No-shows are a drag, but a well-timed reminder email can make all the difference in getting clients through your door.
Having a go-to template takes the guesswork out of what to say and ensures your clients have all the details they need. Here are five types of appointment reminder emails you can adapt for your business.
<template>
Subject: Your upcoming appointment with Dr. [Doctor’s Last Name] on [Date]
Hi [Patient Name],
This is a friendly reminder of your upcoming appointment with Dr. [Doctor’s Last Name] on [Date] at [Time]. Our office is located at [Clinic Name and Address].
Please remember to bring your insurance card and a photo ID to your visit. If this is your first time at our clinic, please arrive 15 minutes early to complete new patient paperwork. Also, be sure to follow any specific pre-appointment instructions you were given, such as fasting.
If you need to reschedule or cancel, please call us at [Phone Number] at least 24 hours in advance. You can confirm your appointment by clicking here: [Confirmation Link]
We look forward to seeing you.
Sincerely,
[Your Name]
[Your Position]
[Clinic Name]
[Clinic Phone Number]
</template>
<template>
Subject: Your dental appointment on [Date] is confirmed
Hi [Patient Name],
This is a reminder for your upcoming dental appointment for a [Type of Appointment, e.g., cleaning and check-up] on [Date] at [Time]. Our office is located at [Dental Office Name and Address].
Please remember to bring your insurance card and a photo ID. If you have any new dental insurance information, please let us know when you arrive.
To keep your appointment, simply click here: [Confirmation Link]. If you need to reschedule, please call us at [Phone Number] at least 48 hours in advance to avoid a cancellation fee.
We look forward to helping you keep your smile healthy!
Sincerely,
[Your Name]
[Your Position]
[Dental Office Name]
[Dental Office Phone Number]
</template>
<template>
Subject: Your upcoming appointment at [Salon Name]
Hi [Client Name],
We're excited to see you for your [Service] with [Stylist's Name] on [Date] at [Time]. Our salon is located at [Salon Address].
If you have any inspiration photos, feel free to bring them along. To confirm your appointment, please click here: [Confirmation Link].
If you need to reschedule or cancel, please give us a call at [Phone Number] at least [Number] hours in advance to avoid a cancellation fee.
We can't wait to help you look and feel your best.
Best,
[Your Name]
[Salon Name]
[Salon Phone Number]
</template>
<template>
Subject: Interview with [Company Name] for the [Job Title] position
Hi [Candidate Name],
We're looking forward to your interview for the [Job Title] position on [Date] at [Time]. You'll be meeting with [Interviewer Name(s)].
The interview will take place at [Office Address or "online via video conference"]. If this is a video call, you can join using this link: [Video Call Link]. If you're coming to our office, please ask for [Your Name] upon arrival.
Please reply to this email to confirm you'll be attending. If you need to reschedule, let us know as soon as possible so we can find an alternative time.
We look forward to speaking with you.
Best regards,
[Your Name]
[Your Position]
[Company Name]
[Company Phone Number]
</template>
<template>
Subject: Reminder: Meeting on [Date] about [Meeting Topic]
Hi [Recipient Name],
This is a reminder for our meeting scheduled for [Date] at [Time]. We will be meeting at [Location or Video Call Link].
The main goal of our discussion will be [Meeting Agenda/Goal]. Please come prepared to discuss [Specific Topic]. If you have any materials to review beforehand, they are attached.
Please reply to this email to confirm your attendance. If something has come up and you need to reschedule, let us know as soon as possible.
Looking forward to it,
[Your Name]
[Your Position]
[Company Name]
</template>
While these appointment reminder templates are a great starting point, you need an effective way to send and manage them. Flodesk provides the tools to do just that, offering an intuitive email marketing platform designed for small businesses. We help you grow your email list and turn it into a revenue stream, all without needing any technical expertise to design, send, and automate your emails.
Our platform is built around a straightforward email builder that lets you create professional-looking emails quickly. With powerful automation features and easy-to-use forms, Flodesk gives you all the necessary components for your email marketing. We handle the complexity so you can focus on connecting with your clients and sending emails that get results.
A clear reminder email is key to reducing no-shows and keeping your clients informed. The templates above provide a reliable framework to build from.
Flodesk gives you the tools to send and automate these reminders. Sign up to start sending emails that look as good as your brand.
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