Appointment Reminder Templates for WhatsApp, SMS and Email
Booking, reminder, running late, missed and review messages for WhatsApp, SMS and email, in three languages.
- Free to use
- Runs in your browser
- No sign-up
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About the Appointment Reminder Templates
Pick your type of business, the channel and the language, type your business name and get ready messages for each step of an appointment: booking confirmed, a reminder a day before and 2 hours before, running late, rescheduled, missed appointment, a follow-up after the visit and a request for an honest Google review. Each one comes as WhatsApp Business app text, a WhatsApp Business Platform template with {{1}} variables and checks against Meta's limits, an SMS with our character count, or an email, in English, Hinglish or Hindi, with the opt-in and channel rules to check before you send. Clinic messages leave out treatment details. These are written templates, not AI, and nothing you type is uploaded.
How it works
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Step 1
Pick your type of business, where you will send the messages and the language, then type your business name. Or try the example.
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Step 2
Tick the messages you need and add your phone, address, booking link and Google review link. Type a customer's details to see a finished message, or leave them blank for [brackets].
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Step 3
Copy each message, save it as a quick reply or submit it as a template, and read "Before you send" for the opt-in and channel rules.
What the rules say
WhatsApp's Business Policy says to message only people who gave you their number and agreed to hear from you, and to respect every request to stop. On the WhatsApp Business Platform, templates must be approved before you send them outside the 24-hour window after a customer's last message, and Meta treats messages about a person's own order, account or service with no promotion as utility. Meta gives no appointment example, so the category shown is our reading. TRAI counts SMS sent within 30 minutes of a transaction the customer started as transactional, and later ones as service messages. Gmail leaves transactional emails, such as reservation confirmations, out of its one-click unsubscribe rule for bulk senders.
Reviews and health details
Google lets businesses ask customers for genuine reviews, but not offer payment, discounts or free services for one, ask only happy customers, or pressure people at the premises. So the review request asks everyone for an honest review and offers nothing. For clinics, the messages leave out the treatment and the reason for the visit, because messages show on lock screens and shared phones. That is our suggestion; the DPDP Act asks you to use only the personal data needed for the purpose the person agreed to, and to keep it safe.
What this tool cannot do
It does not send messages, connect to WhatsApp, an SMS provider or your booking system, or schedule reminders. It cannot get a template approved: WhatsApp decides the category and can change it. SMS templates still need registering with the telecom operators through your SMS provider, and the character count is ours, not your provider's. It is not legal advice.
Frequently asked questions
Can I send appointment reminders on WhatsApp?
Yes, to customers who gave you their number and agreed to get messages from your business. In the WhatsApp Business app, save each message as a quick reply (up to 50) and send it by hand. On the WhatsApp Business Platform, a reminder sent more than 24 hours after the customer's last message must use an approved template.
Is an appointment reminder a utility or marketing template?
Meta treats messages about a person's own order, account or service that carry no promotion as utility, but gives no appointment example, so "utility" is our reading. Keep offers out: a template that mixes an update with an offer is marketing, and WhatsApp can change the category if it disagrees.
Can I offer a discount for a Google review?
No. Google does not allow offering payment, discounts or free goods or services in return for a review, or for changing or removing one. It also does not allow asking only happy customers. The review request here asks every customer for an honest review and offers nothing.
What should a clinic leave out of reminders?
Our suggestion is to leave out the treatment, test results, medicines and the reason for the visit, and to send only the date, time, place and who they will see. Messages show on lock screens and shared phones. The tool leaves the service out of clinic messages for this reason.
Do SMS reminders need DLT registration?
TRAI requires businesses that send commercial SMS to register their message templates with the telecom operators, and the sender name ends in -T, -S or -P to show the type. Your SMS provider handles the steps. Our reading is that reminders sent after the first 30 minutes are service messages.
Related reading
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