Demo Appointment Reminder Text Templates

Six demo appointment reminder text templates, from confirmation to the join link and no-show reschedule, that lift demo attendance and keep deals moving. Use the variants as-is, edit the placeholders, or download the editable Word doc.

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6 variants · copy-paste
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Sales & Leads

Demo confirmation

Text

Hi name, your demo of company name is confirmed for date and time. Here is your join link: link. It will take about 30 minutes. Feel free to bring anyone else involved in the decision. See you then, your name.

When to use it

Send this as soon as a demo is booked.

Send tip

Include the join link and the duration up front, and invite decision-makers. Demos convert better when the people who can say yes are actually in the room.

Download free template

6 ready-to-use variants

1. Demo confirmation2. Day-of reminder3. Starting soon4. Reschedule a demo5. No-show reschedule6. Pre-demo prep
1

Demo confirmation

When to use: Use this as soon as a demo is booked.

Text

Hi name, your demo of company name is confirmed for date and time. Here is your join link: link. It will take about 30 minutes. Feel free to bring anyone else involved in the decision. See you then, your name.

When to use it

Send this as soon as a demo is booked.

Send tip

Include the join link and the duration up front, and invite decision-makers. Demos convert better when the people who can say yes are actually in the room.

2

Day-of reminder

When to use: Use this the morning of the demo.

Text

Hi name, quick reminder that your demo of company name is today at date and time. Join here when you are ready: link. Come with your top questions and we will make it worth your time. your name.

When to use it

Send this the morning of the demo.

Send tip

A same-day reminder with the link cuts no-shows sharply. Inviting questions signals the demo is about their needs, not a canned pitch.

3

Starting soon

When to use: Use this 10 to 15 minutes before the demo.

Text

Hi name, we are starting your company name demo in 15 minutes. Here is the link again: link. If you are running behind, no problem, just hop on when you can. your name.

When to use it

Send this 10 to 15 minutes before the demo.

Send tip

A starting-soon text with the link in hand removes the last excuse for a no-show. Offering flexibility on timing keeps a slightly late prospect from bailing entirely.

4

Reschedule a demo

When to use: Use this when a demo has to move, on either side.

Text

Hi name, need to move your company name demo? No problem at all. Grab a new time that works here: link, and I will make sure it is tailored to what you care about. your name.

When to use it

Use this when a demo has to move, on either side.

Send tip

Make rescheduling one tap and reassure the prospect the demo will be relevant to them. An easy reschedule keeps a warm deal from going cold.

5

No-show reschedule

When to use: Use this shortly after a missed demo.

Text

Hi name, looks like we missed each other for the company name demo. These things happen! When is better for you? Grab a new time here: link and I will keep it short and useful. your name.

When to use it

Send this shortly after a missed demo.

Send tip

Assume the miss was a calendar slip, not a lost deal. A friendly, low-pressure reschedule recovers a surprising number of no-shows.

6

Pre-demo prep

When to use: Use this a day before the demo to personalize it.

Text

Hi name, excited for your company name demo on date and time. So I can tailor it, what is the one outcome you want to see? Reply here and I will build the demo around it. your name.

When to use it

Send this a day before the demo to personalize it.

Send tip

Asking for the one outcome they want lets you skip the generic tour and show exactly what matters. A tailored demo is far more likely to advance the deal.

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How to use this template

  1. 1

    Pick the closest variant. Choose based on the situation, not only the channel.

  2. 2

    Replace every placeholder. If you cannot fill a field, ask one clarifying question first.

  3. 3

    Save the final version into sem.chat, your CRM, or your help desk so the team stays consistent.

  4. 4

    Review results weekly. Drop variants that create confusion and improve the ones that work.

Frequently asked questions

Can I use these templates commercially?
Yes. Copy, edit, and use them in your business, client work, CRM, help desk, or sem.chat workspace.
Why are there six variants?
One generic template rarely fits every situation. Six variants give your team practical choices without a messy library.
Should I paste these into sem.chat?
Yes. Save the best variants as canned replies, knowledge base entries, routing rules, or CRM notes so your AI agent and team stay consistent.
What should a demo reminder text include?
The join link, the date and time, the expected duration, and an invite to bring decision-makers. Keep it short and easy to join.
How do I reduce demo no-shows?
Confirm at booking, remind the morning of, and send a starting-soon text with the link. Reminders cut no-shows by 30 to 40 percent.
Should I invite others to the demo?
Yes. Demos convert better when the people who can approve the decision are in the room, so invite them in the confirmation.
How do I personalize a demo?
Ask ahead for the one outcome the prospect wants to see, then build the demo around it instead of a generic tour.
What if the prospect no-shows?
Assume a calendar slip, not a lost deal. Send a friendly, low-pressure reschedule link soon after.

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