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50 Appointment Confirmation & Reminder Templates for Australian Businesses

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Appointment confirmation texts

Immediately after booking

The booking is confirmed

Reassure the customer that the slot is safely reserved.

Tone Clear

Example message

Hi Maya, your appointment with Northgate Studio is booked for Thursday, 12 June at 9:30am. Call 0400 123 45• if you need help.

Template to copy

Hi {first_name}, your {service} with {business} is booked for {date} at {time}. Call {phone} if you need help.

When to use

Send once the appointment is in the calendar and the time is genuinely reserved.

Caution

Only call the appointment confirmed if the slot is actually reserved.

Two to three days before

You need confirmation by phone

Ask for one unambiguous action before a clear deadline.

Tone Clear

Example message

Hi Priya, please call 0400 123 45• by 5pm tomorrow to confirm your appointment with Elmwood Dental on Monday, 4 May at 11:00am, or to change the appointment.

Template to copy

Hi {first_name}, please call {phone} by {confirm_deadline} to confirm your {service} with {business} on {date} at {time}, or to change the appointment.

When to use

Use when staffing, preparation, or a high-demand slot depends on an explicit confirmation.

Caution

Do not ask for an SMS reply; use a cancellation link or monitored phone number.

After booking or two days before

A first visit needs a little more detail

Share arrival and preparation essentials without overloading the message.

Tone Clear

Example message

Hi Chloe, we look forward to your first visit on Monday, 9 March at 4:45pm. Please arrive 10 minutes early and bring your booking reference. Location: 5 Kingsway, second floor. - Ferngrove Opticians

Template to copy

Hi {first_name}, we look forward to your first {service} on {date} at {time}. Please arrive {arrival_minutes} minutes early and bring {what_to_bring}. Location: {location}. - {business}

When to use

Use for a new customer who needs arrival, access, document, or preparation guidance.

Caution

Keep preparation and arrival instructions short and essential.

One final follow-up

There is still no confirmation

State the deadline and what happens next without sounding threatening.

Tone Clear

Example message

Hi Marcus, we haven't received confirmation for your appointment on Friday, 22 August at 8:45am. Your appointment is still booked. Please call 0400 123 45• by 6pm today to confirm or change it. - Meadowgate Motors

Template to copy

Hi {first_name}, we haven't received confirmation for your {service} on {date} at {time}. Your appointment is still booked. Please call {phone} by {confirm_deadline} to confirm or change it. - {business}

When to use

Use after a clear confirmation request has gone unanswered and there is a real operational next step.

Caution

Check delivery and call records first; do not change the appointment state because contact was late.

Appointment reminder text message examples

The day before

A clear day-before reminder

Refresh the commitment while there is still time to change it.

Tone Clear

Example message

Hi Daniel, a reminder that your session with Highfield Fitness is tomorrow, 8 April, at 6:15pm. Location: 12 Mill Street. Call 0400 123 45• if you need to make a change.

Template to copy

Hi {first_name}, a reminder that your {service} with {business} is tomorrow, {date}, at {time}. Location: {location}. Call {phone} if you need to make a change.

When to use

Use as the main reminder for an in-person appointment, home visit, class, or group session.

Caution

Check that the time and location were updated after any earlier change.

Five to ten minutes before

The virtual appointment starts soon

Put the start time, time zone, and fallback in one place.

Tone Clear

Example message

Hi Jonas, your video call starts at 2:00pm (your local time). If you need help joining, call 0400 123 45•. - Blue Harbor Consulting

Template to copy

Hi {first_name}, your {service} starts at {time} ({timezone}). If you need help joining, call {phone}. - {business}

When to use

Send shortly before a virtual appointment, webinar, or online class begins.

Caution

Check the calendar invitation and show the time zone before sending.

Before the policy deadline

The cancellation deadline is approaching

Give the customer time to release the slot before a fee applies.

Tone Clear

Example message

Hi Elena, your booking is on Saturday, 14 February at 1:30pm. Changes after noon on Friday may incur a $25 fee. Cancel here before then: etisia.com/4kq8vr. To reschedule, call 0400 123 45•. - Bramble Court Spa

Template to copy

Hi {first_name}, your {service} is on {date} at {time}. Changes after {cancel_deadline} may incur a {fee} fee. Cancel here before then: {cancel_link}. To reschedule, call {phone}. - {business}

When to use

Use when a disclosed cancellation window matters and the customer can still act before it closes.

Caution

Use only with a clearly disclosed policy and leave room for genuine exceptions.

Morning of the appointment

A practical morning-of reminder

Prompt the preparation or travel action needed today.

Tone Clear

Example message

Good morning Jonah. Your class is today at 7:00am at Studio 2, 44 Oak Street. Please bring a water bottle. Questions? Call 0400 123 45•. - Sundial Yoga

Template to copy

Good morning {first_name}. Your {service} is today at {time} at {location}. Please {preparation}. Questions? Call {phone}. - {business}

When to use

Use when a same-day prompt helps with travel, access, clothing, documents, or materials.

Caution

Send at a reasonable local time and make the preparation instruction specific.

Immediately after the recipient contacts you

A recipient reports a wrong number

Use a separate monitored channel to acknowledge the report without exposing the intended customer.

Tone Clear

Example message

Thanks for letting us know. We've removed this number from appointment reminders. Please don't share any personal information. If another message arrives from Cliffside Academy, call 0400 123 45•.

Template to copy

Thanks for letting us know. We've removed this number from appointment reminders. Please don't share any personal information. If another message arrives from {business}, call {phone}.

When to use

Use only after the reported number has been removed from the appointment record or suppressed from further reminders.

Caution

A wrong-number report alone does not stop future reminders; update the record and do not reveal any customer or appointment details.

Reschedule messages

Immediately after the change

The customer moved the appointment

Confirm the new time and explicitly retire the old one.

Tone Clear

Example message

Hi Ben, your request is confirmed: appointment has moved from Wednesday, 2 July at 3:00pm to Friday, 4 July at 10:30am. The old time is no longer active. - Redwood Barbers

Template to copy

Hi {first_name}, your request is confirmed: {service} has moved from {old_date_time} to {new_date_time}. The old time is no longer active. - {business}

When to use

Send after accepting a customer-requested reschedule and updating the calendar.

Caution

Cancel any queued reminder for the old time before sending this confirmation.

As soon as the change is known

The business needs to reschedule

Own the disruption, apologise, and give a simple next step.

Tone Clear

Example message

Hi Freya, we're sorry, but Lakeview Music School needs to move your lesson on Thursday, 16 October at 5:00pm. The old time is cancelled. Please call 0400 123 45• to arrange a new day and time. We apologise for the inconvenience.

Template to copy

Hi {first_name}, we're sorry, but {business} needs to move your {service} on {old_date_time}. The old time is cancelled. Please call {phone} to arrange a new day and time. We apologise for the inconvenience.

When to use

Use when the provider or business cannot keep the original appointment.

Caution

State whether the old appointment is cancelled; do not treat a proposed time as accepted.

Handle lateness

As soon as they report the delay

The customer is running late

Acknowledge the update and make the remaining grace period clear.

Tone Clear

Example message

Hi Omar, thanks for letting us know you're running late. We can hold your appointment until 3:15pm. Please call 0400 123 45• with your ETA. After that, we may need to reschedule. - Copperfield Salon

Template to copy

Hi {first_name}, thanks for letting us know you're running late. We can hold your {service} until {grace_time}. Please call {phone} with your ETA. After that, we may need to reschedule. - {business}

When to use

Use after a customer says they are delayed and you can offer a defined grace period.

Caution

Do not promise the full service if the remaining appointment time makes that impossible.

Before the scheduled start

The provider is running late

Give an honest estimate and let the customer raise a conflict.

Tone Clear

Example message

Hi Sofia, Greystone Veterinary is running about 20 minutes late for your appointment. Your appointment is still going ahead at approximately 11:20am. Call 0400 123 45• if this causes a problem. We're sorry for the wait.

Template to copy

Hi {first_name}, {provider} is running about {delay_minutes} minutes late for your {service}. Your appointment is still going ahead at approximately {new_time}. Call {phone} if this causes a problem. We're sorry for the wait.

When to use

Use as soon as a provider delay is likely to affect the customer’s start time.

Caution

Update the customer again if the estimate changes instead of leaving a vague delay.

Missed appointment messages

Soon after the missed appointment

A first no-show welfare check

Lead with concern and make a scheduling mix-up easy to fix.

Tone Clear

Example message

Hi Aisha, we missed you at 10:00am today and wanted to check that you're okay. If this was a scheduling mix-up, call 0400 123 45• and we'll help you find another time. - Riverbend Wellness

Template to copy

Hi {first_name}, we missed you at {time} today and wanted to check that you're okay. If this was a scheduling mix-up, call {phone} and we'll help you find another time. - {business}

When to use

Use after a first missed appointment when the relationship matters more than immediate policy enforcement.

Caution

Keep the first welfare check separate from fee language and avoid sensitive service details.

After attendance is verified

A no-show fee has been applied

Document the missed appointment and point questions to a human.

Tone Clear

Example message

Hi Liam, our records show that your appointment on Tuesday, 30 September at 2:00pm was missed. Under the policy agreed on 3 March, a $40 no-show fee has been applied. Have questions or an exceptional circumstance? Please call 0400 123 45•. - Oakhill Driving School

Template to copy

Hi {first_name}, our records show that your {service} on {date} at {time} was missed. Under the policy agreed on {policy_date}, a {fee} no-show fee has been applied. Have questions or an exceptional circumstance? Please call {phone}. - {business}

When to use

Use only after checking the appointment state, policy acceptance, and any known exception.

Caution

Verify attendance and policy consent before sending; a mistaken fee notice damages trust.

Fill an open slot

Immediately after a cancellation

A waitlist slot just opened

Offer the exact time with a claim deadline and no false promise.

Tone Clear

Example message

Hi Nadia, a fitting slot has opened on Wednesday, 5 November at 12:15pm. Call 0400 123 45• by 8pm tonight if you'd like it. The slot is first-come, first-served until confirmed. - Alder Lane Tailors

Template to copy

Hi {first_name}, a {service} slot has opened on {date} at {time}. Call {phone} by {claim_deadline} if you'd like it. The slot is first-come, first-served until confirmed. - {business}

When to use

Use for a customer who asked to hear about earlier or last-minute availability.

Caution

Say whether the offer is first-come-first-served and notify people when the slot is filled.

More appointment confirmation text templates

Confirmation texts to send right after booking: with a cancellation link, for an online appointment or a whole series, or once a deposit is paid.

Immediately after booking

An online appointment is confirmed

Example message

Hi Mateo, your online session with Clearwater Coaching is confirmed for Monday, 18 May at 4:00pm (your local time). The link to join is in your calendar invite. Trouble joining? Call 0400 123 45•.

Template to copy

Hi {first_name}, your online {service} with {business} is confirmed for {date} at {time} ({timezone}). The link to join is in your calendar invite. Trouble joining? Call {phone}.

Immediately after booking the series

A series of appointments is confirmed

Example message

Hi Leah, your 6 training sessions with Northside Strength are confirmed: weekly at 6:00pm, starting Wednesday, 3 June. To change one, call 0400 123 45•.

Template to copy

Hi {first_name}, your {session_count} {service} sessions with {business} are confirmed: weekly at {time}, starting {date}. To change one, call {phone}.

As soon as the deposit arrives

Deposit received, booking confirmed

Example message

Hi Mei, thanks for your $40 deposit. Your lash fill at Lumen Lash Bar on Saturday, 20 June at 11:00am is confirmed. To change it, call 0400 123 45•.

Template to copy

Hi {first_name}, thanks for your {deposit} deposit. Your {service} at {business} on {date} at {time} is confirmed. To change it, call {phone}.

One week before

Early reminders that leave room to prepare, reschedule, or free up the slot.

One week before

A one-week heads-up

Example message

Hi Ravi, a heads-up that your consultation at Millbrook Studio is next week: Thursday, 12 June at 2:30pm. If the time no longer works, call 0400 123 45• and we'll find a better one.

Template to copy

Hi {first_name}, a heads-up that your {service} at {business} is next week: {date} at {time}. If the time no longer works, call {phone} and we'll find a better one.

One week before

Paperwork ready a week early

Example message

Hi Tessa, your review at Fieldstone Advisory is one week away, on Monday, 18 May at 10:00am. Please have your completed forms ready before the visit. Questions? Call 0400 123 45•.

Template to copy

Hi {first_name}, your {service} at {business} is one week away, on {date} at {time}. Please have {documents} ready before the visit. Questions? Call {phone}.

One week before

A longer visit next week

Example message

Hi Marisol, your fitting on Saturday, 19 July at 11:30am is a longer visit of about 2 hours. Please plan your day around it. Need a different time? Call 0400 123 45•. - Juniper & Thread

Template to copy

Hi {first_name}, your {service} on {date} at {time} is a longer visit of about {duration}. Please plan your day around it. Need a different time? Call {phone}. - {business}

The day before

Extra 24-hour reminders for when the standard wording is more than you need.

The day before

A bare-bones reminder

Example message

Foxglove Studio: a reminder of your appointment tomorrow, 4 March, at 8:20am. Need to change it? Call 0400 123 45•.

Template to copy

{business}: a reminder of your {service} tomorrow, {date}, at {time}. Need to change it? Call {phone}.

Same day

Arrival details and gentle nudges for the final hours before the appointment.

Two to three hours before

Same-day nudge with arrival details

Example message

Hi Callum, see you today at 4:15pm for your appointment at Willow Lane Studio. Parking: free spaces behind the building. Running late? Call 0400 123 45• so we can plan around it.

Template to copy

Hi {first_name}, see you today at {time} for your {service} at {business}. Parking: {parking_info}. Running late? Call {phone} so we can plan around it.

Appointment cancellation messages

Clear messages when an appointment is cancelled - confirmed, explained, and easy to rebook.

Right after the cancellation

The cancellation is confirmed

Example message

Hi Ingrid, your appointment on Friday, 25 April at 3:45pm at Cobble Hill Tailors is cancelled, as requested. Nothing else is needed. When you'd like to rebook, call 0400 123 45•.

Template to copy

Hi {first_name}, your {service} on {date} at {time} at {business} is cancelled, as requested. Nothing else is needed. When you'd like to rebook, call {phone}.

As soon as the closure is known

The business has to cancel

Example message

Hi Dominik, we're sorry: Latchford Repairs has to close on Tuesday, 20 January because of a power outage, so your 9:15am appointment is cancelled. Call 0400 123 45• and we'll rebook you as soon as possible.

Template to copy

Hi {first_name}, we're sorry: {business} has to close on {date} because of {closure_reason}, so your {time} {service} is cancelled. Call {phone} and we'll rebook you as soon as possible.

More missed appointment messages

Ways to rebook a missed appointment without souring the relationship.

A day or two after the missed appointment

A no-pressure rebooking invite

Example message

Hi Yusuf, we couldn't see you for your appointment on Wednesday, 8 October. These things happen - if you'd like a new time, call 0400 123 45• and we'll set one up. - Pinecrest Studio

Template to copy

Hi {first_name}, we couldn't see you for your {service} on {date}. These things happen - if you'd like a new time, call {phone} and we'll set one up. - {business}

Salons & barbershops

Reminder wording for hair, beauty, and grooming appointments.

The day before

Salon reminder with stylist name

Example message

Hi Bea, your trim with Noor at Velvet & Vine is tomorrow at 1:00pm. Please arrive a few minutes early so we can start on time. Need to change it? Call 0400 123 45•.

Template to copy

Hi {first_name}, your {service} with {stylist} at {salon} is tomorrow at {time}. Please arrive a few minutes early so we can start on time. Need to change it? Call {phone}.

When a slot opens

An open chair this week

Example message

Hi Selin, Jade has an opening this Thursday at 5:30pm at Fern & Fade. Call 0400 123 45• if you'd like it - the slot goes to the first caller.

Template to copy

Hi {first_name}, {stylist} has an opening this {day} at {time} at {salon}. Call {phone} if you'd like it - the slot goes to the first caller.

Doctor, dental and medical reminder templates

Neutral, privacy-first reminders for practices and clinics.

Two to three days before

A routine check-up reminder

Example message

Hi Miriam, this is Ashdown Dental. You're booked for a check-up on Tuesday, 9 September at 11:15am. Call 0400 123 45• if you need to reschedule.

Template to copy

Hi {first_name}, this is {practice}. You're booked for a {visit_type} on {day}, {date} at {time}. Call {phone} if you need to reschedule.

The day before

A new patient’s first visit

Example message

Hi Owen, we look forward to seeing you at Brookfield Clinic tomorrow at 9:00am. Please arrive 10 minutes early and bring your completed forms. Questions? Call 0400 123 45•.

Template to copy

Hi {first_name}, we look forward to seeing you at {practice} tomorrow at {time}. Please arrive {arrival_minutes} minutes early and bring {what_to_bring}. Questions? Call {phone}.

When the recall is due

Time to book the next visit

Example message

Hi Anneke, our records show you're due for your next routine visit at Silver Birch Dental. We have openings next week. Call 0400 123 45• and we'll find a time that suits you.

Template to copy

Hi {first_name}, our records show you're due for your next {visit_type} at {practice}. We have openings next week. Call {phone} and we'll find a time that suits you.

Physio & massage

Session reminders for physiotherapy, massage, and bodywork studios.

The day before

Physio session with clothing note

Example message

Hi Petra, your session at Larch Point Physio is tomorrow, 6 May, at 7:45am. Please wear comfortable clothing you can move in. Call 0400 123 45• if you need to change the time.

Template to copy

Hi {first_name}, your {session_type} at {clinic} is tomorrow, {date}, at {time}. Please wear comfortable clothing you can move in. Call {phone} if you need to change the time.

Same day

Massage with an early-arrival note

Example message

Hi Gemma, your massage at Stillwater Rooms is today at 6:00pm. Arriving 5 minutes early means your full session starts on time. Delayed? Call 0400 123 45•.

Template to copy

Hi {first_name}, your {service} at {studio} is today at {time}. Arriving {arrival_minutes} minutes early means your full session starts on time. Delayed? Call {phone}.

Tutors & coaches

Lesson and session reminders for tutors, teachers, and coaches.

The day before

A lesson reminder for the parent

Example message

Hi Sandra, Theo's lesson with Ms. Iqbal is tomorrow at 4:00pm. Please have the workbook ready. Anything change? Call 0400 123 45•.

Template to copy

Hi {first_name}, {student_name}'s {lesson} with {tutor} is tomorrow at {time}. Please have {materials} ready. Anything change? Call {phone}.

Fifteen minutes before

An online lesson starts soon

Example message

Hi Dev, your online lesson with Karim starts at 5:30pm (your local time). The joining link is in your calendar invitation. Trouble joining? Call 0400 123 45•.

Template to copy

Hi {first_name}, your online {lesson} with {tutor} starts at {time} ({timezone}). The joining link is in your calendar invitation. Trouble joining? Call {phone}.

Trainers & fitness

Session and class reminders for personal trainers, gyms, and studios.

The day before

Training session with kit note

Example message

Hi Rory, your session with Dana is tomorrow at 6:30am at Ironbark Gym. Bring water and a towel. Can't make it? Call 0400 123 45• as early as you can.

Template to copy

Hi {first_name}, your session with {trainer} is tomorrow at {time} at {gym}. Bring water and a towel. Can't make it? Call {phone} as early as you can.

Two hours before

A class spot that releases

Example message

Hi Naomi, your spot in circuit training today at 6:00pm is reserved. Unclaimed spots are released 10 minutes before the start, so please arrive early. - Beacon Movement

Template to copy

Hi {first_name}, your spot in {class_name} today at {time} is reserved. Unclaimed spots are released {release_minutes} minutes before the start, so please arrive early. - {studio}

Any business

Short, neutral reminders that work for any appointment-based business.

Two days before

The appointment is at a different address

Example message

Hi Wren, please note: your appointment on Monday, 9 February at 2:45pm is at 18 Corbett Lane, not our usual address. Call 0400 123 45• with any questions. - True North Advisory

Template to copy

Hi {first_name}, please note: your {service} on {date} at {time} is at {location}, not our usual address. Call {phone} with any questions. - {business}

The day before

The regular weekly slot

Example message

Hi Idris, your regular session with Summit & Sage is tomorrow at 7:30pm, same as always. If this week is different, call 0400 123 45• and we'll adjust.

Template to copy

Hi {first_name}, your regular {service} with {business} is tomorrow at {time}, same as always. If this week is different, call {phone} and we'll adjust.

Appointment reminder and confirmation email templates

Longer-form reminders for inboxes - subject line included, ready to paste.

Immediately after booking

Email: booking confirmation

Example message

Subject: Your appointment on Tuesday, 3 June is confirmed Hi Alice, This confirms your consultation with Bram & Field on Tuesday, 3 June at 10:30am. Location: 2 Weaver Street If you need to change or cancel, use this link: etisia.com/7hd2mx, or call us at 0400 123 45• - please give us as much notice as you can. See you then, Bram & Field

Template to copy

Subject: Your appointment on {date} is confirmed Hi {name}, This confirms your {service} with {business} on {date} at {time}. Location: {location} If you need to change or cancel, use this link: {cancel_link}, or call us at {phone} - please give us as much notice as you can. See you then, {business}

Two to three days before

Email: please call to confirm

Example message

Subject: Please call to confirm your appointment on Wednesday, 8 July Hi Grace, Your consultation with Kingsley & Rowe is booked for Wednesday, 8 July at 10:00am. Please call us at 0400 123 45• by 5pm on Monday to confirm that you can make it. If the time no longer works, let us know on the call and we'll find a better one. Our phone hours are Monday to Friday, 9am to 5pm. Thanks, Kingsley & Rowe

Template to copy

Subject: Please call to confirm your appointment on {date} Hi {name}, Your {service} with {business} is booked for {date} at {time}. Please call us at {phone} by {confirm_deadline} to confirm that you can make it. If the time no longer works, let us know on the call and we'll find a better one. Our phone hours are {phone_hours}. Thanks, {business}

One week before

Email: one week to go, with preparation

Example message

Subject: One week to go - your review on Friday, 12 September Hi Tomas, Your review with Ledger & Lane is one week away: Friday, 12 September at 2:00pm. Before then, please: - Have your completed forms ready - Plan for about 90 minutes Need a different time? Call 0400 123 45• while the calendar is still flexible. Thanks, Ledger & Lane

Template to copy

Subject: One week to go - your {service} on {date} Hi {name}, Your {service} with {business} is one week away: {date} at {time}. Before then, please: - Have {documents} ready - Plan for about {duration} Need a different time? Call {phone} while the calendar is still flexible. Thanks, {business}

The day before

Email: the 24-hour reminder

Example message

Subject: Reminder: your appointment tomorrow at 9:45am Hi Yara, A quick reminder that your appointment with Ockham Studio is tomorrow, Wednesday, 18 March, at 9:45am. Location: 44 Penrose Road If anything has changed, cancel here: etisia.com/9tk3vp, or call 0400 123 45• to rearrange. See you tomorrow, Ockham Studio

Template to copy

Subject: Reminder: your appointment tomorrow at {time} Hi {name}, A quick reminder that your {service} with {business} is tomorrow, {date}, at {time}. Location: {location} If anything has changed, cancel here: {cancel_link}, or call {phone} to rearrange. See you tomorrow, {business}

Immediately after the change

Email: the new time is confirmed

Example message

Subject: Your new appointment time: Thursday, 2 October at 11:00am Hi Margot, As requested, your appointment with Winslow & Park has moved. New time: Thursday, 2 October at 11:00am Previous time: Monday, 29 September at 4:15pm - no longer active If the new time stops working, call 0400 123 45• and we'll look at the options. Thanks, Winslow & Park

Template to copy

Subject: Your new appointment time: {date} at {time} Hi {name}, As requested, your {service} with {business} has moved. New time: {date} at {time} Previous time: {old_date_time} - no longer active If the new time stops working, call {phone} and we'll look at the options. Thanks, {business}

Right after the cancellation

Email: the cancellation is confirmed

Example message

Subject: Your appointment on Friday, 11 July has been cancelled Hi Stefan, Your appointment with Aldgate Rooms on Friday, 11 July at 1:15pm is cancelled, as requested. There is nothing else you need to do. Whenever you'd like to rebook, call 0400 123 45• - we'll be glad to see you again. Aldgate Rooms

Template to copy

Subject: Your appointment on {date} has been cancelled Hi {name}, Your {service} with {business} on {date} at {time} is cancelled, as requested. There is nothing else you need to do. Whenever you'd like to rebook, call {phone} - we'll be glad to see you again. {business}

Later the same day

Email: after a missed appointment

Example message

Subject: We missed you today Hi Louise, Your appointment was booked for 10:15am today and we couldn't reach you - we hope everything is okay. If it was a mix-up, it happens. Call 0400 123 45• and we'll find a new time together. Kind regards, Orchard Gate Studio

Template to copy

Subject: We missed you today Hi {name}, Your {service} was booked for {time} today and we couldn't reach you - we hope everything is okay. If it was a mix-up, it happens. Call {phone} and we'll find a new time together. Kind regards, {business}

Later the same day

Email: follow-up after the appointment

Example message

Subject: Thank you for visiting Maple & Moss Salon Hi Hannah, Thank you for coming in for your haircut today. It was good to see you. We recommend coming back for your next haircut in about six weeks. Call us at 0400 123 45• and we'll find a time that suits you - booking ahead gives you more choice of times. If you have any questions about today's visit, call the same number. See you next time, Maple & Moss Salon

Template to copy

Subject: Thank you for visiting {business} Hi {name}, Thank you for coming in for your {service} today. It was good to see you. We recommend coming back for your next {service} in about {rebook_interval}. Call us at {phone} and we'll find a time that suits you - booking ahead gives you more choice of times. If you have any questions about today's visit, call the same number. See you next time, {business}

When the next visit is due

Email: time for the next appointment

Example message

Subject: Time to book your next check-up? Hi Peter, Our records show you're due for your next check-up with Cedarline Dental - your last visit was on 22 January. We have openings over the next two weeks. Call 0400 123 45• and we'll find a time that suits you. Best, Cedarline Dental

Template to copy

Subject: Time to book your next {service}? Hi {name}, Our records show you're due for your next {service} with {business} - your last visit was on {last_visit_date}. We have openings over the next two weeks. Call {phone} and we'll find a time that suits you. Best, {business}

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What a clear appointment reminder needs

A useful reminder answers four questions quickly: who is the appointment with, what is happening, when is it, and what should the customer do if something has changed?

  • Be specific. Include the date, time, and business name.
  • Give one next step. Use the secure cancellation link or a monitored phone number.
  • Protect privacy. Leave out sensitive details that the recipient does not need.

Choose timing by purpose

There is no single best time for every reminder. Send each message early enough for the customer to take the action it asks for.

Confirm

Right after booking

Confirm the slot and correct any date, time, or location mistakes while the booking is still fresh.

Prepare

One or two days before

Give enough notice for preparation, confirmation, cancellation, or rescheduling.

Arrive

Close to the appointment

Repeat the time, location, or joining instructions without adding new information at the last minute.

Which reminder to send when

Lead time depends on the channel and on how costly a missed appointment is. Use this as a starting point and adjust it to your own cancellation policy.

Reminder Lead time Channel Best for
Booking confirmation Immediately after booking SMS or email Every appointment
Preparation reminder About one week before Email High-value appointments that need preparation
Main reminder 24–48 hours before SMS Every appointment
Same-day nudge 2–3 hours before SMS Short appointments and frequently missed slots
Reschedule notice As soon as the change is confirmed SMS Any changed appointment. Send it yourself: Etisia moves waiting reminders to the new time and sends a change notice only if a move makes one too late.
No-show follow-up Same day, once the slot has clearly passed SMS Missed appointments worth rebooking

Appointment reminder and confirmation call scripts, plus voicemails

Call instead of texting for appointments that would be costly to lose, such as long or first visits, and for clients who have only a landline or prefer a call. If someone else answers or you reach voicemail, leave out what the appointment is for, as the voicemails below do.

One or two days before

Reminder call

Hi, is this {first_name}? This is {business} with a quick reminder about your {service} on {date} at {time}. If you need a different time, I can find you one right now. Otherwise, you’re all set. And if anything comes up later, just call us at {phone}. Thanks, and we’ll see you then.

Two or three days before

Confirmation call

Hi, may I speak with {first_name}? I’m calling from {business} to confirm your {service} on {date} at {time}. Will you still be able to make it? (If yes) Perfect, you’re confirmed, and there’s nothing else you need to do. (If not) No problem, let’s find you a time that works better. And if your plans change later, just call us at {phone}. Thanks so much.

If the reminder call goes to voicemail

Reminder voicemail

Hi, this message is for {first_name}. This is {business}, calling about your appointment on {date} at {time}. If that still works for you, there’s nothing you need to do. If you need to change it, please give us a call at {phone}. Again, that’s {phone}. Thanks, and have a great day.

If the confirmation call goes to voicemail

Confirmation voicemail

Hi, this message is for {first_name}. This is {business}, calling to confirm your appointment on {date} at {time}. Please call us back at {phone} by {confirm_deadline} to let us know you can make it, or if you’d prefer another time. That’s {phone}. Thank you, and we look forward to seeing you.

Etisia sends text messages, not calls or voicemails: these scripts are for calls you or your staff make, and an Etisia reminder text can follow with the same details in writing.

Send these reminders automatically from Google Calendar

Etisia watches your Google Calendar and texts each client before their appointment - you keep booking exactly the way you already do.

  1. Connect your Google Calendar

    Sign in with Google and choose the calendar that holds your client appointments. Nothing about your booking flow changes.

  2. Pick a template and timing

    Choose a message like the ones in this library or write your own, then set how long before each appointment it should go out.

  3. Add the client’s phone number to the event

    Put the client’s mobile number in the calendar event. Etisia sends the reminder at the right moment, and it can include a cancellation link if you turn one on.

SMS reminders to Australian mobiles from your Google Calendar

Related tools

SMS template generator Generate appointment reminder SMS templates by industry, tone, date, and service type. SMS length calculator Check message length, encoding, and segment count before sending appointment reminders.

Want these sent automatically?

Stop copy-pasting appointment reminders

Etisia connects to Google Calendar and sends appointment SMS reminders for you, without changing how you book.

See how Etisia sends SMS appointment reminders in Australia

No credit card required.

More appointment reminder resources

Use the library for quick browsing, or choose a focused tool for the next step.

SMS template generator

Describe your business and appointment type to get a reminder text written for you in seconds.

Appointment reminders by profession

See reminder guidance for specific appointment-based businesses.

SMS consent guide

Review practical consent basics before sending reminder texts.

Appointment reminder template FAQs

Practical answers for adapting and sending the messages in this library.

What should an appointment reminder include?
Include the customer name, appointment date and time, your business name, and one clear next step. Add location or preparation details only when they help the customer arrive ready.
When should I send an appointment reminder?
Choose timing based on the job the message needs to do. Send confirmations immediately, preparation reminders early enough to act on, and short arrival reminders close to the appointment. Test timing against your own cancellation policy and customer behaviour.
Can I personalise these appointment reminder templates?
Yes. Select any highlighted placeholder inside a message, enter the correct detail, and apply it before copying. You can also choose profession-specific wording and a warmer or firmer tone where it is useful.
Should customers be able to reply to a reminder?
Etisia reminders are not monitored for booking replies. Give customers a monitored phone number for questions and changes, and add the secure cancellation link to the reminder if you want them to cancel online.
Can I use these templates for healthcare or sensitive appointments?
Use the minimum detail needed for the recipient to recognise the appointment. Avoid diagnoses, treatment details, or private circumstances, and follow the consent, privacy, and messaging rules that apply to your organisation and location.
What should an appointment reminder text say?
Say who the message is from, what the appointment is, when it is, and the one thing to do if plans have changed. For example: "Hi Maya, your appointment with Northgate Studio is booked for Thursday at 9:30am. Call 0400 123 45• if you need to make a change." Everything else is optional.
How long should an appointment reminder text be?
One SMS segment holds 160 characters when the message uses only standard GSM-7 characters; special characters such as emoji switch the message to UCS-2 and shrink each segment to 70 characters. Aim for one segment, and check the encoding badge under each template on this page before you send.
Should I send appointment reminders by text or email?
Use both for different jobs. Email suits the booking confirmation and early preparation notes, because it holds directions, checklists, and attachments. Text suits the 24-hour reminder and same-day nudge, because it is read close to the appointment. The email templates on this page include a subject line so you can paste them straight into your email tool.
Can Google Calendar send appointment reminder texts by itself?
No. Google Calendar’s own SMS notifications were discontinued in 2019, and they only ever went to the calendar owner, never to clients. A connected tool like Etisia watches your Google Calendar and sends the client the text reminder for you, without changing how you book.
What should a missed appointment text say?
Lead with concern, not blame: say you missed them, check they are okay, and give one easy way to find a new time. For example: "Hi Yusuf, we missed you at 9:15am today and hope everything is okay. If it was a mix-up, call 0400 123 45• and we’ll find another time. - Pinecrest Studio" Keep any no-show fee out of this first message, and send fee notices only after you have checked the booking and the policy the customer agreed to.
How do you confirm an appointment by text?
Send a confirmation text as soon as the appointment is booked, with the date, time, location, your business name, and how to cancel or change it, such as a secure cancellation link or your phone number. If you need an explicit yes, ask the client to call you rather than reply: many reminder services, Etisia included, send one-way texts by default, so a reply may never be read. The appointment confirmation texts on this page include a plain confirmation and a call-to-confirm version.
How do I write an appointment reminder email?
Put the date and time in the subject line, open with the client’s name, then give the service, date, time, location, and anything they need to prepare. Close with how to change or cancel, such as a cancellation link or your phone number, and sign off with your business name. Send the booking confirmation right away and the reminder one to seven days ahead, closer to a week when there is paperwork or preparation. The email templates on this page include subject lines you can copy.
How do you remind a client about an appointment politely?
Use the client’s name, keep it short and friendly, give the facts, and make changing the time easy, with no guilt or pressure. Templates with a Tone menu start on Clear: switch to Warmer for softer wording, or to Firmer, where offered, for deadlines and policies. For example: "Hi Lena, just a friendly reminder that your appointment with Brookside Studio is tomorrow at 2:30pm. If you need a different time, call 0400 123 45• and we’ll find one."

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