When to send reminders
| Timing | Purpose | Method |
|---|---|---|
| 48 hours before | Gives clients time to reschedule without losing deposit | Automated through booking app |
| 24 hours before | Last-chance reminder; triggers cancellation policy window | Automated through booking app |
| Morning of (optional) | For new clients or complex services only | Manual WhatsApp or SMS |
Friendly reminder templates
48-hour friendly reminder:
Hi [Name]! Just a reminder that you have a [service] with me on [day] at [time]. Can't wait to see you! If anything comes up, please give me 48 hours' notice. [Your name] ✨
24-hour friendly reminder:
Hey [Name]! See you tomorrow at [time] for your [service] 💅 If you need to cancel or reschedule, please message me asap. Looking forward to it!
Same-day friendly reminder (new client):
Hi [Name], just a quick note — so excited to have you in today at [time]! My address is [address]. See you soon! [Your name]
Professional reminder templates
48-hour professional reminder:
Hi [Name], this is a reminder that your [service] appointment with [business name] is on [day, date] at [time]. If you need to reschedule, please contact me at least 48 hours before your appointment. Thank you!
24-hour professional reminder:
Hi [Name], your [service] appointment with [business name] is tomorrow at [time]. If you need to make changes, please contact me as soon as possible. I look forward to seeing you.
Firm reminder templates (policy included)
Use these if you've had no-show issues or with new clients:
48-hour firm reminder:
Hi [Name], reminder: your [service] is booked with me for [day] at [time]. Please note: cancellations or reschedules must be made at least 48 hours in advance. Late cancellations and no-shows will result in your deposit being retained. Thank you, [Your name]
24-hour firm reminder:
Hi [Name], this is your 24-hour reminder for your [service] appointment tomorrow at [time]. Please note that cancellations after this point will result in your deposit being non-refundable. If you need to cancel, please message immediately. Thank you.
What to set as your automated reminder
Most booking apps let you customise the automated reminder text. Set it once and it sends for every appointment. A good automated reminder:
- Confirms name, service, date, time, and address
- Mentions your cancellation policy timeframe
- Gives them a way to contact you if needed
- Is professional but warm — not cold or robotic
Reminder tips
- Always include the cancellation policy timeframe in at least the 24-hour reminder — so there's no "I didn't know" if they no-show
- Use first name — reminders that start with "Dear Valued Client" feel automated and impersonal
- Keep it short — 3–5 sentences is enough
- Don't send more than 2 reminders — after that it feels like harassment
- For SMS and WhatsApp reminders, skip the emoji if you're going for a professional tone
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Start free →Frequently asked questions
Should reminders be automated or manual?
Use automated reminders through your booking app for every appointment — this is reliable and saves time. Send a manual follow-up only if you have a specific reason (new client, complex service, first appointment after a long gap).
How many reminders should I send?
One or two is usually enough. A 48-hour reminder gives clients time to reschedule if needed; a 24-hour reminder is the last chance. Sending more than two starts to feel like harassment and can cause clients to disengage.
What should a reminder include?
At minimum: client name, appointment date and time, service, your name/business, and a note about your cancellation policy (or a link to it). Keep it short — a reminder is not a newsletter.
