By Clara Team
Appointment reminder templates for therapists
“What time was it?”, “Where is the joining link?”, “Can I message you here if I need to reschedule?”. These templates put the details a client needs in one place and explain what to do if plans change.
Choose the template for your situation and replace the fields in square brackets. The text messages are short; the emails include a subject line, body, and signature. All examples are fictional.
Find the message you need
| Situation | Text message | |
|---|---|---|
| You have just agreed on a session | Template 1 | Template 5 |
| You are reminding a client about an in-person session | Template 2 | Template 6 |
| You are reminding a client about an online session | Template 3 | Template 7 |
| A client asks for a different time | Template 4 | Adapt the same wording |
| You need to change the appointment | Adapt the wording in template 8 | Template 8 |
Text message templates
1. Confirming an appointment you have just agreed on
Hi [name], your next session is booked for [day and date] at [time], at [location]. If you need to discuss a change, please contact [contact details]. [Practitioner name].
This records your agreement. It does not ask the client to confirm something you have just decided together. For an online appointment, replace the location with joining instructions.
2. Reminding a client about an in-person session
Hi [name], a reminder of our session on [day and date] at [time]. The address is [practice address]. If you need a different time, please contact [contact details]. [Practitioner name].
If you need to check attendance, add: “Could you confirm that you can attend?”. Use that version when you will check the reply. Otherwise, the message is ready to send without it.
3. Reminding a client about an online session
Hi [name], we have an online session on [day and date] at [time and time zone]. You can join here: [session link]. If you have trouble accessing it, please contact [contact details]. [Practitioner name].
Check the link before sending. If you share it elsewhere, name the location: “You'll find the joining link in your confirmation email”. The guide to online therapy and session recording covers other arrangements to discuss before meeting.
4. Responding to a request to reschedule
Hi [name], we can look for another time. I have [option 1] and [option 2] available. Would either work for you? Once we agree on the new date, I'll send you the confirmation.
Offer times you can reserve. Update the calendar once the client chooses one; suggesting alternatives has not yet changed the original appointment.
Email templates
5. Appointment confirmation
Subject: Appointment confirmation: [day and date]
Hi [name],
Our next session is booked for [day and date] at [time].
Session format: [in person or online].
Location or joining details: [address or instructions].
If you need to discuss a change, please contact [contact details].
Best wishes,
[Practitioner or practice name].
Keep the relevant session format and remove the other option. If reception sends the email, include the name of the practitioner the client will meet.
6. In-person session reminder
Subject: Appointment reminder: [day and date], [time]
Hi [name],
A reminder of our session on [day and date] at [time].
Address: [practice address].
No reply is needed if everything is going ahead as planned. If you need to change the appointment, please contact [contact details].
Best wishes,
[Practitioner or practice name].
Add an arrival detail if it helps the client find the practice, such as a floor number or entry buzzer. Remove instructions that no longer serve a purpose.
7. Online session reminder
Subject: Your online session: [day and date], [time]
Hi [name],
Our online session is on [day and date] at [time and time zone].
Joining link: [session link].
If you have trouble connecting, please contact [contact details]. You can also use this contact if you need a different appointment time.
Best wishes,
[Practitioner or practice name].
A time zone helps when a client is in another country. Check that the contact for joining problems is one you can respond to at that time.
8. Changing an appointment yourself
Subject: Change to our appointment on [day and date]
Hi [name],
I need to change our session on [day and date] at [time]. I'm sorry for the inconvenience.
I can offer [option 1] or [option 2]. Would either work for you? If not, we can look for another option.
Once we agree on a new time, I'll send you the confirmation.
Best wishes,
[Practitioner or practice name].
Agree on the new time before sending a reminder for it. Check what happens to any notice already scheduled for the original session.
Confirming, reminding, and handling replies
Send a confirmation when you agree on the date. For the reminder, one or two days beforehand can be a starting point. Adjust it to the notice needed for changes and the client's preferences.
If you have agreed on a cancellation notice period, the reminder should arrive with time to act before that period ends. You can refer to those terms, but the message should not introduce a new cancellation charge.
Make the expected action clear. An informational reminder does not need a “yes”. If you ask for confirmation, decide who will check the replies and update the calendar. An email that does not accept replies needs a separate contact.
If the client does not respond, check the recipient and follow your practice arrangements. Silence does not tell you that they have read the message or want to cancel. Avoid sending repeated notices without checking what happened.
Before using the templates
Use the channel agreed with the client. Verify their contact details, replace every field, and check the date, time, and joining information. If another person manages appointments, establish who should receive the notice. This also matters when working with minors and guardians; the linked guide discusses the Spanish context.
Leave diagnoses and session content out of the message. The data protection guide for therapists explains data minimisation. Even a neutral message needs care with the recipient and the sender name that appears on screen.
Frequently asked questions
What should an appointment reminder include?
Include the date, time, and address or joining link. Explain how to request a change and whether a reply is needed. Leave out the reason for seeking therapy and clinical details.
When should I send the reminder?
One or two days beforehand can be a starting point. If you have agreed on a cancellation notice period, leave time for the client to respond before it ends.
What if the client does not reply?
An informational reminder does not need a reply. If you requested confirmation, check the contact details and follow your agreed procedure. Do not treat silence as an automatic cancellation.
Moving from manual messages to scheduled reminders
With Clara, session reminders go out on their own by email and, on the Expert plan, by SMS too. Connect Google Calendar, confirm which client each appointment belongs to, and choose how far in advance to send the notice. Reminders go out for the appointments you have linked to a client. The message includes no clinical details; you still handle replies and appointment changes. Explore this workflow in calendar and reminders for therapists.