Free templates

Ready-made messages for your appointment-based business.

Reminders, confirmations, no-shows, waiting list and cancellation policy. Copy the one you need, change what is in brackets and adapt it to how you speak. Free to use, no sign-up.

Appointment reminders

The message with the best effort-to-result ratio: sent the day before, it cuts no-shows sharply.

Standard reminder (24 h before)

Hi [NAME]! A reminder of your appointment at [BUSINESS] tomorrow [DAY] at [TIME] for [SERVICE]. If you need to change it, just reply to this message and we will find you another slot. See you soon!

Reminder with confirmation

Hi [NAME]! Tomorrow [DAY] at [TIME] we are expecting you at [BUSINESS] for [SERVICE]. Can you confirm it still works for you? Reply YES to confirm, or write to us if you would rather change it.

Asking for a short confirmation works better than a passive reminder: it forces a small decision.

Long or high-value service

Hi [NAME]! A reminder of your [SERVICE] appointment tomorrow [DAY] at [TIME]. We have set aside [DURATION] for you, so if you cannot make it, let us know in advance and we will offer it to someone else. Thank you!

Booking confirmation

Right after booking, so the appointment is clear from the start.

New appointment confirmation

All set, [NAME]! Your appointment at [BUSINESS] is booked for [DAY] at [TIME], for [SERVICE]. We are at [ADDRESS]. If anything comes up, message us here.

First visit

Welcome, [NAME]! Your first appointment at [BUSINESS] is on [DAY] at [TIME]. Come a few minutes early so we can get to know you properly. We are at [ADDRESS]. See you then!

No-shows and changes

How to reply when someone does not turn up or wants to move their appointment, without losing the client.

No-show (friendly tone)

Hi [NAME]! We were expecting you today at [TIME] and did not get to see you. Is everything all right? If you like, we can find you another slot this week. Message us and we will sort it out.

An accusing tone loses the client. This message wins back most of the people who simply forgot.

Change requested by the client

No problem, [NAME]. We have cancelled your appointment on [DAY]. We have slots on [OPTION 1] and [OPTION 2]. Which one suits you better?

Cancellation from the business

Hi [NAME]. We are sorry to say we have to move your appointment on [DAY] at [TIME] due to something unexpected. We can offer you [OPTION 1] or [OPTION 2]. Apologies for the inconvenience, and we will make it up to you.

Waiting list and free slots

To fill a last-minute cancellation without having to start calling around.

Joining the waiting list

Hi [NAME]. That day is fully booked, but I am putting you on the waiting list: if a slot frees up, you are the first person I will contact. Does that work for you?

A slot has just freed up

Hi [NAME]! A slot has just opened up on [DAY] at [TIME] for [SERVICE]. If you are interested, reply and I will book it for you. It goes to whoever replies first.

Getting back in touch

For people who have not been in for a while or left something half done. Warm, never pushy.

Client who has not been in for a while

Hi [NAME]! It has been a while since we saw you at [BUSINESS] and we were thinking of you. If you fancy coming back, tell me which day suits you and I will find you a slot.

Unfinished treatment or package

Hi [NAME]. You had [Nº] sessions left on your [PACKAGE/TREATMENT]. Would you like me to find you a slot for the next one? That way you keep the rhythm and see the full result.

Birthday

Happy birthday, [NAME]! 🎉 Everyone at [BUSINESS] wishes you a wonderful day. If you feel like treating yourself to some time out, we are here.

Cancellation policy

A clear, friendly policy cuts no-shows without scaring anyone off. Adapt it and publish it where your clients can see it.

[BUSINESS] CANCELLATION POLICY

1. You can cancel or change your appointment free of charge by letting us
   know at least [24/48] hours in advance.

2. To let us know, message us on [WhatsApp/phone] or reply to the reminder
   we send you the day before.

3. If you cannot come and do not tell us, that time stays reserved for you
   and we cannot offer it to anyone else. That is why we ask you to let us
   know whenever you can, even at short notice.

4. For services of [DURATION/AMOUNT] or above we may ask for a [AMOUNT]
   deposit to confirm the booking. If you cancel within the notice period
   above, it is refunded in full.

5. We understand that things come up. If that is your case, tell us and we
   will find a solution.

Thank you for helping us keep the schedule in order: it lets us look after
everyone better.

This is an indicative model: check that it fits your own terms and the regulation that applies to you.

What if you did not have to send them by hand?

These templates only work if somebody remembers to send them. ClaudIA sends the reminders, handles the changes and fills the gaps automatically.

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