How to remind a client about an appointment (without spamming)
A reminder sent at the right moment, in the right words, through the right channel can make the difference between a confirmed visit and an empty slot.
The reminder problem
Most specialists know they should send reminders. But when should you send one — a day before, two hours before? And what should you write? A message that sounds like spam gets ignored. No message at all and the client forgets. The best reminder sits somewhere in between.
How to do reminders right
Send it 24 hours before
The sweet spot is usually 24 hours in advance. Close enough that the appointment is top of mind, but early enough that the client can still reschedule if needed.
Use their preferred channel
WhatsApp, Telegram, SMS, Viber — send the reminder through the channel the client already uses with you. A familiar sender means the message is more likely to be opened.
Write like a person, not a system
"Hi Anna, just a reminder about your appointment tomorrow at 2 PM. See you then!" works far better than "AUTOMATED REMINDER: Booking #1234 is confirmed for 14:00."
Include the magic link
Add a one-tap confirm or reschedule link. It gives the client an easy next step — and gives you certainty about who is actually coming.
FAQ
- How many reminders should I send?
- One reminder 24 hours before is usually enough. For high-value or infrequent appointments, a second reminder 2 hours before can help. More than that often feels like spam.
- Which channel works best for reminders?
- The one your client already uses to communicate with you. WhatsApp tends to perform best in many markets. SMS is a strong fallback for clients who do not use messaging apps.
- What if the client doesn't respond to the reminder?
- No response is useful information. If you have a standby list, you can proactively try to fill the slot. Tapsela shows you exactly who hasn't confirmed, so you always know where the risk is.