WhatsApp appointment reminder templates: 10 texts for sales

When to send which message

When you book it: Only if you booked by phone. One line that confirms the day and time, so they have it in writing.
The working day before: The main reminder. Early enough to reschedule, close enough that it’s still on their mind.
One hour before: For calls and video meetings. A short line with the link or the number you will call from.
Ten minutes after a no-show: One friendly message that offers a new time. Don’t chase twice the same day.

Right after booking

Confirm in writing

Hi [name], thanks for the call. As agreed: we meet on [day] at [time]. If anything changes, just reply here.

With what to prepare

Hi [name], your demo for [company] is booked for [day] at [time]. If you can, have your current price list at hand, then we can compare straight away.

The working day before

Simple reminder

Hi [name], a reminder of our appointment tomorrow at [time]. Does that still work for you?

Pipedrive: site visit with address

Hi [name], I’ll see you tomorrow at [time] at [address]. Is there anything I should know about parking or the entrance?

Pipedrive: mention the deal

Hi [name], looking forward to tomorrow at [time] about [deal]. Would you like anyone else from [company] to join?

One hour before

Video meeting

Hi [name], we’ll talk in an hour. Here is the link again: [link]. See you soon.

Phone call

Hi [name], I’ll call you in an hour on this number. If another time suits you better today, just let me know.

Rescheduling and no-shows

When you need to move it

Hi [name], I’m sorry, I need to move our appointment on [day]. Would [new day] at [new time] work for you?

After a no-show

Hi [name], I think we missed each other just now. No problem. Shall we pick a new time this week?

Last try

Hi [name], I don’t want to keep chasing you. If the meeting is still useful for [company], reply with a day that suits you and I’ll fit it in.

What the fields in brackets become

Field	Filled in with
[name]	The contact’s first name: the first word of the name in your CRM.
[company]	The contact’s company or organisation as shown on the CRM page.
[address]	Pipedrive only: the value next to a field labelled “Address” on the page. If your Pipedrive is in another language, use that label instead, for example [adres]. In the other CRMs it stays empty.
[deal]	The deal title. Pipedrive only; in the other CRMs it stays empty.
[day], [time], [link]	Not CRM fields. They stay in the text, brackets included, so you see them in WhatsApp and type the real day, time or meeting link before you press send.

CallerPlugins reads the contact, not your calendar. It can’t fill in the time of the appointment. The [day], [time] and [link] placeholders stay visible on purpose: replace them in the WhatsApp message box before you send.
In Pipedrive, a field label you can see on the page is also filled in. If your deal shows a field called “Day” or “Time”, [day] or [time] becomes that value. Check the text in WhatsApp before you press send.
An empty field becomes empty text. If the page shows no address, “at [address]” turns into “at ”. Outside Pipedrive, write [where] instead: like [time], it stays visible, so you type the address in WhatsApp.
More fields, such as [full name], [email] and [phone], are explained on our follow-up templates page.

What not to do

Don’t send reminders to people who didn’t agree to hear from you on WhatsApp. WhatsApp’s business policy asks for their number and their permission. When you book by phone, ask whether a WhatsApp reminder is fine and note it in the CRM.
Don’t send three reminders for one meeting. The day before plus one hour before is plenty.
Don’t add a sales pitch to the reminder. Keep it about the appointment, so it reads as service.
Don’t send a no-show message more than twice. After the last try, close the deal or move it back to a later stage in your CRM.
Don’t use this for automatic reminders to many contacts at once. CallerPlugins opens one chat per click. For hundreds of automatic reminders a day, a booking tool or the WhatsApp Business Platform (the API) is the better fit.

Put these templates behind your WhatsApp button

Install CallerPlugins for your CRM and confirm your email. Templates are saved with your account, so you need that step.
Click the extension icon, find Message templates and click + New. Name it after the moment, for example “Reminder: day before”, paste the text and save.
On the contact’s page, click the WhatsApp button and pick the reminder. WhatsApp opens with the text; replace [day], [time] or [link] and press send.

The WhatsApp button works in every CRM below. It is free for 10 clicks per tool per month, or 100 shared by your team once you confirm a company email. If you need every reply stored in the CRM instead, read our comparison with TimelinesAI.

P Pipedrive H HubSpot T Teamleader Focus O Odoo

Sources, checked 24 October 2026: WhatsApp Business Messaging Policy (last updated 23 September 2026) · WhatsApp Help Center: How to use click to chat

Appointment reminder templates: questions

Can CallerPlugins send appointment reminders automatically?

No. It opens WhatsApp with the reminder filled in, and you press send. For fully automatic reminders, use the reminders in your booking tool or the WhatsApp Business Platform (the API), which needs Meta-approved templates.

Do appointment reminders from the WhatsApp app need Meta approval?

No. They are normal chat messages from your own WhatsApp or WhatsApp Business app. Approved templates only apply to messages sent through the WhatsApp Business Platform (the API).

Why does [time] stay in the message?

Because the extension only knows the fields on the CRM page, not your calendar. A placeholder it doesn’t know stays as typed, so you can’t forget to fill in the time before you send.

Are these templates free?

Yes. Your own templates are free for everyone. Team templates that everyone in the company shares are part of Pro.