How to Set Up Appointment Reminders That Reduce No-Shows

Every groomer has experienced the frustration of a no-show. You blocked time on your calendar, prepared for the appointment, maybe even turned away another client — then nobody shows up.

No-shows cost real money. A single missed $80 groom each week adds up to $4,000 per year in lost revenue.

Automated appointment reminders are the simplest, most cost-effective solution. When clients get reminders, they either show up or cancel in time for you to fill the slot.

Here’s how to set up a reminder system that actually works.

Why Reminders Work

People forget appointments. Life is busy. Unless their phone or calendar pings them, that 10 AM Tuesday grooming appointment competes with a hundred other things for mental space.

Reminders solve this by:

• Putting the appointment back in front of them
• Giving them a chance to reschedule if needed
• Creating small accountability (they know you're expecting them)
• Showing you run a professional operation

Studies on appointment-based businesses consistently show reminders reduce no-shows by 30–50%. For groomers, that’s significant.

Choose Your Reminder Method

You have several options for sending reminders. Each has tradeoffs.

Text Message (SMS)

• Highest open rate (90%+ of texts are read within minutes)
• Immediate delivery
• Works with any phone
• Some clients prefer texting
• Can be automated through software

Email

• Free or very low cost
• Can include more details
• Lower open rates (many people ignore email)
• May land in spam
• Better for confirmation than reminder

Phone Call

• Personal touch
• Confirms they received the reminder
• Time-consuming if done manually
• Can use automated voice systems
• Some clients don’t answer unknown numbers

App Notifications

• Only works if you have an app clients use
• High engagement for clients who opted in
• Most groomers don’t have custom apps

Best Approach: Text + Email

Send a text reminder as your primary method. Back it up with an email that includes details they might need (address, what to bring, etc.).

Texts get attention. Emails provide information.

When to Send Reminders

Timing matters. Too early and they forget again. Too late and they can’t make changes.

48 Hours Before

Your most important reminder. Gives them time to reschedule if there’s a conflict.

Example:
“Hi Sarah! Just a reminder that Cooper is scheduled for grooming on Tuesday at 10 AM. Reply to confirm or call us if you need to reschedule.”

Day Before (Morning)

Reinforces the appointment. Good time to include instructions.

Example:
“Cooper’s grooming appointment is tomorrow at 10 AM. Please arrive a few minutes early. See you then!”

Optional: 2–3 Hours Before

Final reminder for same-day confirmation. Some clients find this helpful; others find it excessive. Know your client base.

For New Clients

Add an extra reminder. They don’t know your process yet and are more likely to forget.

What to Include in Reminders

Keep reminders short but complete.

Essential Information

• Pet’s name
• Date and time
• Your business name
• How to reschedule if needed

Optional (But Helpful)

• Address (especially for new clients)
• Parking instructions
• What to bring (vaccination records, etc.)
• Estimated pickup time

Keep It Brief

Texts should be under 160 characters when possible. Clients skim — they don’t read novels.

Good example:
“Reminder: Bailey’s groom is Thursday 2 PM at Fluffy Cuts. Need to reschedule? Reply or call 555-1234.”

Bad example:
Long, overly enthusiastic paragraphs that nobody reads.

Setting Up Automated Reminders

Manual reminders don’t scale. You need automation.

Grooming Software With Built-In Reminders

Most modern grooming software includes automated reminders. When you book an appointment, reminders are scheduled automatically.

Check for:

• SMS capabilities (some charge extra per text)
• Email reminder options
• Customizable timing
• Template editing

Many grooming-specific platforms include unlimited texting, making SMS reminders cost-effective.

Standalone Reminder Services

If your scheduling tool doesn’t include reminders, you can add a service that connects to your calendar and sends reminders automatically.

DIY With Google Calendar

For very small operations, you can set up email reminders through Google Calendar by adding client emails to appointment invites.

Free — but no SMS capability.

Creating Your Reminder Templates

Good templates save time and maintain consistency.

Initial Confirmation (At Booking)

“Thanks for booking! [Pet Name]’s grooming appointment is [Date] at [Time]. We’ll send a reminder before your visit.”

48-Hour Reminder

“Hi [Client Name]! Reminder: [Pet Name] is scheduled for grooming on [Date] at [Time]. Reply C to confirm or call [Phone] to reschedule.”

Day-Before Reminder

“[Pet Name]’s grooming is tomorrow at [Time]. Please arrive a few minutes early. See you at [Business Name]!”

Post-Appointment Thank You (Optional)

“Thanks for visiting! [Pet Name] looked great today. See you in [X weeks]? Book your next appointment: [link]”

Template Tips

• Use pet names (clients love it)
• Include your business name
• Always give a way to reschedule
• Keep the tone friendly but professional

Handling Confirmation Responses

If you ask clients to confirm, you need a system.

Simple Approach

• Ask clients to reply “C” to confirm
• Check responses before the appointment
• Call clients who haven’t confirmed

Automated Approach

Many systems track confirmations automatically and flag unconfirmed appointments.

What If They Don’t Confirm?

Send a follow-up the morning of. If there’s still no response, call directly. Some clients don’t reply to texts but still show up.

Dealing With Late Cancellations

Reminders help — but some clients will still cancel last-minute.

24-Hour Policy

Require 24-hour notice for cancellations. State this clearly in confirmations and reminders.

Example:
“Need to reschedule? Please let us know at least 24 hours in advance.”

Consequences for Repeat Offenders

• First time: reminder of policy
• Second time: require card on file
• Third time: charge cancellation fee

Keep reminders helpful — not threatening. Make early cancellation easy.

Tracking Your No-Show Rate

Set up reminders, then track results.

How to Calculate

No-shows ÷ Total appointments = No-show rate

Example:
3 no-shows out of 100 appointments = 3% no-show rate

Benchmarks

• Below 5%: You’re doing well
• 5–10%: Room for improvement
• Above 10%: Needs attention

Track monthly. If your rate increases, investigate what changed.

Troubleshooting Common Issues

“Clients Say They Didn’t Get Reminders”

Check:

• Is their phone number correct?
• Are texts going to a landline?
• Is your SMS provider reliable?
• Are messages flagged as spam?

“My Reminder Texts Aren’t Delivering”

Possible causes:

• Carrier blocking (common with new high-volume numbers)
• Invalid phone numbers
• Software configuration issues
• Exceeded SMS limits

Contact your provider if deliverability drops.

“Clients Ignore My Reminders”

Possible causes:

• Too many reminders
• Poor timing
• Generic messaging
• Wrong channel (email vs text preference)

Survey clients if needed.

“I’m Sending Reminders But Still Have No-Shows”

Reminders reduce no-shows — they don’t eliminate them.

A 3–5% no-show rate is normal even with reminders. Lower than that may require deposits or stricter policies.

Advanced Reminder Strategies

Once the basics are working, consider upgrades.

Personalized Reminders

Include appointment-specific details.

“Milo’s full groom will take about 2 hours. Pickup around 12 PM.”

Pre-Appointment Instructions

Helpful for anxious dogs or first-time clients.

“Please don’t feed Bella within 2 hours of the appointment.”

Rebooking Prompts

After the visit:

“Max looked great! Ready to schedule his next groom in 6 weeks?”

Birthday or Special Occasion Messages

Send a happy birthday text to pets. Include a small discount or free add-on. Clients love this.

Weather Alerts

On bad weather days:

“Snow expected tomorrow. Your appointment is still on, but let us know if road conditions prevent you from coming.”

Frequently Asked Questions

How Many Reminders Is Too Many?

Two is standard (48 hours and day-before).

Three is fine for new clients.

More than three becomes annoying.

Should I Send Text or Email Reminders?

Both, if possible.

Text for attention.

Email for details.

If you must choose one, text has far higher open rates.

What If Clients Ask to Stop Receiving Reminders?

Respect opt-out requests. Note their preference and switch to email or phone only.

Do I Need Permission to Send Text Reminders?

Yes. When booking, have clients consent to receive texts.

A simple question like:

“Is this the best number to text reminders to?”

usually covers it.

How Much Do Automated Reminders Cost?

Varies widely.

• Some grooming software includes unlimited texting
• Others charge per text ($0.01–$0.05 each)
• Standalone SMS services typically cost $20–$50/month

For most groomers, the cost is minimal compared to the revenue saved from just one prevented no-show.