Templates · Utility
WhatsApp appointment reminder templates for clinics, salons and services
Utility templates that cut no-shows for clinics, labs, salons and service centres, with confirm and reschedule buttons, sample values and Hindi versions.
By Broadchat teamPublished 5 min read
Before you submit these templates
- Tie every reminder to a booking the customer made: include the date, time, place or provider. A reminder with no booking details looks like a promotion.
- Keep health details out of templates. Say "your appointment with Dr Mehta", not the condition or test result; the message may be read on a shared phone.
- Give the customer a way to act: Confirm, Reschedule or Cancel as quick replies. Templates with a clear action read as service, not broadcast.
- Do not add "book your next check-up at 20% off" to a reminder. That line belongs in a separate marketing template.
- Use a full, realistic time in samples ("11:30 am", "Tue, 14 Oct") so the reviewer can read the sentence as the customer will.
- Map links (Google Maps or your own page) work as URL buttons; keep them on recognisable domains.
Why appointment reminders work on WhatsApp
A missed appointment costs a clinic, salon or workshop a slot it cannot sell again. The WhatsApp appointment reminder templates below give customers the time, the place and one-tap buttons to confirm or move the booking, which is what turns a reminder into a filled slot. They are utility templates: each one refers to a booking the customer already made, with no promotion.
They suit any business that runs on booked slots: clinics and dentists, diagnostic labs, salons and spas, coaching centres, car and bike workshops, home services. If you are inviting people to book for the first time, that is a marketing message; see the event invitation templates for that style.
The two reminders that matter most
If you send only two messages, send the booking confirmation immediately and the day-before reminder about 24 hours ahead. The confirmation gives the customer a record; the day-before reminder arrives early enough for them to reschedule instead of silently not turning up. Add the same-day reminder for short services where people forget within the day, and the running-late notice for OPDs where waiting is the most common complaint.
Automating reminders in Broadchat
- Create the templates in CRM → WhatsApp Templates under the Utility category and submit them with the samples shown.
- If bookings come from your clinic software or website, send each new booking to a workflow in Automations → Workflow using the Custom Webhook trigger.
- Add Send Template Message (V2) to send the confirmation, then a Delay step set to Time Delay (Fixed Date-Time) with the slot time minus 24 hours, then a second Send Template Message (V2) for the reminder.
- In Chatbots, build a flow that starts on the Reschedule or Cancel reply and either offers new slots or hands the chat to your front desk in CRM → Live Chat.
Bookings taken inside Broadchat's own booking calendar (Automations → Calendar) can be read in the same workflows with the Native Calendar steps. See the webhooks integration for the payload format.
Privacy in healthcare messages
Templates are read on lock screens and shared family phones. Keep them to logistics: who, when, where. Do not name a condition, a test or a result. Share reports through a logged-in portal link, and only when the patient asked to receive updates on WhatsApp (opt-in best practices).
Read the WhatsApp message templates guide for the rules behind these examples, and the healthcare-ready chatbot builder for the reschedule flow.
Sources
- Template components — Meta for Developers, checked 12 October 2026
- Templates overview — Meta for Developers, checked 12 October 2026
- WhatsApp Business Messaging Policy — WhatsApp, checked 12 October 2026
Broadchat team · Product and partner success team
The people who build and support Broadchat, the white-label WhatsApp Business API platform. We write from what we see while onboarding partners and their clients on the official WhatsApp Cloud API, and we check every article against Meta's current documentation.
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12 appointment reminders templates
Copy the wording, then submit it from CRM → WhatsApp Templates with the sample values shown. Meta reviews every template; approval is never guaranteed.
Appointment confirmed
Hi {{1}}, your appointment with {{2}} at Sunrise Clinic, Malviya Nagar is booked for {{3}} at {{4}}. Please arrive 10 minutes early and bring any earlier prescriptions.
- Reschedule
- Cancel booking
- Get directions
Booking confirmation
Utilityappointment_confirmedLanguage: en
Use it when: Right after a booking is made by phone, website or chatbot, so the patient has the details on WhatsApp.
Variables Variable Meaning Sample {{1}} Patient first name Priya {{2}} Doctor or provider Dr Anjali Mehta {{3}} Date Tue, 14 Oct {{4}} Time 11:30 am - Quick replies and URL buttons can sit on the same template; WhatsApp groups the quick replies together.
Hi {{1}}, a reminder that your appointment with {{2}} is tomorrow, {{3}}, at {{4}}. Please tap Confirm if you are coming, or Reschedule if the time no longer works.
- Confirm
- Reschedule
Reminder one day before
Utilityappointment_reminder_day_beforeLanguage: en
Use it when: About 24 hours before the slot. This is the reminder that most reduces no-shows, because the customer can still rearrange the day.
Variables Variable Meaning Sample {{1}} Customer first name Arjun {{2}} Provider Dr Rakesh Gupta {{3}} Date Wed, 15 Oct {{4}} Time 5:00 pm - Route the Reschedule reply to a chatbot flow that offers open slots, so the freed slot can be filled.
Hi {{1}}, see you today at {{2}} for your {{3}} at Glow Studio, Bandra West. If you are running late, reply here so we can keep your slot if possible.
- Open in Maps
Same-day reminder
Utilityappointment_reminder_same_dayLanguage: en
Use it when: Two to three hours before short appointments such as salon, spa or gym sessions.
Variables Variable Meaning Sample {{1}} Customer first name Meera {{2}} Time 4:30 pm {{3}} Service booked hair spa and trim Hi {{1}}, your appointment has been moved from {{2}} to {{3}} at {{4}}. Everything else stays the same. Reply here if the new time does not suit you.
Reschedule confirmation
Utilityappointment_rescheduledLanguage: en
Use it when: After the customer or your team changes the slot, so there is one clear record of the new time.
Variables Variable Meaning Sample {{1}} Customer first name Kabir {{2}} Old date and time Thu, 16 Oct, 10:00 am {{3}} New date Fri, 17 Oct {{4}} New time 12:15 pm Hi {{1}}, we are sorry: {{2}} is unavailable on {{3}}, so your appointment has been cancelled. Please tap Book new slot to choose another time, or reply here and our front desk will help.
- Book new slot
Cancelled by the provider
Utilityappointment_cancelled_providerLanguage: en
Use it when: As soon as a doctor, stylist or technician becomes unavailable, before the customer travels.
Variables Variable Meaning Sample {{1}} Customer first name Neha {{2}} Provider Dr Anjali Mehta {{3}} Date Tue, 14 Oct Hi {{1}}, {{2}} is running about {{3}} behind schedule today. Your appointment time is now around {{4}}. Thank you for your patience, and reply here if you would prefer another day.
Running late notice
Utilityprovider_running_lateLanguage: en
Use it when: On busy OPD days, to stop waiting-room crowding and phone calls to reception.
Variables Variable Meaning Sample {{1}} Patient first name Sanjay {{2}} Provider Dr Rakesh Gupta {{3}} Delay 40 minutes {{4}} Revised time 6:10 pm Hi {{1}}, our phlebotomist {{2}} will visit your address on {{3}} between {{4}} to collect your sample. Please follow the preparation instructions given at booking, and keep your booking ID ready.
- Call lab
Lab home sample collection
Utilityhome_sample_collectionLanguage: en
Use it when: The evening before a home collection, for diagnostic labs and pathology centres.
Variables Variable Meaning Sample {{1}} Customer first name Ritu {{2}} Collector name Imran {{3}} Date Sat, 18 Oct {{4}} Time window 7:00 and 8:00 am - Do not name the test in the template; refer to "the preparation instructions given at booking" instead.
Hi {{1}}, your online consultation with {{2}} starts at {{3}} today. Tap Join consultation a few minutes before the time and keep your reports handy.
- Join consultation
Video consultation link
Utilityvideo_consult_linkLanguage: en
Use it when: Fifteen to thirty minutes before a teleconsultation, coaching call or online class.
Variables Variable Meaning Sample {{1}} Patient first name Farhan {{2}} Doctor Dr Anjali Mehta {{3}} Time 7:30 pm - Put the meeting room id in the URL button variable rather than pasting a long link into the body.
Hello {{1}}, your {{2}} ({{3}}) is booked for service at AutoCare Motors, Whitefield on {{4}}. Please drop the vehicle by 10 am. We will message you here when it is ready.
- Confirm
- Change date
Vehicle service booking reminder
Utilityvehicle_service_bookingLanguage: en
Use it when: A day before a booked service at a car or two-wheeler workshop.
Variables Variable Meaning Sample {{1}} Customer name Mr Rao {{2}} Vehicle model Hyundai Creta {{3}} Registration number KA 03 MX 4521 {{4}} Service date Mon, 20 Oct - A reminder that a service is due (not yet booked) is closer to marketing; send that one as a marketing template to opted-in customers.
नमस्ते {{1}}, कल {{2}} को {{3}} बजे सनराइज़ क्लिनिक में {{4}} के साथ आपका अपॉइंटमेंट है। आ रहे हैं तो कन्फ़र्म दबाएँ, समय बदलना हो तो रीशेड्यूल दबाएँ।
- कन्फ़र्म
- रीशेड्यूल
Day-before reminder (Hindi)
Utilityappointment_reminder_hiLanguage: hi
Use it when: For patients who booked in Hindi or prefer Hindi messages.
Variables Variable Meaning Sample {{1}} Patient name सुनीता जी {{2}} Date 15 अक्टूबर {{3}} Time सुबह 11:30 {{4}} Doctor डॉ. अंजलि मेहता - Keep button labels short in Hindi too; the 25-character limit counts each Devanagari character.
Hi {{1}}, aapka {{2}} ka appointment kal {{3}} baje Glow Studio mein hai. Aa rahe hain to Confirm dabaiye, time badalna ho to Reschedule dabaiye.
- Confirm
- Reschedule
Salon reminder (Hinglish)
Utilityappointment_reminder_hinglishLanguage: en
Use it when: For customers who chat in Roman-script Hindi. Submitted under English (en) because WhatsApp has no Hinglish language code.
Variables Variable Meaning Sample {{1}} Customer first name Pooja {{2}} Service facial {{3}} Time 4:30 Hi {{1}}, thank you for visiting Sunrise Clinic today. Your prescription and care notes from {{2}} are available in your patient record. Your follow-up visit is due on {{3}}; reply Book to reserve a slot.
- View record
After-visit care instructions
Utilityappointment_followup_careLanguage: en
Use it when: On the day of the visit, when the doctor has advised a follow-up date.
Variables Variable Meaning Sample {{1}} Patient first name Priya {{2}} Doctor Dr Anjali Mehta {{3}} Follow-up date advised by the doctor 28 Oct - Link to a logged-in patient portal rather than attaching medical documents to the template.
Frequently asked questions
Are appointment reminders utility or marketing templates?
Utility, as long as they are about a booking the customer already made and contain no offer. Inviting someone to book a new appointment, or adding a discount to the reminder, makes it marketing.
How early should I send an appointment reminder?
Send a confirmation right after booking and a reminder about 24 hours before the slot, so the customer still has time to reschedule. For short services a second reminder two or three hours before also helps.
Can patients confirm or reschedule by tapping a button?
Yes. Add Confirm and Reschedule as quick-reply buttons. In Broadchat, a chatbot flow can start on those replies to record the confirmation or offer new slots, and hand the chat to your front desk when needed.
Can I send lab reports or prescriptions in the reminder?
It is safer not to. Keep templates to the time and place, and link to a logged-in patient portal for reports. Health details in a template can be seen by anyone who picks up the phone.