Ready-to-Use Templates
Copy these templates and customize them for your needs. Each includes HTML and plain text versions.
Reminder: Your appointment tomorrow at {{businessName}}
You have an appointment tomorrow at {{appointmentTime}}. Here's what you need to know.
Today: {{appointmentTime}} at {{businessName}}
Your appointment is today at {{appointmentTime}}. See you soon!
We missed you today, {{clientName}}
You missed your appointment. No worries — let's find a new time.
Your cancelled appointment — ready to rebook?
You cancelled your appointment. When you're ready, we have openings.
Best Practices
Send reminders at 24 hours and morning-of for maximum no-show reduction
Include confirm and reschedule buttons — make it easy to take action
Always include the business address and a directions link in same-day reminders
Keep no-show follow-ups empathetic — life happens, don't guilt-trip
Show available time slots in rescheduling emails to reduce friction
Common Mistakes
Only sending one reminder — two touchpoints (day before + morning of) work best
Making it hard to reschedule — if there's no easy option, clients just no-show
Punitive language in no-show emails — this makes clients avoid rescheduling
Not including preparation instructions in reminder emails
Sending same-day reminders too late — morning delivery gives time to prepare
Subject Line Examples
Timing & Performance
Personalization Tips
Two reminders beat one
Research consistently shows that a single appointment reminder reduces no-shows, but two reminders — one the day before and one the morning of — reduce them even more. The day-before email gives clients time to plan. The morning-of email prevents same-day forgetfulness.
Make both easy to scan: date, time, location, and one-click confirm/reschedule.
Make rescheduling easier than no-showing
People don't no-show maliciously. They get busy, forget, or their plans change. If rescheduling requires a phone call during business hours, many clients will simply skip the appointment instead. Put a reschedule button in every reminder email — when it's one click, clients reschedule instead of disappearing.
No-show follow-ups recover the relationship
A warm, empathetic follow-up after a no-show turns a lost appointment into a future booking. Don't mention fees or policies. Just acknowledge that life happens and offer easy rescheduling. The goal is to get them back, not to punish them.
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Frequently Asked Questions
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