What is the best way to send appointment reminders to clients?

Updated October 2026 · How we answer

Text vs. Email vs. Phone

Text messages are often read within minutes and have high open rates, making them ideal for last-minute reminders. However, some clients may prefer email, especially for detailed information.

Email is better for sending attachments, directions, or preparation instructions. It's also less intrusive for some clients.

Phone calls are personal but time-consuming. They work best for high-value appointments or older clients who may not use digital communication.

• Text: quick, high open rate, good for short reminders
• Email: detailed, good for instructions, lower open rate
• Phone: personal, time-consuming, best for high-value

Automation and Timing

Use booking software to automate reminders. Set them to send at consistent intervals: immediately after booking, 24–48 hours before, and a few hours before.

Personalize reminders with the client's name, service, date, time, and location. Include a link to reschedule or cancel.

Test different timings to see what works for your clients. Some businesses find that a reminder 48 hours before and another 2 hours before is optimal.

Compliance and Best Practices

If you send marketing texts, you must comply with regulations like TCPA in the US, which requires prior express written consent. Appointment reminders are generally considered transactional and may not require the same level of consent, but it's best to get permission.

Always include an opt-out option (e.g., 'Reply STOP to unsubscribe') for texts. For emails, include an unsubscribe link if required by law (CAN-SPAM).

Keep messages concise and friendly. Avoid jargon and make it easy for clients to take action.

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