Before you copy
- Keep each message to one request: confirm, change or book. Clients answer a clear question faster than a long paragraph.
- Write the way you speak to the client. These are starting points; change the tone to match your business.
- For WhatsApp messages you start yourself, Meta requires an approved template, and a template cannot start or end with a variable. The examples below begin and end with plain words so they can be submitted as they are.
- Wording about charging for a missed appointment is a policy decision. Use it only if it matches the policy your clients agreed to, and check local rules for your business.
Messages by moment
Booking confirmation
Send right after the appointment is booked.
- Friendly
Hi [Name], your [Service] at [Business] is booked for [Date] at [Time]. If anything changes, just reply here. See you soon!
- Short
Hi [Name], confirming your appointment at [Business] on [Date] at [Time]. Thank you!
Reminder the day before
Send the afternoon before, when clients can still change plans.
- With confirmation
Hi [Name], a reminder of your [Service] tomorrow, [Date] at [Time], at [Business]. Please reply to confirm, or tell us if you need to change it. Thank you!
- Short
Hi [Name], see you tomorrow at [Time] at [Business]. Reply if anything changes. Thank you!
Reminder on the day
A few hours before the appointment.
- Same day
Hi [Name], we are looking forward to seeing you today at [Time] at [Business]. If you are running late, let us know here. See you soon!
- With practical details
Hi [Name], your [Service] is today at [Time]. Please arrive a few minutes early. If you cannot make it, tell us as soon as you can so we can offer the time to someone else. Thank you!
Asking an unconfirmed client to confirm
When a client has not answered the reminder.
- Gentle
Hi [Name], we have not heard back about your appointment on [Date] at [Time]. Could you let us know if it still works for you? Thank you!
- With a deadline
Hi [Name], to keep your appointment on [Date] at [Time] please confirm by this evening. Otherwise we may offer the time to someone on the waiting list. Thank you for understanding.
Late cancellation
When a client cancels close to the appointment.
- Understanding
Hi [Name], thank you for letting us know. We have cancelled your appointment on [Date] at [Time]. When you are ready, you can book a new time here: [URL] See you soon!
- Mentioning your policy
Hi [Name], we have received your cancellation for [Date] at [Time]. As described in our booking policy, a cancellation this late may be charged. [Adjust or delete this sentence to match your own policy.] We would be glad to see you at another time.
No-show follow-up
The same day or the next morning, after a missed appointment.
- Caring
Hi [Name], we missed you today at [Time] and hope everything is fine. Would you like to book a new time? You can choose one here: [URL] Take care!
- Clear and polite
Hi [Name], your appointment on [Date] at [Time] at [Business] was not attended. If you still want [Service], you can book a new time here: [URL] Please let us know in advance if you cannot make it. Thank you.
Waiting-list offer
When a time frees up and someone is waiting.
- Offer
Hi [Name], a time has opened up at [Business] on [Date] at [Time] for [Service]. Reply yes if you would like it and we will book it for you. Thank you!
Bringing a client back
A few weeks after the last visit.
- Light touch
Hi [Name], it has been a while since your last [Service] at [Business]. If you would like to come in again, you can pick a time here: [URL] We would love to see you!
What the square brackets mean
- [Name]
- the client's first name
- [Service]
- the treatment or service booked
- [Business]
- your business name
- [Date]
- the appointment date
- [Time]
- the start time
- [URL]
- your booking link
In Lumea these are the same tokens the message templates use, so a text you copy here can be pasted into a reminder rule as it is.
Questions
Can I send the same message on WhatsApp and SMS?
Yes. The wording works in both. On WhatsApp, a message you start yourself outside the 24-hour window must be an approved template; an SMS is plain text.
How early should a reminder go out?
A common routine is one reminder the day before and, if you wish, a short one on the day. Pick the timing that lets clients still change their plans.
Will a reminder stop people missing appointments?
We cannot promise a result. Clear reminders and an easy way to confirm or change an appointment help, and the no-show calculator lets you measure your own numbers.
Is anything saved when I copy a text?
No. The texts are on this page and are copied to your own clipboard in your browser. Nothing is sent to us.