and boost team morale.

Overdue Payment Reminder Email

An overdue payment reminder email provides customers with a small push towards making overdue payments promptly in order to maintain cash flow, financial stability, and overall business health.

Subject line: Don’t leave us hanging! Your Invoice #[Invoice Number] needs some attention!

Hey there [Customer Name],

We hope this email finds you in good spirits. Just a quick heads-up about Invoice #[Invoice Number] – it’s feeling a bit neglected in the overdue section of our books.

As per our records, this invoice was due on [Due Date] and is now past due. Please take immediate action to settle this payment to avoid any further complications. You can conveniently access the invoice using the link provided: [Link].

Payment can be made through [Payment Options]. Feel free to contact us directly if you encounter any problems or have any questions regarding the invoice at [Email Address].

Thanks a bunch for your prompt attention to this matter!

Warm regards,

[Business Name]

Handling an abundance of email templates for clients can be tiresome. If you have too much on your plate, you can simplify your workload using FluentBooking, a service that lets you send automatic email reminders before any appointments, resulting in fewer no-shows.

How to Set Up Email Notifications with FluentBooking?

With FluentBooking, you can manage email notifications in a breeze. Just head to the event’s settings page and select “Email Notification.” From there, you can easily manage various notification settings for your booking. You’ll find ready-to-use notification templates already set up for you. The templates can be customized, or you can even create your own. 

Setting up email notification with FluentBooking

Simply turn on/off the notifications you want to send or receive based on your preferences.

Personalising email content and notifications with FluentBooking

Looking to personalize your notifications? Yes, even that’s possible. Simply click “Edit,” and a pop-up will appear where you can customize both the subject and content of your emails. Our notification editor is equipped with a variety of shortcodes that provide all the booking-related information you need – simply click on the desired shortcode to add it.

The 6Ps to Craft a Perfect Appointment Reminder Email 

We are done with some of the best examples of appointment reminder emails. Now let’s focus on a few key components to write a winning email appointment reminder that gets noticed. Here are 6Ps that will guide you:

  • Purposeful Subject Line: Start your appointment reminder email with a subject line that clearly describes its purpose. Doing this will give your email a better chance of being noticed and replied to in the middle of a cluttered and congested mailbox.
  • Personalized Introduction: Begin your appointment reminder email with a friendly and polite greeting, addressing the customer directly by name for a personalized touch. Consider using “Mr./Mrs./Ms” for formal occasions followed by their last name.
  • Proper Context: Following the introduction, clearly state the context of the email and include essential information such as relevant dates, times, and locations. This will ensure that the customer is well prepared to attend on time.
  • Precise Call-to-Action: All appointment reminder templates must feature a clear and easily noticeable call-to-action (CTA). The CTAs should specify what participants are expected to do, such as preparing reports or bringing the necessary materials. Provide attendees with the option of notifying – if they cannot attend to avoid no-shows.
  • Polite Sign-off: Conclude your email appointment reminder with a formal and warm tone. Use a professional sign-off like your company name or business slogan to indicate the sender clearly and build authority.
  • Perfect Timing: Timing is the secret weapon of effective communication. Send email appointment reminders during regular business hours to ensure the intended recipient receives and reads them. If possible, use an appointment scheduling solution that automates appointment reminders and follow-ups to keep the client informed and engaged.

FAQs about Appointment Reminder Email

Have more questions? Here are some frequently asked questions we’ve tried to answer.

An email appointment reminder can serve as a small nudge to your customers, ensuring they show up in meetings, thus safeguarding your bottom line.

You can effectively reduce meeting no-shows with email appointment reminders. The importance of appointment reminder emails goes beyond reducing no-shows to optimizing scheduling and improving customer satisfaction.

You should send the meeting reminder email 24-48 hours before the scheduled appointment to give recipients ample preparation time.

There are numerous tools available that you can use to automate your email appointment reminders. For example, by using FluentBooking, you can automate text/email reminders and set up your personalized appointment booking effectively in just a matter of seconds!

A good appointment reminder email is short, clear, and timely. It includes the date, time, location, and a brief mention of purpose. You can tailor the email by incorporating the client’s name to increase effectiveness without being too intrusive.

blog cta image

Book appointments the Fluent Way!


Leave a Reply


Leave a Reply

Your email address will not be published. Required fields are marked *