How to Write a Letter to a Client Reminding Him of His Appointment

A reminder appointment letter can save businesses money by cutting down the number of no-show appointments. People often forget their appointments, leaving professionals with no client and no revenue. Composing a quick letter that you can easily personalize to different clients is a simple way to reduce the amount of no-shows and last minute cancellations. Many clients change phone numbers often or may not have a phone. They can hang the letters on bulletin boards or refrigerators to help remind them of their appointment.

Instructions

1. Use your business stationery and type the client's name and address in the top right corner.

2. Explain the purpose of your letter and state the appointment date and time.

3. Include your address in the letter so that clients know where to go.

4. Add your phone number and encourage clients to call and reschedule if they cannot attend their appointment.

5. Include any policy your office has on cancellations.

6. Remind the client why the appointment is important to attend.

7. Sign the letter with your name and title. Mail the letter approximately a week before the scheduled appointment. Place a copy of the letter in the client's chart or file.

References

• Doc Stoc: Sample Appointment Reminder Letter-Minnesota Dept of Health