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Introduction
Have you ever wondered why your voicemail may be why your patients do not get back to you? The right message at the right moment can take up the schedule, help build trust, and ultimately keep your chairs full.
Smart communication is powerful, and in the dental office, it starts with the SMS and voicemail game. A clear and crisp text is what patients want to read, and helps prevent the no-shows before they happen.
The right voicemail can turn the missed call into a booked appointment. These small communication gestures can mean nothing, but have a larger impact on how you deal with patients.
You are at the right place if you are confused about what and how to draft patient messages.
We have built a few templates for you to send to your patients directly, so you don’t have to.
Let’s make every message count!
SMS Templates for Dental Offices
Text messaging is not just convenient, but it is what is expected. Unlike calls, over 90% of texts are read within 3 minutes and do not need any effort. SMS can be of all types, whether you are confirming appointments, sending invoice links, or checking up on patients after treatments, SMS is considered the fastest way to get a response.
Not all texts are created equal. It needs to be clear, on point, actionable, respectful, and customised according to the patient’s time and information.
We have created ready-to-use SMS templates tailored for key dental office workflows.
Just copy, paste, and personalise.
Appointment Confirmation
Confirming appointments by text gives patients peace of mind and reduces miscommunication. It shows professionalism and reassures them that their spot is secured.
Patients are less likely to forget or double-book when they receive a confirmation. It also sets a clear tone for the patient experience, improving reliability and reducing front-desk call volume
Template 1:
Hi [Patient Name], your appointment at [Practice Name] is confirmed for [Date] at [Time]. Reply C to confirm or call us at [Phone Number] if you have questions. See you soon!
Template 2:
Hey [Patient Name], we’ve got you on the schedule for [Date] at [Time] with [Doctor Name]. Please reply YES to confirm or call [Phone Number] to reschedule.
Appointment Reminder (24–48 hours before)
A friendly reminder a day or two before an appointment significantly lowers the chances of no-shows. Patients get busy, and a quick text helps them remember and prepare.
Every missed appointment is lost revenue and wasted chair time. These reminders keep your schedule tight and ensure patients show up or reschedule in time.
Template 1:
Hi [Patient Name], this is a friendly reminder about your appointment at [Practice Name] on [Date] at [Time]. Call us at [Phone Number] if you need to make changes.
Template 2:
Reminder: You’re scheduled with [Doctor Name] at [Practice Name] on [Date] at [Time]. Can’t make it? Reply R or call [Phone Number].
Same-Day Reminder (1–3 hours before)
This last-minute nudge helps patients stay on track and avoid running late. It reinforces the appointment in their schedule and makes them feel like you’re prepared and expecting them.
It’s an easy win to reduce tardiness, avoid last-minute confusion, and make your office flow smoother. Same-day reminders also reduce anxiety for nervous patients.
Template 1:
We’re looking forward to seeing you soon, [Patient Name]! Your appointment is today at [Time]. Please arrive a few minutes early. Questions? Call [Phone Number].
Template 2:
Hi [Patient Name], your appointment is coming up today at [Time] at [Practice Name]. If you’re running late, please call us at [Phone Number].
Missed Appointment Follow-Up
When a patient misses an appointment, a quick, caring follow-up keeps the relationship alive and opens the door to rescheduling.
It shows empathy instead of judgment, encouraging rebooking instead of disengagement. It’s also a great way to understand any deeper issues or obstacles the patient is facing.
Template 1:
Hi [Patient Name], we noticed you missed your appointment today. Everything okay? If you’d like to reschedule, reply here or call [Phone Number].
Template 2:
Sorry, we missed you, [Patient Name]. We’d love to get you back on the calendar. Reply to this message or call [Phone Number] to rebook.
Post-Treatment Check-In
Checking in after a visit shows you care about their recovery and comfort. It’s a personal touch that builds long-term loyalty.
It encourages communication about side effects or concerns, helping you prevent complications and earn trust. Patients feel valued, not just processed.
Template 1:
Hi [Patient Name], just checking in after you visited with us yesterday. Hope you’re feeling great! Let us know if you have any questions or concerns.
Template 2:
Hi [Patient Name], thanks for coming in! If you experience discomfort or need anything after your treatment, reply here or call [Phone Number].
Recall / Recare Reminder
Prevent lapses in care by prompting patients when they’re due for cleanings or check-ups. These reminders help keep oral health on track.
Without prompts, many patients delay preventive care. This affects their long-term health and your recurring revenue. Timely recalls lead to more consistent visits and stronger relationships.
Template 1:
Hi [Patient Name], it’s time for your 6-month check-up! Let’s schedule your appointment. Reply here or call [Phone Number] to schedule.
Template 2:
We’ve missed you, [Patient Name]! You’re due for a dental cleaning. Let’s keep your smile on track. Text us back or call [Phone Number] to schedule your visit.
Payment Reminder
Keep cash flow healthy and billing friction-free with polite payment reminders. They make it easy for patients to settle balances without awkward phone calls.
Many patients forget small balances or lose paper statements. A quick, non-intrusive reminder improves collection rates and saves your team time.
Template 1:
Hi [Patient Name], this is a quick reminder that your [$Amount] balance is due. You can pay online here: [Link] or call us at [Phone Number] if you need help.
Template 2:
Your recent visit has an outstanding balance of [$Amount]. Please take a moment to settle it at your convenience: [Link] or call [Phone Number] with questions.
Promotional or Educational Message
Keep patients engaged with seasonal offers and helpful tips that build awareness and trust. These messages add value beyond appointments.
Promotions boost revenue, while educational texts position your practice as a trusted resource. Both can drive action, increase bookings, and elevate patient relationships.
Promotional Template 1:
Brighten your smile this season, 10% off professional whitening at [Practice Name] through [Date]! Reply to the book or call [Phone Number].
Promotional Template 2:
New year, new smile! Get a free consultation for Invisalign at [Practice Name]. Offer valid through [Date]. Text us now to reserve your spot.
Educational Template 1:
Did you know that untreated cavities can lead to infections? Routine checkups help catch them early. Book yours today by replying here or calling [Phone Number].
Educational Template 2:
Flossing daily can reduce your risk of gum disease by 40%. Let’s keep those gums healthy. Book your cleaning today. Call or text [Phone Number].
Quick Tip: Automate & Personalise with Emitrr
All of these messages can be scheduled and personalised at scale with Emitrr. Use dynamic tags like [Patient Name], [Date], and [Time] to make each text feel 1:1, without the manual work.
Frequently Asked Questions
Yes, and you should. Systems such as Emitrr allow you to employ dynamic tags such as [Patient Name], [Date], and [Time] so that each message will be personal without added effort.
If you have permission, SMS is an efficient, unobtrusive means of communicating important information. Just make messages brief, concise, and polite.
Emitrr streamlines your patient communication. You can send customized texts, handle responses, monitor delivery, and even deal with voicemail in one platform designed for dental offices.
Conclusion: Turn Messages Into Booked Appointments
Each missed call, no-show, or unconfirmed visit is more than lost business; it’s a lost chance to gain patient trust.
The above templates aren’t scripts; they’re operation tools to streamline your workflow, enhance patient experience, and keep your schedule full. But let’s be real: sending each message manually? That’s not scalable.
That’s where Emitrr comes in.
With Emitrr, you can send automated appointment texts, customise follow-ups, and initiate voicemails without lifting a finger.
It’s designed for dental practices like yours, so you have less time spent chasing confirmations and more time spent delivering care.