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Here’s Important Information You Should Include In A Client Reminder Call

by Techies Guardian
Information You Should Include In A Client Reminder Call

Information You Should Include In A Client Reminder Call – A client reminder call is crucial to running a business, especially for services requiring appointments.

It ensures that clients know their upcoming appointments and can make arrangements in advance.

As a business owner, it is essential to include all the information in a client reminder call to ensure that the client has a smooth and stress-free experience.

What You Should Include In A Client Reminder Call

  • Client’s name: This may seem obvious, but it’s important to confirm the correct spelling and pronunciation of your client’s name. This helps you address them properly during the call and shows that you value them as an individual and have taken the time to prepare for the call. This personalized touch helps build a relationship with the client and makes them feel valued.
  • Your business name: It’s essential to clearly state the name of your business during the reminder call so that your client knows who is calling and can easily reference the appointment in their calendar. This helps the client to confirm that they have the correct information and are headed to the right place.
  • Location: Be sure to confirm the address and directions to your business. If there are familiar landmarks, be sure to mention them. This will help your client arrive at the correct location and ensure a smooth and stress-free experience.
  • Appointment date and time: Confirm the date and time of the appointment immediately. People rarely listen to the whole message, so you should place this vital information at the beginning of a talk. A precise schedule will help your client plan their day.
  • Business contacts: Provide your client with the necessary contact information, such as your phone number, email address, and website. This will give them a way to reach out to you if they have any questions or concerns.
  • Instructions for changing or canceling an appointment: It is essential to be flexible and to accommodate when it comes to changing or canceling appointments, as life can sometimes throw unexpected curveballs. Provide your client clear instructions for changing or canceling their appointment, including any required notice periods and fees. If your process is easy, such as “press 1 to cancel” or “press 0 for help,” you’ll get an immediate response and have time to fill any canceled appointment.
  • Transportation and parking instructions: Transportation and parking instructions are crucial for a smooth client experience. If your business is located in a busy area or has limited parking, providing alternative transportation options or parking instructions is a good idea. This can include information on public transportation options, nearby parking garages, and any shuttle services you may offer.
  • Cancellation policy: Finally, it is essential to mention your cancellation policy in the reminder call, including any fees or charges that may be incurred if they need to cancel or reschedule their appointment. This will help your client understand their options and make informed decisions about their schedule.


Overall, it’s essential to include as much information as possible in a client reminder call. This will help your client feel prepared and confident about their appointment and ensure a positive experience with your business. Covering these critical points can help reduce no-shows, improve customer satisfaction, and build trust with your clients.

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