Contents:
  • 4 Emails
  • 1 Text Message (optional)
Instructions:
  • This appointment reminder campaign was written to work for any business. If you find, after using it, you’re still getting a lot of “no-shows”, consider our Appointment Reminder - Benefit Focused Campaign.
  • We highly recommend using text messaging to remind your contact of their appointment. You will find suggested messages in the copy below. However, text messaging does add an extra cost, so it’s not necessary for the campaign to work.
  • The more “benefits” you can include in your copy - the reasons the person needs to keep their appointment - the more likely your contact will be to join you.
  • You may want to consider putting a Missed Appointment campaign in place for those who fail to meet with you. A Missed Appointment helps you get easily reconnected with the “lost” contact.
  • Because we can’t anticipate how far in advance you might be scheduling appointments, there is a series of emails that stretch over a 2 week + time period. Only use the number of emails you need to get your contact to show.

Email 1: Confirmation

Subject Line: We’ve got you scheduled
Send:
Immediately

[CONTACT’S NAME],

Thanks for scheduling an appointment with me! I’m looking forward to connecting with you and helping you accomplish your personal goals. Since you just scheduled your appointment, you undoubtedly remember all the details. But here they are again (just in case):

[DATE]

[TIME]

[PLACE - IF APPLICABLE]

[PHONE NUMBER - IF APPLICABLE]

[ONLINE MEETING DETAILS - IF APPLICABLE]

If you have any questions or concerns before our meeting, please feel free to contact me at [BEST CONTACT INFO].

I’ll talk to you soon!

[EMAIL SIGNATURE]

Pro Tip:

If this is an in-person meeting and there is anything special they need to bring (documents, signed permission, etc.) with them, mention it under the meeting details.

Email 2: Two Weeks Prior Reminder

Subject Line: What you can expect from our meeting
Send:
2 weeks before appointment

[CONTACT’S NAME],

I know it’s still two weeks away, but I hope you’re looking forward to our appointment. I know I am. Because I’m excited to help you make the changes you need to see real results - results you haven’t been able to achieve on your own.

In addition to our appointment, we have all kinds of resources you could be browsing through. If you’ve got a few minutes in the next day or two, head over to our website and check out everything we offer. A lot of our content will give you a jumpstart on our appointment.

In case you need them one more time, here are the details of our appointment:

[DATE]

[TIME]

[PLACE - IF APPLICABLE]

[PHONE NUMBER - IF APPLICABLE][ONLINE MEETING DETAILS - IF APPLICABLE]

I’m looking forward to connecting with you.

[EMAIL SIGNATURE]

Pro Tip:

If this is an in-person meeting and there is anything special they need to bring (documents, signed permission, etc.) with them, mention it under the meeting details.

Email 3: One Week Prior Reminder

Subject Line: Just confirming you’ve got me on the calendar
Send:
1 week before appointment

[CONTACT’S NAME],

I’m getting ready for our appointment next week, and thought I’d take a minute to make sure you’ve got me on the calendar. Because I can’t wait to connect with you and help you work toward some incredible goals.

Here are the details of our appointment (just in case you need them):

[DATE]

[TIME]

[PLACE - IF APPLICABLE]

[PHONE NUMBER - IF APPLICABLE][ONLINE MEETING DETAILS - IF APPLICABLE]

I’m reviewing your personal information now so we can be ready to discuss specifics and action plans during our appointment. There’s a lot of ground to cover, so if you and I both come prepared, we’re going to get a lot further.

Talk to you soon,

[EMAIL SIGNATURE]

If, for any reason, you need to reschedule our appointment, please [BEST WAY TO CONTACT/RESCHEDULE].

Pro Tip:

If this is an in-person meeting and there is anything special they need to bring (documents, signed permission, etc.) with them, mention it under the meeting details.

Pro Tip:

If this is a phone consultation, be sure the details (like who calls whom) are mentioned under the meeting details as well.

Email 4: Day Before Reminder

Subject Line: We’re still on for tomorrow, right?
Send:
1 day before appointment

[CONTACT’S NAME],

I know it’s probably written on your calendar - and tattooed on your brain, but I didn’t want to take the chance that you’ve forgotten about our appointment tomorrow.

As a quick reminder, you and I are scheduled for:

Tomorrow, [DATE]

[TIME]

[PLACE - IF APPLICABLE]

[PHONE NUMBER - IF APPLICABLE][ONLINE MEETING DETAILS - IF APPLICABLE]

I’ve got you scheduled for [LENGTH OF APPOINTMENT - IF APPLICABLE]. And, we’re going to want every minute of that time so we can work on your specific needs.

Now, I know you’re a busy person. So, if, for any reason, you need to reschedule our appointment, please [BEST WAY TO CONTACT/RESCHEDULE] as soon as possible.

Until tomorrow then,

[EMAIL SIGNATURE]

Pro Tip:

If this is an in-person meeting and there is anything special they need to bring (documents, signed permission, etc.) with them, mention it under the meeting details.

Pro Tip:

If this is a phone consultation, be sure the details (like who calls whom) are mentioned under the meeting details as well.

Email 5: Morning Of Reminder

Subject Line: I’ll be speaking with you soon
Send:
Morning of appointment

Hi [CONTACT’S NAME],

I’m looking forward to connecting with you in a few short hours. You’re still good to meet today, right?

I’ve got lots of information to share with you, but we’ve only got [AMOUNT OF TIME SCHEDULED FOR APPOINTMENT], so let’s be sure to get started on time.

Let me know if you have any questions or need anything. Otherwise, I’ll connect with you soon.

[EMAIL SIGNATURE]

Text Message Reminder

Send: Morning of appointment

Don’t forget, your appointment is today.

Your [TYPE OF APPOINTMENT] is today at [TIME].

Please come 10 minutes early to your appointment with [YOUR NAME] at [TIME].

We’ve got you scheduled for an appointment at [TIME].

Call [xxx-xxx-xxxx] if you have any questions or concerns.