No-shows don’t just waste time,they also eat into your revenue. If you run a salon, gym, clinic, or any service-based business, you know how frustrating it feels when a client doesn’t turn up after booking.
This is why you should be sending appointment reminder text messages. They’re quick, affordable, and almost always seen by your clients within minutes. In a 2016 survey done by MediaPost, it is recorded that 75% of millennials prefer text message reminders. These numbers have probably changed a lot more now that GenZs are part of the workforce and spending world.
A simple reminder message can cut down missed appointments and keep your schedule running smoothly. In this blog, you’ll learn how to write effective reminders, see ready-to-use templates, and discover simple ways to automate them so you don’t have to keep sending them one by one.
And if sending reminder messages aren’t your issue but confirming bookings is, you might find this useful: here’s a blog on writing an appointment confirmation message with helpful templates to let clients know their booking has been received.
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How to Write the Perfect Appointment Reminder Text Message
An appointment reminder text message only works if it’s clear, short, and easy to act on. You don’t need to say much, just the right details at the right time. That means your client should know who it’s from, when the appointment is, and what to do next.
Here are a few best practices to follow:
1. Keep it short
You don’t need a long message. Stick to under 160 characters so the text doesn’t get cut off. For example: “Hi Sarah, your haircut is tomorrow at 3 PM. Reply C to confirm.”
2. Add the right details
Always include the appointment date, time, and location. A simple appointment reminder message that says “See you tomorrow” won’t cut it. Your client should never have to guess.
3. Include a clear call-to-action (CTA)
Make it easy for clients to confirm, reschedule, or cancel. Something as simple as “Reply C to confirm or R to reschedule” can save you from last-minute chaos.
4. Respect compliance rules
Reminder texts feel personal, but they’re still marketing messages under the law. Always make sure your reminders follow SMS compliance rules and give clients a way to opt out if they want.
5. Stay professional but warm
Your tone should reflect your business. A dental clinic might send a straightforward and professional appointment reminder text message, while a yoga studio could keep it casual and friendly.
Writing the perfect reminder isn’t about sounding clever. It’s about being clear, respectful, and easy to respond to. When you stick to these basics, your appointment reminder text example will feel natural to your clients while protecting your time and revenue. Let’s take a look at some sample appointment reminder text messages for different industries.
A. Beauty & Fitness Appointment Reminder Text Messages
In the beauty and fitness world, missed appointments cost you more than just money, they also break the flow of your schedule. An appointment reminder text message keeps your calendar full and your clients happy. Here some appointment reminder text examples you can adapt for your business:
Salon Appointment Reminders
Clients book weeks in advance, and it’s easy for them to forget. A quick reminder helps keep your chairs filled and cuts down on last-minute cancellations.
- “Hi [First Name], this is [Salon Name]. Just a reminder of your haircut with [Stylist Name] tomorrow at [Time]. Reply C to confirm.”
- “Good news! Your color appointment is set for [Day] at [Time]. Need to reschedule? Reply RESCHEDULE.”
- “Hey [First Name], your nail appointment at [Salon Name] is tomorrow at [Time]. See you soon ✨.”
Spa Appointment Reminders
Spa clients often book for relaxation, so your reminders should feel calm and friendly.
- “Hi [First Name], this is [Spa Name]. Your massage session is confirmed for [Day] at [Time]. Please arrive 10 mins early to relax before.”
- “Reminder: Your facial appointment is tomorrow at [Time]. Reply YES to confirm. We can’t wait to pamper you 💆♀️.”
- “Hi [First Name], just a gentle reminder of your spa visit on [Day] at [Time]. Reply R if you need to reschedule.”
Gym & Fitness Class Reminders
Fitness reminders should sound motivating while staying clear.
- “Hey [First Name], don’t forget your HIIT class at [Gym Name] tomorrow at [Time]. Bring your energy 💪.”
- “Reminder: Your personal training session with [Trainer Name] is set for [Day] at [Time]. Reply C to confirm.”
- “Hi [First Name], your Spin class is happening tomorrow at [Time]. Need to cancel? Reply CANCEL.”
Yoga & Pilates Class Reminders
These reminders should carry a calm, welcoming tone to match the nature of the classes.
- “Hi [First Name], your Yoga class at [Studio Name] is tomorrow at [Time]. Remember to bring your mat 🧘.”
- “Just a reminder of your Pilates session on [Day] at [Time]. Reply YES to confirm.”
- “Hey [First Name], your spot for Yoga Flow is reserved tomorrow at [Time]. Reply C if you’re coming.”
B. Education Appointment Reminder Text Messages
In education, clear communication keeps students, parents, and teachers on the same page. An appointment reminder message is the simplest way to make sure tutoring sessions, parent-teacher meetings, and training events don’t slip through the cracks. A short reminder saves time for everyone and helps build trust with families. Here are some sample appointment reminder text messages you can use.
Tutoring Appointment Reminders
Tutoring sessions are easy to forget with busy schedules. A reminder helps keep attendance high.
- “Hi [First Name], your tutoring session with [Tutor Name] is scheduled for tomorrow at [Time]. Reply YES to confirm.”
- “Reminder: Your Math tutoring at [Location] is set for [Day] at [Time]. Need to reschedule? Reply R.”
- “Hello [First Name], don’t forget your tutoring class tomorrow at [Time]. Bring your notes 📘.”
Parent-Teacher Meeting Reminders
Parents often juggle work and home, so a polite nudge helps them stay on track.
- “Hi [Parent Name], this is [School Name]. Just reminding you of your parent-teacher meeting with [Teacher Name] on [Day] at [Time].”
- “Reminder: Parent-teacher conference for [Child’s Name] is tomorrow at [Time]. Reply C to confirm.”
- “Hello [Parent Name], we look forward to seeing you at your meeting with [Teacher Name] on [Day] at [Time].”
Training & Course Session Reminders
Adult learners and professionals need reminders too, especially for courses spread out over weeks.
- “Hi [First Name], your training session for [Course Name] is tomorrow at [Time]. Reply YES to confirm attendance.”
- “Reminder: Your online course session starts at [Time] tomorrow. Log in 5 mins early to test your setup.”
- “Hey [First Name], don’t forget your [Course Name] workshop on [Day] at [Time]. Bring your materials.”
C. Home Services Appointment Reminder Text Messages
When it comes to home services, a missed appointment means wasted time and lost income. Sending a simple reminder text message keeps customers prepared and reduces last-minute cancellations. Whether it’s cleaning, lawn care, or even pest control, these reminders help your business run smoothly while building reliability. Here are some appointment reminder text templates you can use.
Cleaning Service Reminders
Cleaning schedules are easy to forget, especially for busy households. A quick reminder makes all the difference.
- “Hi [First Name], just a reminder your cleaning appointment is tomorrow at [Time]. We’ll see you then!”
- “Reminder: Your home cleaning service is set for [Day] at [Time]. Reply R if you need to reschedule.”
- “Hey [First Name], we’ll be at your home for cleaning at [Time] tomorrow. Please make sure someone is available.”
Lawn Care Reminders
Customers appreciate knowing when to expect lawn care teams.
- “Hi [First Name], your lawn care service is scheduled for [Day] at [Time].”
- “Reminder: Our team will be at your property tomorrow at [Time] for lawn maintenance.”
- “Hey [First Name], your scheduled lawn mowing is set for [Day] at [Time]. Reply YES to confirm.”
TruText has automation tools that handle the reminders for you, so you stay consistent without lifting a finger. With TruText, you can do other things like:
Pest Control Reminders
Safety and preparation are important for pest control visits, so reminders help customers get ready.
- “Hi [First Name], your pest control appointment is tomorrow at [Time]. Please make sure pets are indoors.”
- “Reminder: Pest control visit is set for [Day] at [Time]. Need to change? Reply R.”
- “Hello [First Name], just letting you know our team will arrive at [Time] tomorrow for your pest treatment.”
HVAC/Plumbing Appointment Reminders
Emergency or not, a timely reminder makes customers feel cared for.
- “Hi [First Name], your plumbing appointment is scheduled for [Day] at [Time]. Reply YES to confirm.”
- “Reminder: Your HVAC service with [Company Name] is tomorrow at [Time]. Please be available.”
- “Hey [First Name], don’t forget your maintenance check on [Day] at [Time]. We’ll see you then.”
D. Real Estate Appointment Reminder Text Messages
In real estate, timing is everything. A missed showing or open house can mean losing a potential buyer. With a simple appointment reminder text, you keep clients informed and reduce no-shows. These appointment reminder templates make sure everyone is on the same page.
Property Showing Reminders
Showings work best when clients arrive prepared and on time. A friendly reminder keeps things smooth.
- “Hi [First Name], your property showing at [Address] is tomorrow at [Time]. Reply YES to confirm.”
- “Reminder: Your home tour is set for [Day] at [Time]. Meet us at [Address].”
- “Hey [First Name], just checking in. Your showing at [Property Address] is tomorrow at [Time].”
Open House Appointment Reminders
Open houses draw a crowd, but clear reminders boost attendance.
- “Hi [First Name], our open house at [Address] starts at [Time] on [Day]. See you there!”
- “Reminder: Don’t miss the open house at [Property Address] this [Day] by [Time].”
- “Hey [First Name], we’re excited to see you at the open house for [Property Address] tomorrow at [Time].”
E. Event & Class Appointment Reminder Text Messages
Events and classes are easy to forget when life gets busy. A short appointment reminder message can keep attendance high and ensure people don’t miss out. These appointment reminder text example make it simple to keep everyone on track.
Workshop Reminders
Workshops often require prep, so a quick text reminder helps participants arrive ready.
- “Hi [First Name], your workshop on [Topic] is tomorrow at [Time]. Bring your notebook and pen.”
- “Reminder: Workshop [Name] starts at [Time] on [Day]. Location: [Address].”
- “Hey [First Name], just a heads-up: your workshop session is tomorrow at [Time]. See you soon!”
Community Class Reminders
For local classes, reminders make it easier for participants to show up consistently.
- “Hi [First Name], your community class [Name] is tomorrow at [Time]. Don’t forget to bring your ID.”
- “Reminder: Your class at [Venue] starts at [Time] on [Day]. See you there!”
- “Hey [First Name], looking forward to seeing you at [Class Name] tomorrow at [Time].”
Seminar/Coaching Session Reminders
Seminars and coaching sessions are valuable, so reminders help clients make the most of their time.
- “Hi [First Name], your seminar [Name] is scheduled for [Day] at [Time]. Join us at [Venue].”
- “Reminder: Coaching session with [Coach Name] is tomorrow at [Time]. Reply YES to confirm.”
- “Hey [First Name], your session on [Topic] starts at [Time] tomorrow. Location: [Address].”
How to Automate Your Appointment Reminder Texts with TruText
Let’s be honest, you can’t send every single appointment reminder text message by yourself. Even with ready-made templates, it can become overwhelming when you’re running a busy schedule. If you’re a salon owner juggling clients, a trainer managing back-to-back classes, or a real estate agent showing properties all day, manually sending texts isn’t realistic.
With affordable and smart small business text marketing strategies, why not use automation instead of stressing about keeping up?
TruText has automation tools that handle the reminders for you, so you stay consistent without lifting a finger. With TruText, you can do other things like:
- Schedule messages in advance so every client gets a timely reminder.
- Use tags to group clients by service, class type, or schedule.
- Send confirm or reschedule prompts so clients can reply instantly if plans change.
- Reduce no-shows while saving time you can spend on growing your business.
Stop losing money to missed appointments. Automate your reminder texts today with TruText. Try it free for 14 days.
FAQs For Appointment Reminder Text Messages
Q: What is an example of an appointment reminder text message?
A: A clear appointment reminder text example would be: “Hi John, just a reminder about your dentist appointment tomorrow at 3 PM. Reply C to confirm or R to reschedule.” This kind of sample appointment reminder text message works because it’s short, polite, and easy to act on.
Q: How do you politely remind someone about an appointment?
A: The trick is tone. Use their name, keep your appointment reminder message friendly, and add a personal touch. For example, “Good morning Sarah, looking forward to seeing you for your yoga class at 10 AM today!” feels polite without being stiff.
Q: How far in advance should you send an appointment reminder text?
A: Most businesses send an appointment reminder text message 24 hours before the scheduled time. For busy clients, you can also send a same-day note a few hours ahead. Timing makes the message more effective without feeling like spam.
Q: What should an appointment reminder text include to be effective?
A: The best appointment reminder messages include four key things: the customer’s name, the date, the time, and a clear call-to-action (like confirming or rescheduling). Keeping your appointment reminder text short and direct helps it get noticed.
Q: How do I send appointment reminders to clients or customers?
A: You can send them manually, but automation saves time. A tool like TruText lets you schedule every appointment reminder text message in advance, add tags, and even handle confirm/reschedule replies. This way, reminders go out on time while you focus on your work.
Q: What is the best script for an appointment reminder message?
A: The best scripts are simple and polite. Here’s a sample appointment reminder text message: “Hi Alex, your cleaning service is scheduled for Friday at 2 PM. Reply CONFIRM to keep or RESCHEDULE for another time.” It’s clear, short, and easy for customers to reply to.
Q: How do you say a reminder in a polite way?
A: You don’t always have to say “reminder.” Try softer phrases like “just a quick note,” “friendly heads-up,” or “looking forward to seeing you.” They make your appointment reminder text feel personal and less formal.
