What an appointment confirmation message should include
It should include the name of the business, the service, the day and time (with the day of the week), the address and a simple way to confirm, change or cancel.
- Who is writing: the name of the business, so it’s clear who it’s from.
- To whom: the customer’s name.
- What: the service or a generic reason (“check-up”, “haircut”, “session”).
- When: day of the week, date and time. “Thursday 22nd at 17:30” is clear at a glance.
- Where: the address, the Google Maps link or the video call link.
- What to do if they can’t come: reply to the message, call or change the appointment, and how much notice to give.
- What to bring or how to prepare, only if needed.
Appointment confirmation message templates
These three templates cover most cases: a generic one, one that asks for a reply and one with a link to change the appointment. Change what is in square brackets.
Hi [name], we’re confirming your appointment at [business]: [day of the week] [date] at [time], at [address]. If you can’t come, let us know in good time by replying to this message. See you soon!
Hi [name], this is [business]. You have an appointment on [day] [date] at [time] for [service]. Can you confirm you’ll come? Reply YES to confirm or write to us if you need to change it. Thank you!
Hi [name], your appointment at [business] is booked for [day] [date] at [time]. Address: [address and Google Maps link]. If you need to change or cancel it, you can do so here: [link] or by calling us on [phone].
Appointment reminder messages: when to send them, and templates
A simple rule is to send the reminder one or two days before and, if you need to, a second one a few hours before the appointment; adjust it to the type of appointment and how easy it is to change.
The reminder isn’t the confirmation: it comes later, once the appointment is settled. Its job is to make sure nobody forgets and that, if something changes, they tell you in time to give that slot to someone else.
Hi [name], this is a reminder of your appointment at [business] on [day] at [time]. If you can’t come, let us know today and we’ll find another time. See you soon!
Good morning, [name]. We’ll see you today at [time] at [address]. If something comes up, write to us and we’ll sort it out. Thank you!
Hi [name], this is a reminder of your appointment on [day] at [time]. If you need to cancel or change it, please give us [X hours] notice so we can offer the slot to someone else. Thank you for letting us know.
Hi [name], tomorrow is your first visit to [business] ([day] at [time]). We’re at [address]; you can arrive [5-10] minutes early. If you need to bring anything, it’s [documents]. See you soon!
Examples of appointment messages by sector
The basic text is the same; what changes by sector is what you mention (the animal, the package session, what to bring) and what you leave out (the reason, for health appointments).
Hi [name], this is a reminder of [animal’s name]’s appointment at [clinic] on [day] at [time] for [vaccination, check-up or consultation]. If you can’t come, let us know and we’ll change it. Thank you!
Hi [name], a reminder of your session on [day] at [time]. If you can’t attend, please give us [X hours] notice. Thank you!
Hi [name], a reminder of our appointment on [day] at [time] [at the practice / by video call: link]. If you need to change it, write to me in advance. Best wishes.
Hi [name], this is a reminder of your appointment at [salon] on [day] at [time] for [treatment]. [Any instructions beforehand.] If you need to change it, write to us a day in advance. See you soon!
Hi [name], we’ll see you on [day] at [time] for [service] with [professional]. If you need to change the appointment, write to us a day in advance and we’ll move it. See you soon!
Messages to change or cancel an appointment
When the appointment changes, tell them as soon as you know, offer a specific alternative and apologise if the change is on your side.
Hi [name], we’re sorry to let you know that we need to move your appointment on [day] at [time]. Would [new date] at [time] suit you? If not, tell us which day works better for you. Sorry for the inconvenience.
Hi [name], we haven’t been able to confirm your appointment on [day] at [time]. Will you be coming? If you’d rather change it, tell us and we’ll find another time.
Hi [name], we’ve cancelled your appointment on [day] at [time]. Whenever you want a new one, write to us or call us on [phone]. Thanks for letting us know!
Which channel to send them on: WhatsApp, SMS or email
WhatsApp is convenient because the customer replies in the same chat; SMS reaches any mobile and email works if the appointment is booked online. Choose the channel your customer already uses with you.
| Channel | Advantages | Things to bear in mind |
|---|---|---|
| The customer replies in the same chat; it supports links and location. | Writing them one by one takes time. Sending them automatically with the WhatsApp API needs templates approved by Meta, and the messages have a cost. | |
| SMS | Reaches any mobile, with no app. | Not a fluid conversation; usually charged per message. |
| Room for more information: directions, documents. | Read later. | |
| Phone call | More personal; useful if the customer doesn’t use WhatsApp. | Takes time: with many appointments it isn’t feasible by hand. |
On WhatsApp templates: Meta’s documentation, Template fundamentals, checked on 15 October 2026.
If you book with Google Calendar, you can add the customer as a guest and they will receive the invitation with the date and time. It doesn’t replace the message, but it puts the appointment in their calendar.
A practical tip: when you book the appointment, tell the customer you will write to confirm and on which channel. It avoids surprises and stops the message looking like spam.
Mistakes that make the message useless
The most common mistakes are sending it late, not saying how to change the appointment, writing a text that is too long and including details that aren’t needed.
- Too late: a reminder sent the night before leaves no room to change anything.
- No name or day of the week: “your appointment is on the 22nd” makes people work it out.
- No way out: if it doesn’t say how to cancel, the customer simply doesn’t turn up.
- Too long: four lines are enough.
- Too many messages: one confirmation and one or two reminders are enough.
- Details that aren’t needed: the reason for the appointment or any health information.
How to automate confirmations and reminders
You can send them by hand, with your calendar invitation or with a program that sends them on its own; in Kairox, WhatsApp confirmations and reminders are included in the CRM for your sector.
By hand works with few appointments a day: copy the template, change the brackets and send it. When appointments grow, the work of writing and dealing with the replies (“I can’t make it, can we change it?”) eats up your afternoon.
FAQ
When should you send an appointment reminder?
A simple rule is one or two days before and, if you need to, a second one a few hours before. Adjust it to the type of appointment: the harder it is to give that slot to someone else, the more notice you should allow.
What should an appointment confirmation message include?
The name of the business, the customer’s name, the service, the day of the week, the date and time, the address and a way to confirm, change or cancel.
Can you send appointment reminders by WhatsApp?
Yes. With the WhatsApp Business app you can write to each customer yourself. For them to go out automatically with the WhatsApp API, you need templates approved by Meta. If you’d rather not do it by hand, Kairox’s CRM sends them on its own.
What is the difference between a confirmation and a reminder?
The confirmation is sent when booking and settles the appointment; the reminder comes later, close to the date, so nobody forgets and, if something changes, they tell you in time.
What details shouldn’t I put in the message?
Neither the reason for the appointment nor clinical details, especially in health and psychology. The date, time, place and how to change the appointment are enough.
Can I automate confirmations and reminders?
Yes. Kairox’s CRM sends WhatsApp confirmations and reminders to those who gave their consent; it costs from €39/month with up to 2 professionals, excluding VAT.
Keep reading
- Appointment managementHow to organise your calendar, book and change appointments without mistakes and prevent no-shows.
- Away message in WhatsApp BusinessThe steps, examples to copy, the greeting message and when they fall short.
- What a receptionist doesThe full list, how it changes from one business to another and which part an AI can do today.