Templates / Appointment confirmation and reminder messages

Appointment confirmation and reminder messages

Confirmation, 24-hour and 2-hour reminders, a reschedule reply and a friendly no-show follow-up, all from one set of booking details.

Small businessOpen, no sign-up

Who it is for

Service businesses with bookings (salons, clinics, detailers, tutors, repair shops) that want fewer no-shows without sounding pushy.

How to use it

Fill in the booking details once.
Copy each message into your booking tool, email or text app, or give them to the person who handles scheduling.
Replace the opt-out line with the wording your texting tool requires.
Do not put health or financial details in a text message.

The template

Write appointment messages for [BUSINESS NAME]. Voice: [VOICE, e.g. friendly and brief].

Booking details:
- Service: [SERVICE]
- Date and time: [DATE, TIME, TIME ZONE]
- Where: [ADDRESS OR VIDEO LINK]
- Preparation: [WHAT THE CUSTOMER SHOULD BRING OR DO, OR "NONE"]
- Cancellation or reschedule rule: [WINDOW AND HOW]
- Contact: [PHONE OR EMAIL]

Write five messages:
1. Confirmation (email), sent when they book.
2. Reminder 24 hours before (email or text).
3. Reminder 2 hours before (text, under 160 characters).
4. A reply for when the customer says they cannot make it, offering to reschedule under our rule.
5. A kind follow-up for a no-show that does not scold and offers to rebook.

Rules:
- Every reminder includes the service, date, time and place, plus how to reschedule.
- No marketing, upsells or discounts inside reminders.
- Use only the details above. Do not invent fees, policies or preparation steps.
- End each text with [OPT-OUT LINE REQUIRED BY OUR TEXTING TOOL, OR "NONE"].
- Keep health, payment and other private details out of text messages.

Example

An illustrative example written by BotPickr for a fictional business. It is not a real model run, so your own output will differ.

Example input

Business: Shine Mobile Detailing (car detailing). Service: full interior detail. Date and time: Tue Nov 3, 10:00 AM Pacific. Where: 123 Example St, Rialto. Preparation: remove personal items. Cancellation rule: free to reschedule up to 24 hours before by calling. Contact: 555-0100.

Example output

2. 24-hour reminder (text)
Hi, this is Shine Mobile Detailing. A reminder of your full interior detail tomorrow, Tue Nov 3 at 10:00 AM at 123 Example St, Rialto. Please remove personal items from the car. Need to change it? Call 555-0100 before 10:00 AM today.

3. 2-hour reminder (text)
Shine Mobile Detailing: see you at 10:00 AM today at 123 Example St. Call 555-0100 if anything changes.

Guardrails and human approval

Text-message reminders need the customer's consent. Check the rules that apply to you.
Keep sensitive details (health, payment) out of texts and out of the AI chat.
Check the cancellation rule and any fees yourself. The template will not invent them, but it will repeat whatever you give it.
Send through your own tools. This template only writes the words.

These are practical notes, not legal advice. Templates are provided as is. See section 4 of the Terms.

Works with

ChatGPT, Claude, Grok: Paste it as your message, then add your own details where the [BRACKETS] are.
Custom GPTs, Claude Projects, Grok or other assistant projects: Paste it into the instructions or project instructions field if you want to reuse it. Check that your plan includes that feature.
n8n, Zapier, Make and other automation tools: Use it as the system message or prompt of an AI step. Keep a person approving anything that gets sent or posted.

We have not benchmarked output quality across models. Output varies by model and by what you paste in, so read it before you use it.

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