Three appointment messages by text or email: the confirmation, the day-before reminder, and what to send when nobody is home.
A missed appointment means half a day lost and often a trip for nothing. Most are not careless no-shows: the date was set three weeks earlier, over the phone, between two other things.
Two messages are enough to cut no-shows sharply: a written confirmation when the appointment is booked, then a reminder the day before that gives an easy way to reschedule.
The right time to send the reminder
Late afternoon the day before for a morning appointment, the same morning for a late-day one. A reminder sent three days ahead is forgotten as quickly as the appointment itself.
Charging for a wasted trip
If you plan to charge for a missed appointment, it has to be in writing beforehand, in the estimate or the confirmation. Announced after the fact, a trip charge almost always costs you the customer, and sometimes a bad review.
When to use it : Right after the call. It puts in writing what was agreed, including anything the customer needs to prepare.
Subject : Your appointment on [date]
Hello [first name],
This confirms our appointment on [day and date] at [time], at [address], for [job].
To make things go smoothly: [what to prepare, for example: please make sure the breaker panel is easy to reach].
If something comes up, just let me know at [phone].
See you soon,
[your first name]
Template 2 of 3
The day-before reminder
When to use it : By text, late in the afternoon the day before. Short, with the time and an easy way to reschedule.
Hi [first name], a reminder about our appointment tomorrow, [day], at [time] for [job]. If you need to reschedule, just reply to this text. See you tomorrow, [your first name] ([your business])
Template 3 of 3
When nobody is home
When to use it : Sent from the doorstep, before you leave. It stays polite, says you came by, and offers a new time without blame.
Hi [first name], I came by [address] at [time] for our appointment, but nobody was home. I will be in the area for another [length of time]. Otherwise, let me know when you are available and I will offer you a new time. Have a good day, [your first name]
With Standin
Or you could stop writing them
Standin reads your clients' messages while you work, fills in their record and drafts the reply in your words. You read it over and send. Free to start, no card needed.