Appointment reminders are the simplest, cheapest way to reduce no-shows. A well-timed, clearly written reminder helps customers remember, plan their journey, and reschedule if they can't make it — so you can fill the slot instead of losing it.
Below you'll find ready-to-use appointment reminder templates for email and text, guidance on when to send them, and the details every reminder should include.
Most no-shows aren't deliberate — people simply forget, get the time wrong or don't realise they need to cancel. Reminders fix all three. Combined with payment at booking and a clear cancellation policy, they're one of the most effective ways to reduce no-shows.
| Reminder | Timing | Purpose |
|---|---|---|
| Confirmation | Immediately after booking | Confirms details and builds trust |
| Main reminder | 24–48 hours before | Gives time to reschedule if needed |
| Same-day reminder (optional) | 2–3 hours before | Useful for busy customers and walk-in style services |
For appointments booked weeks in advance, a reminder a few days before is also helpful.
Keep it short, friendly and easy to scan on a phone.
Subject: Your booking at [Business Name] is confirmed
Hi [First Name],
Thanks for booking with [Business Name]. Here are your details:
[Service] with [Staff/Resource] [Day], [Date] at [Time] [Address]
Your confirmation code is [Code].
Need to change your booking? [Reschedule or cancel here]. We ask for at least [24 hours'] notice.
See you soon, [Business Name]
Subject: Reminder: your appointment tomorrow at [Time]
Hi [First Name],
Just a reminder of your appointment tomorrow:
[Service] — [Day], [Date] at [Time] [Address]
Please arrive [5–10] minutes early. If you can no longer make it, please [let us know here] so we can offer the slot to someone else.
Thanks, [Business Name]
Hi [First Name], reminder of your [Service] at [Business Name] on [Day] at [Time]. Need to change it? [Link]
Text messages should be short, clearly from your business, and include a link to reschedule.
Hi [First Name], looking forward to seeing you for your [Service] with [Stylist] on [Day] at [Time]. Running late or need to move it? [Link]
Hi [First Name], this is a reminder of your [Appointment Type] with [Practitioner] on [Day] at [Time] at [Clinic]. Please wear comfortable clothing. To reschedule: [Link]
Hi [First Name], your place in [Class] on [Day] at [Time] is booked. Can't make it? Please cancel here so someone else can take your spot: [Link]
Hi [First Name], your booking for [Court/Room] at [Venue] is on [Day] from [Start] to [End]. See you there!
Dyal sends automatic booking confirmations and reminder emails for every booking, with the service, time, location and confirmation code — so you never need to send reminders manually. Combine them with card payment at booking, and no-shows become rare.
Send a confirmation immediately after booking and a reminder 24–48 hours before the appointment. An optional same-day reminder can help for busy customers.
Both work. Email is ideal for full details and confirmations; text messages are great for short, last-minute reminders. Many businesses use email confirmations and reminders as standard.
Include your business name, the service, date and time, location, how to reschedule or cancel, and a brief cancellation policy.
Yes. Reminders are one of the most effective ways to reduce no-shows, especially combined with payment at booking and easy rescheduling.
Let your booking system send every confirmation and reminder for you. See Dyal's plans — online booking from £10 a month, with your first 3 months free.