8 Appointment Reminder Templates to Use for Your Service Business
Last-minute cancellations and no-show clients can cause a lot of problems for your service business. Not only will you have a hole in your schedule that will be nearly impossible to fill, but you’ll also have to find a way to make up for the lost income.
Appointment reminder emails and texts are a simple and effective way to keep your books full and your clients happy.
Here are some appointment reminder templates you can use for emails, text messages, and phone calls to get you started.
Appointment reminder email templates
Appointment reminder emails should include:
- The date and time of the appointment
- The name of your business
- A description of the service being performed and the cost
- The location of the service call
- Information about how to confirm, cancel, or reschedule the appointment
There are three popular times to send appointment reminder messages to client:
- Immediately after a booking is made
- 24 hours before an appointment
- An hour before your arrival
You can use a single email, or a mix of all three, depending on how you want to communicate with your clients and what works for your service business.
Appointment reminder email template #1: immediately after booking
Hi [customer name],
Just a friendly reminder that you have an upcoming appointment with [business name] to [name of service].
Date:
Location:
Time:
CLICK LINK BELOW TO CONFIRM YOUR APPOINTMENT:
[secure link]
If you have any questions or concerns, please don’t hesitate to get in touch with us at [business email or phone number].
Thanks!
[Business name]
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Using Jobber, you can create appointment confirmation emails that allow clients to confirm an appointment using a link that’s included directly in the message. Once confirmed, it’ll show up in Jobber’s client hub, where it can be viewed by the client.
Here’s what it looks like:
Appointment reminder email template #2: 24 hours before a service call
Hi [customer name],
This email is to confirm your appointment with [business name] to [service description] tomorrow at [time].
Please respond to this email to confirm your booking.
If you have questions about your appointment, or you’d like to cancel or reschedule, please get in touch with our office at [email address] or [phone number].
Thank you!
[business name]
Appointment reminder email template #3: an hour before a service call
Hi [customer name],
This is a friendly reminder to let you know that [employee or contractor name] will be arriving at [address] to [service description].
Please make sure that [dog is inside/yard is clean/gate is open, etc.] before we arrive.
If you have any questions, or you need to reschedule your appointment, contact our office at [email address] or [phone number].
See you soon!
[business name]
Appointment reminder text templates
Sending appointment reminder text messages is great for clients who are on the go and don’t check email regularly.
Appointment reminder text messages are typically shorter than emails, so they don’t include as much information. However, you should still include the basics, such as:
- Your business name
- The date and time of the appointment
- How to confirm
Similar to appointment reminder emails, appointment reminder text messages are typically sent immediately after booking, the day before the service call, or an hour before.
You can use Jobber to draft and schedule as many appointment reminders as you need, at the intervals that work best for you.
Here are some appointment reminder text templates you can use for your service business.
Appointment reminder text template #1: immediately after booking
Hi [customer name],
This is an automated reminder from [business name] about our upcoming appointment at [time] on [month, date]. Please reply “OK” to confirm.
Call us at [phone number] if you have any questions.
Appointment reminder text message template #2: 24 hours before a service call
Hi [customer name],
This is a friendly reminder that you have an appointment at [time] tomorrow with [business name] to [service description].
Please reply “OK” to confirm. Call [phone number] with any questions. Thanks!
Appointment reminder text message template #3: 1 hour before a service call
Hi [customer name],
It’s [employee/contractor name] from [business name]. Just letting you know I’ll be arriving in about an hour. Please ensure [dog is inside/yard is clean/gate is open, etc.].
See you soon!
Appointment reminder templates for phone calls
Appointment reminder phone calls are the least popular of the three methods since they are the most time-consuming, hardest to automate, and you have to rely on your memory or taking diligent notes.
But, if you only have a few clients or you prefer a more personal touch, phone calls may still be a good option for you.
Unlike emails and texts, phone calls are usually only made 1-3 days prior to a service call. Since phone calls are more disruptive than text messages and emails, use them sparingly.
And, you’ll also need to be prepared for one of two scenarios:
- Leaving a voicemail message
- Speaking to the client
In both cases, you’ll need to be in a quiet environment, where you can speak clearly, calmly, and professionally. Being prepared is key.
Using an appointment reminder template can help you to make sure that you communicate all the right information on the spot, such as:
- Who you are and your business name
- Why you are calling
- When the appointment is and what it’s for
- How to confirm the appointment
Here are two scripts you can use depending on whether you talk to a client or leave a message.
Appointment reminder phone call template #1: leaving a voicemail
Hi [customer name],
This is [your name] calling from [business name] to remind you of your upcoming [service description] on [day, month, number] at [time].
Please confirm your appointment by giving us a call back at [phone number] or emailing [email address].
Thank you!
Appointment reminder phone call template #2: speaking to the client
Hi [customer name],
This is [your name] calling from [business name]. I wanted to confirm your appointment on [date] and [time]. Does that still work for you?
As a reminder, please make sure [dog is inside/yard is clean/gate is open, etc.] before we arrive.
If you need to make any changes to your appointment, you can call [phone number] or email [email address].
Do you have any questions for me?
See you soon!
Appointment reminder etiquette
Regardless of whether you use Jobber to create and send your appointment reminders, or you deliver them manually, there are some rules to follow.
The more professional your message and timing, the better client experience you will develop. Be sure to:
1. Keep messages short and sweet
Emails, texts, and phone call appointment reminders should be straightforward and to the point. Include enough information to communicate the purpose of the message without overwhelming your client with unnecessary details.
2. Avoid sending too many messages
While you can contact clients multiple times about the same appointment, try not to get on their nerves. A single message when an appointment is booked may be all you need.
Or, you may choose to send an email with details about the service call immediately after booking and a quick text the day before.
Find what works for you and be mindful of going overboard.
3. Pay attention to the time
Realistically, you can send an email whenever and it doesn’t make a difference, but be mindful of texts and phone calls.
For example, a call or text too early or late in the day can be inappropriate. Similarly, calling clients on a weekend may be overstepping unless they’re expecting it.
4. Be polite and professional
It goes without saying, but any communication you have with clients should be polite and professional. Review your appointment reminder templates for typos and errors.
If you’re manually sending each appointment reminder, triple-check that you have the correct client name, spelling, and service call details before hitting send.
5. Automate when possible
Automating your appointment reminder texts and emails means that you can choose your messaging, frequency, and timing in advance.
This can make a big difference for service providers with hectic schedules and large client lists.
Automating your messages and using appointment reminder templates with Jobber saves you from:
- Manually typing and sending texts and emails
- Making errors like using the wrong client name or date and time
- Managing appointment confirmations yourself
- Trying to remember which client you sent a message to and when