WhatsApp reminder message: A step-by-step Guide

Importance of reminders in daily communication

Using the right tone and sending at the right time can significantly improve communication, keeping your customers informed and improving customer show-ups.

Here is the importance of reminders in daily communication:

• Reduced likelihood of no shows: You can remind the attendees or customers about the event or the appointment a day or a few hours before. This helps prevent missed deadlines or appointments, reducing missed opportunities.
• Minimal manual processing: When reminders are automated, you can save a lot of time and effort in manually processing every reminder. Just integrate with your existing tools and send reminders to your customers without fail.
• Increased customer experience: Sending reminders before the event makes customers feel valued, enhances the overall experience, and boosts customer loyalty.
• Easy rescheduling: When sending reminders to your customers, you can also offer to reschedule the appointment. If the customer has a packed schedule, they can schedule a later date. This reduces skipping the appointment altogether. 

Also read: How to schedule WhatsApp messages: A simple guide to efficient messaging

Real-time delivery

Messages are delivered instantly, ensuring that your customers get updates the moment you send them. This ensures a timely response, reducing no-shows.

Personalized messaging

4 in 5 marketers say that when using personalization, they notice an improved ROI. WhatsApp reminders help you personalize messages with the customer's name, appointment date, service details, or payment amount, making the reminder more relevant and engaging, and enhancing customer experience.

Two-way communication

WhatsApp allows customers to reply, ask questions, or even reschedule directly within the same chat. This ensures that you can keep your customers updated about the events, and they can get any questions related to the event within the same chat thread.

Rich media support

You can include images, PDFs (like invoices or appointment summaries), buttons (like "Confirm" or "Reschedule"), and even location pins to guide them to your venue.

Automated scheduling

You can automate reminder messages based on triggers, like 24 hours before an appointment or 3 days before a renewal is due, so you never miss sending one.

Multi-language support

WhatsApp supports messages in more than 60 languages, helping you connect with a broader and more diverse customer base.

Appointment reminders

If you rely on customer bookings, appointment reminders are a great tool to reduce no-shows. They ensure that customers do not forget when their appointment is due and can easily keep track of their schedules.

Webinar reminders

A short reminder message with the date and time of the webinar ensures that customers are informed, boosting the attendance rate by as much as 20%. If you offer training or online learning services, webinar reminders are a great way to ensure that the attendees can block their schedules. This could also turn them into long-term loyal customers.

Payment reminders

Payment reminders help reduce the likelihood of late fees or cancellation.

If you provide subscription-based services, they can also help you maintain cash flow. Make sure that you include the due date and amount due in the message.

Event updates

When hosting events and webinars, messages with event updates can keep the attendees updated and informed, ensuring that they do not forget important details. You can send messages with valuable resource information for the event or other details that attendees need to know before attending the event.

Abandoned cart reminders

If you run an online store, personalized abandoned cart reminders are an ideal way to reduce lost sales. 60% of customers return to complete a purchase if they receive a personalized abandoned cart reminder.

Customers often get busy when purchasing and then forget to check out, but timely nudges help to reduce abandoned purchases.

Renewing subscriptions

If you have a subscription business, renewals offer a steady income stream. When you remind customers about the subscription renewal date, you do not lose valuable subscribers, and your customers don't miss important services.

Follow-up messages

After you have met a lead, a customer has made a purchase, or opted for a service, sending follow-up messages makes the customer feel valued and helps improve customer relationships.

Follow-up messages are a great way to gather customer feedback, send a survey link, or provide after-sales services.

Reducing no-shows for appointments

Automated WhatsApp reminders help reduce missed appointments by notifying customers well in advance. Whether it’s a clinic visit, salon booking, or consultancy session, timely and personalized messages ensure clients remember their commitments.

This not only saves your team from wasted time slots but also improves scheduling efficiency and overall customer satisfaction.

Improving payment collection

WhatsApp payment reminders prompt customers to pay on time, reducing late or missed payments. You can include due dates, invoice details, and even secure payment links directly in the message.

This quick and personal approach helps maintain cash flow, decreases the need for manual follow-ups, and keeps the customer experience smooth and professional.

Boosting event attendance

Sending event invitations and follow-up reminders through WhatsApp increases turnout for webinars, meetings, and live events. With high open rates and instant delivery, participants are more likely to see the message and take action. You can also share updates, event links, or location pins, making it easier for attendees to join and stay informed.

Enhancing customer engagement

Personalized messages show customers you care about their time and experience. Whether it’s a gentle reminder message on WhatsApp for a service or a discount reminder, these touchpoints strengthen loyalty, increase interaction, and make customers feel remembered and appreciated.

Supporting e-commerce sales

Cart abandonment messages on WhatsApp nudge customers to return and complete their purchases. With personalized product reminders, offers, or even support assistance, you can re-engage potential buyers at just the right time.

These quick prompts help recover lost sales, reduce drop-off rates, and improve your overall conversion rate.

Healthcare follow-ups

Healthcare providers can use WhatsApp reminders to follow up on checkups, medication routines, or lab reports. These timely nudges help patients stay on track with their health plans, boosting adherence and improving outcomes.

Plus, automated reminders reduce the administrative load on healthcare staff and enhance the patient experience.

Subscription management

WhatsApp renewal reminders ensure customers don’t forget about upcoming subscription deadlines for software, memberships, or media services. Automated, friendly nudges help avoid service interruptions and keep customers continuously engaged.

This proactive approach also reduces churn, encourages renewals, and contributes to higher customer lifetime value.

Step 1: Understand the purpose of the reminder

Start by identifying why you’re sending the reminder. Is it for an upcoming appointment, a due payment, a subscription renewal, or an event? The purpose will determine the content and tone of your message.

For example:

• An appointment reminder should include the date, time, and location.
• A payment reminder should include the amount, due date, and a payment link.
• A subscription renewal message should include the service name and renewal deadline.

Clarity is key. Your goal is to remind without overwhelming or confusing your customer.

Step 2: Craft a clear and friendly message

Keep your message short, to the point, and conversational. Here’s a simple framework to follow:

• Greeting: Use the customer's name if possible.
• Purpose: Mention why you’re reaching out.
• Details: Include the relevant information (appointment time, amount due, etc.).
• Call to Action: Add a button or link so the customer can take the next step easily.

Step 3: Use the right tools to send messages

To send WhatsApp reminders at scale or through automation, you need to use the WhatsApp Business API platform like Gallabox. These platforms are connected to WhatsApp’s official Business API and let you:

• Send bulk messages
• Personalize messages with variables (like name or time)
• Track delivery and response rates
• Schedule messages in advance

If you’re a small business just getting started, you can use the WhatsApp Business App to manually send reminders, but for consistent, large-scale communication, automation is the smarter choice.

Fee collection template

Hi {{traveler_name}}!
Ready to stamp that passport? 🌍📜
Your visa processing fee is due—just click below to wrap it up:

[Button: Pay Visa Fee]

We’ll handle the paperwork while you dream of your destination!

Spa day reminder template

Hey gorgeous! 🌸 Ready for some serious pampering? 💆‍♀️✨
Your blissful escape with {{therapist_name}} is just around the corner: 🗓️ {{appointment_date}} ⏰ {{appointment_time}}
Can't wait to see you glow! ✨
But if life's throwing you curveballs, just hit us with a 'RAINCHECK' and we'll reschedule faster than you can say 'cucumber slice'! 🥒😉
[Button: I'll be there!] [Button: Need to reschedule]

Abandoned cart reminder template

Hello {{customer_name}},

Your cart is feeling a little lonely! 🛒😢

Don’t forget to complete your purchase for these fabulous items:

[Button: Complete My Purchase]

We’d hate for you to miss out! 🥹

Personalized care reminder template

Hi {{patient_name}},
It's time for your health check-up! Dr. {{doctor_name}} is looking forward to seeing you on {{appointment_date}} at {{appointment_time}}.
Reply 'CONFIRM' to keep this slot or 'RESCHEDULE' if you need a different time.
Your well-being matters to us! 🌟

Travel consultation reminder template

Hi {{traveler_name}}!
Your next adventure is just a click away! 🌍✈️

Let’s book or reschedule your travel consultation. Here are the available slots: {{available_slots}}. Choose the best time for your journey planning, or suggest another if needed!
Ready to make those travel dreams a reality? 🌟
[Button: Book Now] [Button: Reschedule]

Get consent

Always send reminders only to users who have opted in to receive WhatsApp messages. This not only ensures compliance with WhatsApp’s policies but also builds trust with your audience.

Personalize the message

Use dynamic fields or merge tags like name, date, and time to make your messages feel tailored and relevant. 95% of marketers believe that personalized messages tend to perform better and improve user experience.

Keep it short and clear

Write messages that are brief, focused, and informative. Include all the relevant details like appointment time, location, or payment link, and avoid unnecessary fluff. 34% of customers say that irrelevant messages annoy them the most.

Use a polite, friendly tone

Begin with a warm greeting and use a professional but friendly tone. End with a soft call-to-action, such as "Reply YES to confirm" or "Tap here to reschedule."

Time your messages well

Send reminders at optimal times, commonly 24 hours and 1 hour before an appointment or event. For payments or renewals, 2–3 days before the due date is ideal.

Use message templates

Create reusable templates for common reminders (e.g., appointments, payments). Templates ensure consistency, save time, and make it easier to scale your communication.

Respect platform policies

Avoid spamming users with frequent or irrelevant reminders. WhatsApp has strict policies, and repeated violations may lead to account warnings or suspension.

Monitor engagement metrics

Track open rates, click-through rates, and responses to see what’s working. Use this data to optimize message timing, content, and format for better performance.

Make rescheduling simple

Add quick-reply buttons or simple instructions like "Reply RESCHEDULE to choose a new time." Reducing friction encourages customers to act instead of ghosting.

Automate for efficiency

Use the WhatsApp Business API integrated with a CRM or platform like Gallabox to send reminders at scale. Automation ensures accuracy, saves time, and keeps your operations running smoothly.

Step 1: Choose an automation platform

Select a WhatsApp Business API provider like Gallabox that supports automation. These tools allow you to connect your customer data and trigger reminder messages based on time or behavior.

Step 2: Connect your customer data

To send reminders automatically, your platform needs access to customer data. You can connect:

• Appointment booking systems (like Calendly)
• E-commerce platforms (like Shopify or WooCommerce)
• CRMs (like Zoho)
• Google Sheets(for small businesses)

The data you sync might include:

• Customer name and phone number
• Appointment or subscription date
• Payment due date
• Purchase history

This lets the system know who to remind and when to do it.

Step 3: Set trigger rules

Now, you’ll define the triggers, the conditions that will send the reminder message. Gallabox has an intuitive interface for setting these triggers.

Step 4: Write and personalize your message templates

Create message templates using placeholders for things like names, times, or payment amounts. These templates must be pre-approved by WhatsApp before you can use them via the API. Once approved, these templates can be reused and populated with real-time customer data automatically.

Step 5: Monitor and optimize

87% of marketers say that data is the most underutilized asset. Therefore, after launching your automated WhatsApp reminders, monitor their performance:

• How many were delivered?
• How many were opened or replied to?
• Are customers taking the intended action (e.g., showing up, paying, renewing)?

Based on this data, you can tweak your message timing, tone, or content to improve results.

Pre-built templates

You don’t need to start from scratch. Gallabox offers pre-built, customizable templates that can be adapted to different industries and customer segments. Whether you’re reminding someone about a doctor’s appointment or a pending cart, just plug in your details and launch your campaign.

Collaboration tools for teams

Gallabox comes with a shared team inbox, making it easy for customer service and sales teams to work together. You can:

This ensures that every customer interaction is handled smoothly, even across teams.

Seamless integration with your tools

Gallabox integrates effortlessly with your existing tech stack, like Google Sheets, CRMs, and payment systems. This means you don’t have to manually update data or trigger reminders.

Built-in WhatsApp chatbot

Need to handle FAQs or booking queries? Gallabox’s Whatsapp chatbot builder takes care of it directly inside WhatsApp. It can answer common questions, guide users through options, and even connect them to a human agent if needed, ensuring quick and complete support.

How Gallabox helped PropLeaf automate reminders

As one of the top real estate brokers in the market, PropLeaf Realty Tech deals with a high volume of customer inquiries for both commercial and residential properties. But before adopting Gallabox, they faced some serious communication challenges.

1. Is sending reminder messages on WhatsApp compliant with WhatsApp policies?

Yes, sending reminders is compliant as long as users have opted in to receive messages and you use approved message templates. WhatsApp Business API requires businesses to follow strict guidelines to protect user privacy and ensure high-quality communication.

2. Is it possible to send WhatsApp reminders to groups?

Yes, you can easily send WhatsApp reminders to groups. These reminders are ideal when you are organizing an event with multiple attendees.

3. Can I integrate WhatsApp reminders with my CRM or calendar?

Yes, WhatsApp API platforms like Gallabox allow integration with CRMs, calendars, and other tools. This lets you automate reminders based on customer activity, bookings, or due dates, ensuring messages are timely and relevant without manual input.

4. Are there any limitations to sending WhatsApp reminders?

WhatsApp itself doesn’t set strict limits on scheduling reminders, but the features and usage limits can vary depending on your WhatsApp Business API provider or the plan you’re using. Third-party integrations may also have restrictions that affect how many reminders you can send or schedule.