Appointment Reminder Letter
If you need to write a letter to remind someone of the appointment that they have with you, then you
will need to draft a reminder letter for an appointment. In this article, we will tell you how to draft
such a letter.
On many occasions you may have to write a letter to remind someone about a late payment or about
the appointment that they have with you. While writing any form of reminder letter, some basic
things remain the same. This includes keeping the language of the letter brief and precise, ensuring
that you include all the necessary details, and checking the letter for any factual, grammatical and
spelling errors. Such a letter needs to be written when you need to remind someone of the
appointment that you have scheduled with them. Writing such a letter can be a major time saver and
will help you save money so that there are no appointments where the clients or the patients just do
not show up. Mostly these letters are written by medical professionals who want to remind their
patients of their appointment. In this article, we will tell you how such a letter needs to be drafted.
Writing a Reminder Letter for an Appointment
Forgetting appointments is quite a common affliction and more often than not, it can be a cause of
major annoyance for the person with whom the appointment has been scheduled. A letter to remind
your clients of when the next appointment is can be a great way of avoiding last minute
cancellations. While writing a reminder letter, there are a couple of things that need to be always
kept in mind. The tips for writing such a letter are given below.
Always ensure that you use official stationery while writing such a letter. Also try and ensure that
the letter is typewritten and not handwritten.
Always start the letter by giving the client or patient the reason for writing the letter and giving
them the date and time of the appointment.
Include all your contact details in the letter even if you know that the client is already in possession
of this information. Add your address, phone number and email id for any communication.
If your organization has any policies on the cancellation of appointments, then remind your client of
the same by making a mention in the letter. Also, add a sentence about why the appointment is
Always send out the letter at least a week in advance before the scheduled appointment. This will
ensure that the client has received the letter for sure and keep a copy of the same in any file you
maintain for the client.
The sample of an appointment letter given below should help you understand how these tips should
be followed and also give you the proper format for such a letter.Letter for Appointment Reminder
22, Darthmouth Road
New Jersey, NY - 54864
Phone No: 845-452-3141
Email id: email@example.com
2nd June 2011
5245, Diagon Alley
New Jersey, NY - 54864
Sub: Reminder of appointment at Holy Child Clinic.
Dear Ms. Laker,
This letter serves to remind you that you have an appointment with Dr. Jennifer Worth next week on
the 10th of June 2011, for your blood tests and x-rays. This appointment cannot be missed and is
important to check for any early signs of illness.
Please do ensure that you reach the clinic before 6 PM as the doctor would be unavailable after 6:30
PM and it may cause you to miss the appointment. If you need to reschedule the appointment, then
you can contact me on the details given earlier in the letter.
This is the simplest format for a letter to remind clients of an appointment that they have at your
office. Always remember to proofread the letter after having drafted it and remember to include the
correct appointment details to avoid any overlap or confusion. Hopefully, with this letter sample you
should not have a problem drafting a letter for your use.