Part of our guide: How to automate appointment booking.
Written by Dan Sagar, FoundationsAI. Updated October 2026.
Send a confirmation the moment someone books, a reminder the day before, and a short text on the day. Each one should give the date, time and address and say how to rearrange. Let people reply, and make sure every reply reaches a real person.
When to send what
| When | How | What it says |
|---|---|---|
| Straight away | Text and email | Confirms the date, time and address, what to expect, and how to rearrange |
| The day before | Text | A reminder, with a link to rearrange |
| On the day | Text | Who's coming and roughly when |
| Afterwards | Text or email | Thanks, next steps and a review request |
Example texts you can copy
Confirmation: "Hi [first name], you're booked in for [date] at [time] at [address]. [Staff name] will see you then. Need to change it? [link]. [Business name]"
Day before: "Hi [first name], just a reminder that we're seeing you tomorrow at [time]. Can't make it? Rearrange here: [link]"
On the day: "Hi [first name], [staff name] is on the way and should be with you by [time]."
Tips
- Keep texts short and sign them with your business name.
- No more than three messages per appointment.
- Let people rearrange with a link instead of having to call.
- Make sure replies go to your inbox or app, not to a number nobody checks.
- Keep sales offers out of reminders.
What it costs
A UK text costs about 6p, so a confirmation and a day-before reminder cost about 12p per booking. That's a lot less than a wasted visit.
Setting it up on FoundationsAI
Confirmations and reminders are included on Pro and Managed, along with online booking. Replies land in the same inbox and mobile app as your calls, texts and emails. Starter doesn't include automations.
Common questions
How far in advance should I send an appointment reminder?
The day before works for most appointments, with a short text on the day. For bookings made weeks ahead, add one a week before.
Should reminders be texts or emails?
Both. Texts get read quickly, and emails can hold the detail.
Do I need consent to send appointment reminders?
Generally not, because a reminder about a booking someone has made is a service message rather than marketing. Keep sales offers out of reminders, and check the ICO's guidance if you're unsure.
How many reminders is too many?
More than three per appointment starts to annoy people.
What happens when someone replies to cancel?
The reply lands in your inbox and app. Reply with a new time or a link to rebook, and the free slot opens up for someone else.
Want fewer no-shows?
Book a 45-minute demo and we'll show you reminders working on a real account.