From No-Shows to Yes-Please: 51 Real Appointment Reminder Templates that work!
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Regardless of the industry, missed appointments translate to wasted time, resources, and potential revenue. Statistics reveal that missed appointments cost the U.S. healthcare system alone billions annually and contribute to customer dissatisfaction across various sectors. 

However, calling clients to remind them of appointments is expensive and time-consuming. Sending appointment reminder texts could be the solution you’re looking for as it is both cheap and effective. And because 98% of SMS messages get read, you can virtually guarantee that customers will see your texts.

Whether it’s a medical check-up, a salon appointment, or a client meeting, timely appointment reminder texts have proven to be remarkably effective in increasing attendance.

 

In this blog, we’ll provide different types of real appointment reminder templates for various industries and use cases, that you can either use as is or get inspired by.  You can find the following appointment reminder templates in this blog: 

 
  1. Appointment reminder templates by Industry
   2. Reminder by use case
   3. Type of reminders

Appointment reminder text templates by Industry

Healthcare/Medical - Primary Care

Hi {{firstName}}. This is {{ClinicName}}. Just a gentle reminder that you have an upcoming appointment for {{appointmentDate}} at  {{appointmentTime}}.

Dental

Hi {{firstName}}. Just a gentle reminder that you have an upcoming appointment on {{appointmentDate}} with Linkoff Dental. You can reply with C to confirm the appointment.

Hello {{firstName}}, confirming your dental appointment for tomorrow at 6 pm. Please reply Yes to confirm or No to reschedule. Thanks

Optometry

Hello [Patient’s Name],

This is a friendly reminder of your upcoming appointment at [Optometry Clinic Name] on [Date] at [Time]. We look forward to seeing you and providing you with exceptional eye care. If you need to reschedule or have any questions, please call us at [Clinic Phone Number].

See you soon!

[Optometry Clinic Name]



Hi [Patient’s Name],

It’s time for your annual eye check-up! Our team at [Optometry Clinic Name] is here to ensure your vision is in top shape. Your appointment is scheduled for [Date] at [Time]. If this time is convenient for you, no action is needed.

If you need to reschedule or have any concerns, kindly contact us at [Clinic Phone Number]. Your eye health is our priority.

Best regards,

[Optometry Clinic Name]

Veterinary

We look forward to seeing your pet for their appointment tomorrow. Please arrive 5-10 minutes early for your scheduled appointment as we have a 5-minute grace period and checking-in late to your appointment could result in the need to reschedule. 

 

For the safety of your pets, all dogs must be on leashes & cats must be in carriers. In preparation for your appointment, please send pictures of any vaccine records you have before your arrival. If you can’t make the appointment, please let us know in advance. Thank you!

Good afternoon, This is [Suwannee Paws] sending you a reminder that your pet is scheduled for a surgical pre-screen appointment. You will be seen as a work-in between 3:30 and 4:30 pm. Please do not arrive before 3:30 unless prior arrangements have been made.

Please confirm or decline the appointment if your plans have changed so that we can move up someone on the waitlist. Thank you

Chiropractor

Hi [Patient’s Name],

Just a quick heads-up about your chiropractic session at [Clinic Name] on [Date] at [Time]. We’re ready to provide you with exceptional care. If you need to adjust the appointment or require assistance, reach out to us at [Clinic Phone Number]. See you soon!

[Clinic Name] [Clinic Address]

Podiatry

Hi [Patient’s Name], it’s [Podiatry Clinic] here. Your podiatry appointment is just around the corner on [Date] at [Time]. To ensure a smooth visit, please remember to wear comfortable footwear and bring along your insurance details. 

 

Should you need to modify your appointment or have any queries, don’t hesitate to reach out at [Clinic Phone Number]. We’re eager to assist you during your visit!

Salon/Spa

Hi {{firstName}}. Thanks for booking [Service #1] and [Service #2] with us on [Day, Time] at {{SalonName}}. Please respond to C to confirm your appointment or R to reschedule it. 

Feel free to call us if you have any questions. 

See you! {{SalonName}}

Hello {{firstName}}, this is a friendly reminder of your upcoming pampering session at [Spa Name] on [Date] at [Time]. We’re excited to provide you with a relaxing experience. If you need to reschedule or have any questions, please call us at [Spa Phone Number]. See you soon!

Accounting/Professional Services/Tax Consultation

Hi [Client’s Name],

This is a friendly reminder about your upcoming Tax Consultation appointment with us on [Date] at [Time]. Our experts are looking forward to assisting you with your tax queries. Please remember to bring any relevant documents. If you need to reschedule, kindly let us know. Thank you!

Best regards, [Your Company Name]

Events

Hello [Guest’s Name]! We’re thrilled to have you join us for [Couple’s Names] wedding on [Date] at [Venue]. 🎉 Please remember to arrive by [Time] to witness their beautiful union. Your presence means a lot! 🥂 We look forward to celebrating together!

[Your Name] [Your Contact Info]

Hi, thank you for registering for the [Drive-By hiring] event happening tomorrow, 04/02 from 9 am – 2 pm! If you have any questions, please call us at {{phone number}}. We look forward to seeing you there! 

Real estate

Hi [Client’s Name], this is [Your Name] from [Real Estate Company]. Just a friendly reminder about your property viewing appointment tomorrow at [Appointment Time]. We’re excited to show you some fantastic properties. If you have any questions or need to reschedule, please reply to this message. See you soon!

Hello [Client’s Name], it’s [Your Name] from [Real Estate Company]. Your consultation with our expert agent is scheduled for [Appointment Date] at [Appointment Time]. We’re eager to discuss your property preferences and guide you through the process. Should there be any changes or queries, feel free to reach out by replying here. Looking forward to meeting you!

* More real estate text templates here.

Fitness/Wellness

Hey [Client’s Name],
Just a friendly reminder about your upcoming fitness class at [Fitness Studio Name] on [Date] at [Time]. We’re excited to see you there and help you reach your fitness goals! If you need to reschedule or have any questions, please reply to this message. See you soon!
[Fitness Studio Name]

Home Service (Cleaning, Plumber)

Cleaning

Hi {{firstName}}. Just a gentle reminder that you have an upcoming appointment with Jay’s One Stop Cleaning for {{appointmentDate}}. We encourage all of our customers to tip their cleaner if they feel they did a great job cleaning their home. Please be sure to read your email confirmation with the list of things we will be cleaning. Type C to confirm the appointment.

Plumbing

Reminder: We have you scheduled for _________ on _______. Please reply “C” to confirm the appointment or “R” to reschedule. If you are needing to reschedule or cancel the appointment, please feel free to call or text our office at 281-969-5479.

HVAC

Hi [Client’s Name], it’s [Your Company Name]. Your HVAC maintenance appointment is just around the corner on [Date] at [Time]. We’re excited to provide you with top-notch service. Should you need to make any adjustments to the schedule or have inquiries, feel free to reach us at [Your Contact Number]. See you soon!

Pest Control

Hello [Customer’s Name], this is [Pest Control Company]. Just a friendly reminder about your upcoming pest control appointment scheduled for [Date] at [Time]. Our team is looking forward to ensuring your space stays pest-free. If you have any questions or need to reschedule, please reply to this message or call us at [Phone Number]. 

Thank you!

Virtual Appointment (Webinar)

Hi, [First Name]! I just want to remind you that the [Custom Field 1] Virtual FCAC meeting will take place on [Custom Field 1] at 3:00 pm via Zoom. If you have not received the invitation link in your email, please respond to this text to let me know. 

See you soon! [My First Name] [My Job Title] [Company] [My Phone Number]

Thank you!

Interview

In-person

Hello NAME, This is Express Employment. I wanted to remind you of your scheduled interview on 00/00. We would love the opportunity to meet with you in person. If you would like, give me a call at 912-232-9800. Thank you! – Express Employment

Zoom

Hi {{firstName}}, good morning! This is just a reminder of your VIDEO INTERVIEW with [Company Name] at 10:00 AM today. I’m also sending you the link here so you won’t miss it. Thank you!

 

https://us02web.zoom.us/j/xyz

See you soon! [My First Name] [My Job Title] [Company] [My Phone Number]

Thank you!

Telephonic

Reminder: Your phone interview is scheduled for this morning/afternoon. We will call you – we look forward to speaking with you then!

See you soon! [My First Name] [My Job Title] [Company] [My Phone Number]

Thank you!

Recruitment

{{firstName}}, your interview is TODAY {{appointmentDate}} at 2:30p with Samantha. Please complete the onboarding documents that were emailed to you.

Please be sure to bring in your appropriate forms of Identification to avoid being rescheduled. If you have any questions, please contact the office at {{phone}} See you soon! [My First Name] [My Job Title] [Company] [My Phone Number]

Thank you!

Hello, We look forward to meeting you today at 10:30 am. Please remember to complete your onboarding before your appointment for your drug screen. Please bring documentation that establishes your identity and ability to work in the U.S. View this link for a list of accepted documents. https://www.uscis.gov/i-9-central/form-i-9-acceptable-documents

See you soon! [My First Name] [My Job Title] [Company] [My Phone Number]

Thank you!

* More recruitment text templates here

Reminder by use case

Reminder for appointment

2 days before

Hi {{firstName}}. This is Cosmetic Micro Dentistry sending you a friendly reminder for your appointment {{appointmentDate}}. Please CONFIRM / RESCHEDULE. Failure to respond to this message may result in double booking of your appointment.

See you soon! [My First Name] [My Job Title] [Company] [My Phone Number]

Thank you!

1 day before

Hi {{firstName}}! This is The Dryer Vent Guys. Your appointment is tomorrow, {{appointmentDate}}. Your technician will supply their ETA when en route. {{arrivalWindowText}}

See you soon! [My First Name] [My Job Title] [Company] [My Phone Number]

Thank you!

Same day

Hi {{firstName}}! This is The Dryer Vent Guys. Your appointment is tomorrow, {{appointmentDate}}. Your technician will supply their ETA when en route. {{arrivalWindowText}}

See you soon! [My First Name] [My Job Title] [Company] [My Phone Number]

Thank you!

Telemedicine appointment:

This is Central California Surgery, Your appointment is scheduled for today. You will be contacted by the medical assistant before your appointment time to get you checked in. It is imperative to answer that call for your visit to count.

You will receive a telehealth alert text message when your provider is ready to connect with you. If your provider is running late, the notification may arrive after your scheduled appointment time. If you have not received your telehealth alert after 30 minutes, please contact our office.

See you soon! [My First Name] [My Job Title] [Company] [My Phone Number]

Thank you!

Drop off appointment reminder

This is Suwannee PAWS texting to remind you about an upcoming drop-off appointment for your pet. Please confirm by replying to this text that you are keeping the appointment, or let us know if you need to reschedule. This is especially important if you are bringing a dog over 50 pounds since we have limited extra large dog cages. We have you scheduled to bring in a pet on [Custom Field 1].

Please reply to confirm, cancel or reschedule this appointment, thank you!

You will receive a telehealth alert text message when your provider is ready to connect with you. If your provider is running late, the notification may arrive after your scheduled appointment time. If you have not received your telehealth alert after 30 minutes, please contact our office.

See you soon! [My First Name] [My Job Title] [Company] [My Phone Number]

Thank you!

Reminder for refill

Hello {{firstName}}, you have an appointment at Dr. Mary Tilak and Associates with {{providerName}} at {{officeName}} on {{appointmentDate}}.

Also, bring the list of medications you need to be refilled for your visit. This allows us to securely and efficiently complete refill requests. Type C to confirm.

Onboarding reminder

Good Morning! Just a reminder you are scheduled to come into the office to complete your onboarding. Please remember to bring in your 2 pieces of VALID identification – a federal photo ID and one that shows you can work in the USA (birth certificate, social security card, etc.). If you need to reschedule, please let us know in advance by responding to this message.

Also, bring the list of medications you need to be refilled for your visit. This allows us to securely and efficiently complete refill requests. Type C to confirm.

Orientation Reminder

Hi [Name],

Just a quick reminder about your orientation scheduled for [Date] at [Time]. We’re thrilled to have you join us and can’t wait to kickstart this journey together. Remember to bring any required documents and your enthusiasm! Should you require assistance or need to reschedule, please contact us. See you soon!

Warm regards,

[Your Company Name]

Intake form reminder

Aloha (name)! This is Kaye from Dr. Tan’s office. Just a friendly reminder to send in your intake forms before your appointment on (date). Mahalo!

Interview reminder

Phone interview

Hello, This is a friendly reminder about your phone interview today at _____. We look forward to meeting with you!- Express Employment Lynnwood

Zoom interview

Good Morning [First Name], it’s a great day for an interview with [Company Name] We are looking forward to meeting you for your interview today at [TIME]. Please make sure that you have received the email that includes details for the video meeting via Zoom (email may be in spam/junk). Access to the meeting will be available through the Zoom link or by going to the link, https://zoom.us/join, and entering the meeting ID (either can be found in the calendar invite). 

Shift reminder

{first name}, I want to confirm that you can start today for the first shift at XYZ company, as we discussed. If, for some reason, you will not be able to work today, please let us know by replying to this message. Thanks!

Closing reminder

Please note that MTMS is closed this weekend for Memorial/Labor Day.

CLOSED: DATES

LESSONS RESUME: DATE

Any students with regular lessons on Sat or Mon will have a make-up lesson available to be scheduled.

Court hearing reminder

Good morning Mr./Ms. ______,

I hope this message finds you well. This message is to remind you of your court date tomorrow, February __, 2023, at 10:30 am in courtroom number ___ of the Arlington County General District Court located at 1425 N Courthouse Rd, Arlington, VA 22201. Please arrive no later than 15 minutes before your court time.

Please send us a quick response to confirm receipt of this text. 

Thank you,

Survey reminder

Hi, this is Louise with Armbruster M&S. Just a friendly reminder of your virtual survey tomorrow. Have a great day.

Lab reminder

Please note that you have a follow-up appointment with our office. As a reminder, please complete your lab request 10 days before your scheduled appointment.

 

Reminder: Schedule your appointment with Quest by clicking this link:

Class reminder

Hi <NAME>. This is a quick reminder that you are scheduled for our CNA/CHHA CEU class on <DATE> and <TIME>. Please arrive 5 minutes early to sign in. If you need to cancel, please be sure to call us as early as possible at 714-861-4101.

 

Our address is [address] We are located in the building [building]



Reminder: Schedule your appointment with Quest by clicking this link:

Type of reminders

Confirmed appointment

Hello {{firstName}}, this is a gentle reminder for your confirmed appointment at {time} on {date} with Extraordinary Smiles.

Unconfirmed appointment

Hello {{firstName}}, this is a gentle reminder for your upcoming appointment with Extraordinary Smiles. Reply with C to confirm. Thank you

Hi {{firstName}}, just wanted to assure you that we will be there today for your cleaning appointment. To confirm our arrival, respond with a C.

Thank you!

Customer visit type (e.g. Root canal vs Hygiene Recall vs Consultation)

Hello, this is the KAAWS Clinic reminding you of an upcoming heartworm treatment appointment for your pet on Monday. The time of arrival is anywhere between 8:00 am through 8:30 am. If your pet is receiving their 1st or 2nd injection, they will remain in the clinic for the majority of the day. If you are needing to cancel/reschedule this appointment or if you have any questions before coming, please let us know. We look forward to seeing you and your pet!

Thank you!

Greetings {{firstName}}! This message is from the JewelSmiths. It’s time for your semi-annual jewelry cleaning and check-up. This service is complimentary for you and can be scheduled at your convenience through the following link: emitrr.co/zN/nmeMk

 

To opt-out of these free reminders reply, OUT

Thank you!

Customer type (new vs existing)

New customer

Hello! This is [Your Name] s with a friendly reminder that PET has an appointment with us today at TIME. If this is your pet’s first visit with us, please bring any previous records with you to your appointment and please have your pet on a leash and/or in a carrier. 

 

If you need to cancel or reschedule this appointment you can contact us by phone or text at [Number] Thank you!

Existing customer

{{firstName}}, This is a friendly reminder about your second appointment on {{appointmentDate}} with West Coast Podiatry Center. Thank you and we look forward to seeing you at West Coast Podiatry Center. You can reply with C to confirm the appointment.

8 Strategies to Slash No Shows

1. Swift Booking Confirmation Notification: 

 

As soon as the customer books an appointment, shoot out an instant booking confirmation notification through text or email. This initial acknowledgement helps establish a strong foundation for a successful interaction, reminding clients of their commitment. 

 

2. Confirmation Collection and CRM Integration:

 

Requesting a confirmation directly from clients is crucial. Automatically syncing this data back into your Customer Relationship Management (CRM), Electronic Medical Record (EMR), or Scheduling systems maintains a centralized database of confirmed appointments and provides a comprehensive overview. 

 

3. Clear Call-to-Action (CTA) for Confirmation or Rescheduling

 

Each reminder text should include a concise CTA for clients to either confirm or reschedule their appointments. Make it easy for the customer to confirm with a simple follow-up text.

 

4. Responsive Rescheduling Option

 

Offer clients a hassle-free way to reschedule by merely replying to your text. A responsive rescheduling option caters to unexpected changes in a customer’s schedule while keeping the lines of communication open. You may also consider including a phone number for last-minute rescheduling requests.

 

5. Comprehensive Confirmation Texts

 

Even though the text limit is 160 characters, confirmation texts should encapsulate all essential details, such as the appointment’s date, time, location, and cancellation procedure. This ensures that clients have all the necessary information at their fingertips, reducing any potential uncertainties.

 

In case additional information such as a patient intake form is required, it might be prudent to inform customers that this data will be sent via email.

 

6. Cadence Matters

 

Adopt a well-defined reminder cadence, like a 3, 3, 3 approach, to increase confirmations. 

 

Three weeks prior to the appointment, send out the first reminder that merely reiterates the appointment date and time. 

Three days prior to the appointment, send out the second text to emphasize the importance of confirming the appointment. 

Three hours prior to the appointment, create a sense of urgency and inform the clients that unconfirmed slots will be offered to others. 

 

7. Multi-Channel Communication

 

Employ a multi-channel approach to reach clients through email, text, and phone reminders. This ensures that your reminders are received and acknowledged through the channel most convenient for each individual. For detailed forms or document requests prior to the appointment, it is most convenient to use email (while reminding the customers on text to check their inbox).

 

8. Personalization for Maximum Impact

 

Tailor your reminders according to the type of visit (whether it is a routine check-up for your pet or a planned surgery), customer classification (new or existing), and confirmation status. Personalized reminders demonstrate your commitment to understanding each customer’s unique needs and preferences. 

 

By implementing these strategies in crafting your appointment reminder texts, businesses can greatly minimize no-shows, elevate their appointment management, and cultivate strong customer relationships. The result? Enhanced operational efficiency, increased revenue potential, and an exceptional customer journey.

7 Best practices while sending reminders on text

Sending reminders via text messages has proven to be an effective strategy for businesses across various domains. However, ensuring the efficiency and impact of these reminders requires adherence to a set of best practices. Let’s explore these strategies that can transform your text reminders into a powerhouse of engagement and attendance.

1. Obtain Consent in Compliance with Regulations


Before you start sending text reminders, it’s crucial to collect customer consent, especially to comply with regulations like TCPA. Obtaining explicit permission demonstrates respect for your customer’s preferences and their privacy. Simplify the process by opting for an SMS software provider that automatically removes customers from SMS lists upon receiving responses containing terms like “STOP” or “UNSUBSCRIBE.”

2. Craft Short and Precise Messages


Given the limited character count of text messages, brevity is key. Convey the essential information succinctly, focusing on the appointment’s date, time, and location to ensure confirmation.

3. Avoid Distractions – No Links or Additional Content


Keep your reminders focused solely on the appointment details. Omit any links or extraneous content that might divert recipients’ attention away from the primary purpose of the reminder, unless necessary for use cases such as Zoom interviews or telehealth appointments. 

4. Use Your Business Number for Two-Way Interaction


Using your business number allows recipients to respond directly, fostering two-way communication. This simple step can significantly reduce no-shows, as it eliminates the frustration of clients being unable to respond. This also makes it easier for your staff to manage appointments from one inbox without having to be on multiple calls.

5. Consider Sending at Optimal Times


Timing matters. Avoid sending reminders too early in the morning (e.g., 7 AM) or too late at night (e.g., 9 PM). Aim for midday or early afternoon slots for maximum impact and response. It is also important to consider the local time zones of the recipients to avoid sending messages at the wrong time and looking unprofessional.

6. Ensure 10DLC Registration


10-Digit Long Code (10DLC) refers to a system that allows businesses to send text messages using a dedicated 10-digit phone number. It is designed to improve the deliverability, reliability, and compliance of text messages, particularly for large-scale messaging campaigns. 

Registering your business number under the 10DLC (10-Digit Long Code) system enhances the deliverability and credibility of your messages, increasing the likelihood of successful reminders. 

7. Automate for Efficiency


Leverage automation tools to streamline the reminder process. Platforms like Emitrr offer 500+ integration with EMR/EHR systems and Zapier, allowing for seamless scheduling and dispatch.

In conclusion, text appointment reminders are a potent tool, but their success hinges on meticulous execution. By adhering to best practices, businesses can ensure that their reminders not only reach recipients but also drive engagement, attendance, and overall customer satisfaction. Transform your reminders from mere notifications into invaluable touchpoints that enhance your brand’s reputation and operational efficiency.

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