FREE TEMPLATES / TEXT & EMAIL
Six appointment messages to copy and adapt. Give customers the details they need and a clear way to tell you when plans change.
Find your messageReplace every bracketed placeholder, including the full date, local time and time zone when relevant. Confirm the location and contact route. Use wording that matches your actual booking status and agreed policies.
These are writing examples for your own messaging workflow. Copying one does not change KadePay's automatic reminder wording or send a message. Check the channels and settings available in the tool you use.
Use the customer's agreed appointment communication channel. Keep promotional offers separate from appointment updates.
CHOOSE THE MOMENT
The timing below is a suggested starting point. Match it to your service, customer preferences and actual cancellation window.
01 / REQUEST RECEIVED
Use while a requested time is still being reviewed.
Hi [First name], thanks for requesting [Service] at [Business] on [Date] at [Time and time zone]. We're checking availability. Your visit is not confirmed yet; we'll send a separate confirmation. Questions? Contact [Contact method].
02 / APPOINTMENT CONFIRMED
Send after your business has confirmed the appointment.
Hi [First name], your [Service] with [Provider] at [Business] is confirmed for [Date] at [Time and time zone]. Location: [Address]. Please allow [Duration]. If you need a change, contact [Contact method]. Appointment details: [Details link].
03 / DAY-BEFORE REMINDER
Include the actual date so a message read later still makes sense.
Hi [First name], a reminder from [Business]: your [Service] is tomorrow, [Date], at [Time and time zone] with [Provider]. We're at [Address]. Need to change your plans? Contact [Contact method]. Your appointment details: [Details link].
04 / ARRIVAL INFORMATION
Use when parking, entry or preparation needs an extra explanation.
Hi [First name], we look forward to your [Service] at [Business] on [Date] at [Time and time zone]. A quick arrival note: [Parking, entrance or preparation instruction]. If you have trouble finding us, contact [Contact method].
05 / CHANGE AGREED
Use only after you and the customer have agreed on the change.
Hi [First name], your [Service] at [Business] has moved from [Old date and time] to [New date, time and time zone]. Provider: [Provider]. Location: [Address]. Please use the updated details: [Details link]. Questions? Contact [Contact method].
06 / MISSED-VISIT FOLLOW-UP
Check the appointment record before contacting the customer.
Hi [First name], we missed you for your [Service] at [Business] on [Date] at [Time]. We hope you're okay. If you'd like to arrange another visit, please contact [Contact method]. We'll review availability together.
KEEP THE PROCESS CONNECTED
KadePay lets customers request a time for your business to review and confirm. Explore the appointment workflow before choosing how your team sends reminders.
