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Tim Smith
Tim SmithMedia Manager

Tim Smith is the Media Manager at DialMyCalls, where he has leveraged his expertise in telecommunications, SaaS, SEO optimization, technical writing, and mass communication systems since 2011. Tim is a seasoned professional with over 12 years at DialMyCalls and 15+ years of online writing experience.

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Text Reminder for Appointments: 18 Templates to Use [2024 Update]

Why, When and How to Send Text Reminders for Appointments

If you run any kind of practice that requires making appointments, using text reminders for appointments is an excellent method to help streamline your schedule. Not to mention, it can also help you retain patients and clients. Maybe you’ve already integrated text reminders into your practice. But maybe you haven’t, and want to understand how they could help you. If that sounds like you, you’ve come to the right place for an overview of text appointment reminders!

Most simply, a text appointment reminder is an SMS message sent on behalf of an organization or business that reminds a customer or client of an upcoming appointment. They’re usually quite short, and only contain the essential details of the appointment. This includes a way to confirm or cancel that appointment as well. Most businesses who use text reminders automate them, to make them even easier to use for their staff.

Why are Text Appointment Reminders Important?

One of the key reasons why it’s so important to use text reminders for appointments is that people actually read them. In fact, with texts’ 98% open rate, your clients or customers are far more likely to see and respond to text reminders than phone calls or emails. This, in turn, reduces no-shows and cancellations, which is a huge plus for your business or practice.

Appointment text reminders are also important to have in your arsenal because of their automated nature. Meaning, setting up automated reminder texts is a low-cost action that pays off for you and your business. And beyond their cost-effectiveness, they’re generally well-received by customers – even preferred!

The industry being hurt most by missed appointments is the medical industry. Patient no-shows and late call outs can be as high as 8%. Patients may not realize that they are costing you money when they don’t show up because they are not considering the overhead costs that it takes to run your office. If you are finding that you have blocks of unprofitable free time throughout the day due to missed appointments, you should be considering implementing an appointment reminder service to help eliminate them.

Automated phone messages can serve as a reminder of the details of your scheduled appointment. The message should be short and to the point, mentioning the purpose of the appointment, the date and the time. You could also politely mention other useful information such as if they are a no-show how they will be billed.

Schedule your voice message to go out at 48 hours before the scheduled appointment time. Mention that in order to avoid being charged as a no-show they should let your office know no less than 24 hours ahead of time if they need to reschedule and give them a phone number to call to do that. Or better yet, ask them to answer yes or no to the question of whether they can be expected to show up. A telephone polling feature offered by an appointment reminder service like DialMyCalls can track the response for you and send it straight to your account.

If they answer no, or call and cancel on time then you have time to fill a slot that they have now vacated.

Other businesses need this type of appointment reminding system as well. Nail and beauty salons lose money on walk-ins when they hold a spot for a customer who made an appointment and then fails to show up. Law offices too are plagued with clients not showing up for scheduled meetings, potentially costing the attorney hundreds of dollars in fees he or she could have been collecting.

Appointment reminding with recorded messages will also improve the way an office is run and make it more pleasurable for clients who do show up on time. To combat missed appointments, many offices will overbook time slots, anticipating that a certain percentage will not show up. This leaves clients in the waiting room longer then they should be, causing delays that could take hours to catch up on.

What are the Benefits of Text Appointment Reminders vs Call or Email Reminders?

The massive open rate for text messages is just one of the many benefits of using text appointment reminders. They can also help you cut down on time spent scheduling and moving people’s appointments around on the calendar. Though, that said, you may not have to move people around much: less than 5% of appointments have been shown to be canceled or rescheduled after a text confirmation.


“less than 5% of appointments have been shown to be canceled or rescheduled after a text confirmation.


You might not have thought of this additional benefit, but it can help you keep track of your clients and customers as well, including any repeat offenders when it comes to cancellations or showing up late. Having a better idea of who is making this a habit can help you decide whether or not to keep those clients.

How to Write Text Reminders for Appointments - DialMyCalls How to Write Text Reminders for Appointments

So you’ve decided you’re ready to give appointment text reminders a go. It’s a great decision, and one that will make running your practice so much easier. The first step, when you’re ready to start using text reminders for appointments, is writing them concisely and well, and in a way that prompts your customers and clients to respond. Here are some key tips on how to write text reminders:

  • Be concise and clear. As you draft your text reminders, pay attention to your tone and language, making sure to keep things brief, bright, and friendly. You’ll also want to make sure that follow-up reminders – including about missed appointments – come across as understanding and helpful. That way you’re far more likely to receive the response you need.
  • Consider your timing. Even the most well-concocted text messages will get ignored if you send them at the wrong time. So what’s the right time? Generally speaking, people are most likely to read text messages that are sent during regular working hours. (So rush hour or late at night should definitely be off the table!)
  • Make it a conversation. While you may not expect a response from your customers or clients, you should plan in case they try. Be sure to use a business number that allows replies, and consider including calls-to-action in your texts that prompt confirmations and verifications. The back-and-forth will create more of a solid connection.
  • Apply a sense of urgency. This means stressing the importance of the appointment to your customer or client, as well as emphasizing the significance of their response. And you can always express urgency without being too pushy – being personable is a great way to do this in your appointment text reminders.

Beyond the drafting of the message itself, though, what else should you remember about text reminders for appointments? Read on for a few more details that you definitely won’t want to forget.

Make Sure Contacts Have Opted-In

Opting in is huge when it comes to automated text message reminders for appointments. When it comes to messages from a business, in fact, it’s legally necessary to verify that customers have opted in. Beyond that, though, it’s just a good marketing practice that establishes trust.

Generally speaking, a good way to give your contacts the chance to opt in is to make it an option when they give you their phone number. Once you have consent, you must include the following in your first message to new SMS contacts:

  • Your business’s name.
  • Expected message frequency – meaning, how often, generally speaking, that you intend to send messages each month.
  • Potential SMS carrier fees and costs.
  • Your value proposition. This means that, if you’ve offered any kind of reward for opting in, you have to deliver that in the first text message you send.
  • Instructions to opt-out or receive more information. This is essential; some people do not want to keep using texts to stay organized. So you need to make sure you give them the option, even if they’ve already opted in.

Finally, while it’s not a requirement, it is a good idea to have customers confirm that they want to continue receiving SMS messages from your business. This ensures that they’re fully on board.

Only Use When Necessary

The last thing you want to do is alienate your client base by bombarding them with text messages. People are sent so many kinds of messages and notifications as it is; when it comes to text reminders for appointments, less is more. So a few good rules of thumb are to be sparing, only send the essential details, and – as noted above – do your best to only send texts during regular business hours.

Personalize Where Possible

You should always include a client’s name in auto text appointment reminders. If your message is impersonal, you and your business can come across as negative or even alienating, and ultimately lower the chances of engagement or response. Being personal shows that you’re willing to go the extra mile to develop long-term relationships with your customers or clients.

Include a Call to Action

Including a strong call-to-action is one of the best practices you can use when sending text reminders for appointments. When you give people a clear and obvious way to confirm, cancel or reschedule their appointments, you greatly reduce no-shows, which is a huge plus for you and your staff. Make sure your call-to-action is a straightforward instruction, such as, “Reply ‘Y’ to confirm or ‘N’ to cancel.”

Examples of Automated Text Reminders

Once you get a feel for what makes great, effective text reminders for appointments, it’s time to draft your message. If you have a strong template ready ahead of time, it makes sending your messages out that much easier. Here are a few sample templates for you to use to get started!

Appointment Confirmation Example #1

 
Hi, [FIRST NAME]! This is [BUSINESS NAME], confirming your appointment on [DATE] at [TIME]. Thank you for scheduling your appointment with us! If you have questions or need to reschedule, please call or text us at 800-928-2086.

Appointment Confirmation Example #2

 
Hello [Patient's Name], this is a reminder from Dr. Smith's office about your upcoming appointment on [Date] at [Time]. Please reply with 'YES' to confirm or call us at [Phone Number] if you need to reschedule. Thank you!

Appointment Confirmation Example #3

 
Dear [Candidate's Name], this is to confirm your job interview for the [Position Name] at [Company Name] on [Date] at [Time]. The interview will be held at [Location]. Please reply with 'CONFIRM' to acknowledge this message. We look forward to meeting you!

Appointment Reminder Example #1

 
Hi, [FIRST NAME]. This is a reminder from [BUSINESS NAME] that your appointment is coming up on [DATE] at [TIME]. Please reply ‘Y’ to confirm or ‘N’ if you wish to cancel. If you have questions or need to reschedule, please give us a call at 800-928-2086.

Appointment Reminder Example #2

 
Hi [Patient's Name]! Just a friendly reminder from Bright Smiles Dental Clinic about your dental appointment scheduled for [Date] at [Time]. Please remember to bring your insurance card. Call us at [Phone Number] if you have any questions. See you soon!

Appointment Reminder Example #3

 
Hello [Client's Name]! This is a reminder from Glamour Hair Studio for your hair appointment on [Date] at [Time]. We're excited to see you! If you need to change your appointment, please call us at [Phone Number]. Thank you!

Missed Appointment Example #1

 
Hi, [FIRST NAME]. We missed you at your appointment that was scheduled for [DATE] at [TIME]. We’d love to schedule a new appointment for you right away! Please reply here to give us a call at 800-928-2086 and we’ll get you on the calendar.

Missed Appointment Example #2

 
Hi [Patient's Name], we noticed you missed your scheduled appointment with Dr. Johnson today. Your health is important to us. Please call us at [Phone Number] to reschedule. We're here to help you find a convenient time.

Missed Appointment Example #3

 
Hello [Client's Name], we missed you at today's [Class Type, e.g., Yoga] class! We hope everything is okay. To book your next class, visit our website or call us at [Phone Number]. Remember, staying active is key to your wellness journey!

Reschedule Appointment Example #1

 
Hi, [FIRST NAME]. This is a reminder that, due to [EVENT], we will need to reschedule your appointment originally scheduled for [DATE] at [TIME]. We apologize for the inconvenience. For more information, please reply to this message, or call us at 800-928-2086. We look forward to hearing from you!

Reschedule Appointment Example #2

 
Hi [Client's Name], this is [Your Name] from [Salon Name]. We need to reschedule your appointment originally set for [Original Date and Time] due to unforeseen circumstances. Can you join us on [New Date and Time]? Please let us know if this works for you or call [Phone Number] for other options.

Reschedule Appointment Example #3

 
Dear [Name], due to a scheduling conflict, I regret to inform you that we need to reschedule our meeting initially planned for [Original Date and Time]. Would [New Date and Time] be convenient for you? Please let me know your availability or suggest an alternative. Apologies for any inconvenience caused.

Appointment Starting Soon Example #1

 
Hi, [FIRST NAME]. Just a reminder that your appointment is coming up at [TIME] today! Please reply to this message or use the following link if you need to reschedule: [URL].

Appointment Starting Soon Example #2

 
Hi [Name], this is a quick reminder that your online meeting with [Company/Person's Name] is starting in 30 minutes. Please ensure your device is set up for the video call. Here's the meeting link again: [Meeting Link]. Looking forward to speaking with you!

Appointment Starting Soon Example #3

 
Hello [Client's Name]! Just a gentle reminder that your relaxing spa session at Tranquil Waters Spa is about to begin in 15 minutes. We're all set for your arrival and can't wait to provide you with a rejuvenating experience. See you soon!

Appointment Feedback Example #1

 
Hi, [FIRST NAME]. We’d love to follow up on how your experience with us went today. Please take 5 minutes to fill out the linked survey, and let us know your thoughts: [URL].

Appointment Feedback Example #2

 
Hi [Patient's Name], thank you for visiting Bright Smile Dental Clinic today. We hope your experience was pleasant. Your feedback is valuable to us. Could you take a moment to rate your visit from 1-5 stars? Just reply to this message with your rating. Thank you for your input!

Appointment Feedback Example #3

 
Dear [Client's Name], we hope you found your consultation session at [Business/Service Name] helpful. We're always looking to improve our services. Could you please share your thoughts on today's session by replying to this text? Your feedback is greatly appreciated!

How Can You Politely Send a Reminder Text?

Step #1: Start with a Friendly Greeting

Begin your message with a warm and personalized greeting. Use the recipient’s name to make it feel more personal and respectful.

Step #2: Clearly State the Purpose of the Message

Early in the message, mention that it’s an appointment reminder. This sets the context right away and helps the recipient understand the purpose of the text.

Step #3: Provide Specific Appointment Details

Include the date, time, and location of the appointment. If applicable, also mention the nature of the appointment (e.g., consultation, check-up, meeting). This helps avoid any confusion or miscommunication.

Step #4: Offer an Option for Assistance or Rescheduling

Give the recipient a way to reach out if they have any questions or need to reschedule. Provide a contact number or email and encourage them to use it if necessary.

Step #5: End with a Courteous Closing

Conclude your message with a polite closing. Express your anticipation or thanks for their upcoming visit. For example, you could say, “Looking forward to seeing you,” or “Thank you for choosing our services.”

What Is the Best Software to Send Text Reminders?

DialMyCalls - One Call Now Alternatives

DialMyCalls

DialMyCalls

is the best appointment reminder software overall for professionals.

This is a mass notification system that can send texts, phone calls, and emails automatically to everyone on your list, including yourself. With a free account setup and an incredibly user-friendly interface, it’s easy to get started and get everyone on board.

Features

  • Messaging Dashboard
  • Broadcast Reports
  • Plan Contact
  • Convenient Integrations

Messaging Dashboard

Messaging Dashboard - DialMyCalls

Get updates on all of your messages in one place. Respond to individual inquiries and make clients and coworkers feel heard without alerting all message recipients.

Broadcast Reports

Broadcast Reports - DialMyCalls

Tired of no-shows and lack of communication? Use broadcast reports to know exactly who received your message, who replied, and other ways to get in contact with them.

Plan Contact

Plan Contact - DialMyCalls

Plan your messages, no matter what they look like. Record voice messages and prewrite texts and emails, with email available for Voice/Text broadcasts.

Convenient Integrations

Convenient Integrations - DialMyCalls

Does your company prefer using different services and doesn’t want to switch? No problem! Dial My Calls’ powerful API allows you to integrate your messages into some of the most popular services on the market.

Acuity Scheduling - Appointment Reminder Software

Acuity Scheduling

Acuity Scheduling

is the best patient reminder software for self-care and healthcare businesses.

They are a “flexible scheduling software” that allows clients to make secure payments on top of scheduling.

Features

  • Custom Intake Forms
  • Automated Booking
  • Availability Control

Custom Intake Forms

Custom Intake Forms - Acuity Scheduling

Know exactly who your client base is by having them answer questions of your choice when they send you their info.

Automated Booking

Automated Booking - Acuity Scheduling

Put your availability in an easy-to-read format so clients can book without your intervention.

Availability Control

Availability Control - Acuity Scheduling

Set your availability in just a few clicks to keep clients aware of exactly when you’re available.

SimpleTexting - SlickText Alternatives

SimpleTexting

SimpleTexting

by Sinch is the best appointment reminder software for small business marketing.

They are a mass texting service that also allows communication one-on-one with clients for marketing with a personal touch.

Features

  • Criteria Groups
  • Follow-up Texts
  • SMS & MMS Texting

Criteria Groups

Criteria Groups - SimpleTexting

Generate groups to text based on criteria, like new members and other demographics.

Follow-up Texts

Follow-up Texts - SimpleTexting

If people don’t respond to your messages, give them a nudge with a follow up text.

SMS & MMS Texting

SMS & MMS Texting - SimpleTexting

Whatever works better for you and/or your company, send SMS or MMS texts.

PlatformEase of UseCustomer SupportOther FeaturesPricingScore
DialMyCalls4.84.74.74.74.7
Acuity Scheduling4.74.74.74.74.7
SimpleTexting4.74.84.54.54.6

All of the ratings above are from Capterra.com.

Easily Automate Your Text Appointment Reminders with DialMyCalls

If you’re ready to take the next step in streamlining client communications for your business, now is a great time to explore your options. DialMyCalls is an automated texting, calling and emailing platform that has a great deal of capabilities when it comes to messaging customers, including automated text reminders for appointments, two-way messaging, and broadcast options for texts, email, and voice calls. Give us a call to learn more about how adding DialMyCalls to your communication strategy can help you stay organized and in touch with your client base today.

Author Tim Smith Tim Smith About Tim Smith