✉️ Email Template

Appointment Reminder Template

Patient appointment reminder. Example: 'Reminder: Your appointment with Dr Smith is tomorrow at 2:30pm.'

What an appointment reminder should contain

• The date, the day of the week, and the time — people misread dates, they rarely misread “Tuesday”
• The practitioner or staff member the appointment is with
• The location, including which entrance or suite, if it is not obvious
• How long the appointment will take
• Anything the patient or client must bring, do or stop doing beforehand
• Your cancellation window and any fee that applies inside it
• One way to reschedule that takes a single tap

The timing does more work than the wording

Reminders sent the day before catch people who forgot. Reminders sent a week before catch people who need to rearrange something. Most no-shows are not forgetfulness — they are a clash the person noticed too late to do anything about politely. Two reminders, one at a week and one the day before, reliably outperform one beautifully written message.

• Send the day-before reminder in the morning, not the evening — it leaves time to act on it
• Make rescheduling easier than cancelling, or people simply do not turn up
• Keep clinical detail out of it; a reminder may be read by someone other than the patient

Consent and channel

• Appointment reminders are usually transactional rather than marketing, but do not attach promotional content to them — that changes what they are
• Confirm the preferred channel at booking; SMS and email have very different read rates by demographic
• Give a real way to opt out of reminders without opting out of care

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General information only — not legal, tax or financial advice. For contracts and tax documents, confirm your obligations with a qualified professional or the relevant authority.