The prompt
Score 10 of 10, Excellent
Use it when You take bookings and want a set of confirmation, reminder and follow-up messages that cut no-shows and tell clients what to bring and how to reschedule.
- {{business}}
- {{booking_details}}
- {{cancellation_policy}}
- {{preparation}}
- {{reschedule_method}}
- {{tool}}
- {{first_reminder}}
- {{second_reminder}}
Full prompt and why it works
Prompt
Write the set of automatic messages my clients receive around an appointment at {{business}}, so that fewer people miss or forget appointments and clients arrive prepared. Most clients read these on a phone screen while doing something else, so each message must give the date, the time and the one thing they need to do in its first line. How booking works for us: """ {{booking_details}} """ Our cancellation and rescheduling policy, exactly as it stands: {{cancellation_policy}} What clients need to bring or do beforehand: {{preparation}} How to reschedule or cancel (link, phone, reply): {{reschedule_method}} Our booking or messaging tool, and its limits on length and placeholders: {{tool}} Write these messages: 1. Booking confirmation (email or text). 2. Reminder {{first_reminder}} before. 3. Reminder {{second_reminder}} before, asking them to confirm, if our tool allows replies. 4. Reply when a client confirms. 5. Message after a missed appointment, offering to rebook. 6. Thank-you after the visit, with one useful next step, such as booking the next appointment if that applies. Return them as a numbered list, giving for each the channel, the text and its character count. Keep texts under 160 characters each and emails under 100 words. Use our tool's placeholders for the client's name, date, time and location, written the way our tool writes them; if I have not said, use [Name], [Date], [Time] and [Location]. For example, the form of a reminder: "Hi [Name], see you tomorrow, [Date] at [Time], at [Location]. Need to change it? Reply R or call us." This shows the form only. The tone should be friendly and brief, like a message from the front desk. State the cancellation policy only in the words I have given, and include it only in the confirmation and in the reminder that asks for confirmation, so the other messages do not read as warnings. Do not invent fees, deposits, discounts or rebooking guarantees. Never put health details or the reason for the appointment in a text, because other people may see the phone's lock screen. If my policy or booking details leave a question unanswered, such as whether a late arrival gets a shorter appointment or is rebooked, write the messages without it and list the question at the end under "To decide". If a reminder time I gave does not fit how my tool works, say so instead of changing it.
Variables
- {{business}}
- Your business and the kind of appointment, for example "a physical therapy clinic" or "a hair salon".
- {{booking_details}}
- How clients book, how far ahead, what the booking includes, and where you are.
- {{cancellation_policy}}
- Your cancellation and no-show policy, word for word.
- {{preparation}}
- What clients should bring or do, or "nothing".
- {{reschedule_method}}
- How clients change a booking, for example "reply to this text" or a link.
- {{tool}}
- The booking or text tool you use and its limits, for example "Square Appointments, placeholders like {client_name}".
- {{first_reminder}}
- When the first reminder goes out, for example "2 days".
- {{second_reminder}}
- When the second reminder goes out, for example "3 hours".
Why it works
- Format. Six messages, each with its channel, its character count and the date and time in the first line, because most of them are read on a lock screen.
- What to avoid. The cancellation policy appears only in your words and only in two messages, and no health details ever go into a text.
- If unsure. Questions your policy does not answer, such as late arrivals, go to a "To decide" list instead of a rule invented in a client message.