Reasons Why You Should Send Appointment Reminder Texts (With Examples)

What if you could significantly reduce no-shows and missed appointments with a single automated text? With appointment reminder texts, you can streamline the confirmation process while still delivering the personalization clients expect from your business.

What is an appointment reminder text?

An appointment reminder text is a concise, automated text message sent from your business to a client to remind them about their upcoming appointment.

What should you include in an appointment reminder text?

An effective appointment reminder text message should include a few essential details to ensure that it serves its purpose and properly represents your business.

1. Client name

First, SMS appointment reminders should be personalized with each client’s name. You can typically do this through your appointment reminder software by using a placeholder, such as {NAME}, when drafting text messages.

2. Appointment date and time

The appointment time should be clearly included in the reminder text so that clients can quickly reference the text and see key details. Be sure to include time zone information in the appointment details, if applicable.

3. Location or link

Including your business address in the text message can also be helpful. If the appointment is virtual, send the link or check-in instructions in lieu of the appointment location.

4. Purpose of the upcoming appointment

Stating the purpose of the appointment clearly in the automated reminder can help clients remember why they booked. Your description can be a single word, such as “consultation,” “cleaning,” or “follow-up.”

5. Confirmation or action needed

Offer quick reply options, such as “C” to confirm or “R” to reschedule. This can significantly reduce no-shows by giving clients an easy way to change their appointments.

6. Contact information

Include your office’s phone number or text line so that clients can easily clarify details.

7. Any prep instructions (if relevant)

Finally, include any prep instructions clients need to know, such as “Arrive 10 minutes early” or “Bring insurance card.”

How to confirm appointments via automatic appointment reminders

Appointment reminder messages can also help you easily confirm client appointments after booking. When a client books an appointment through your online tool or by calling your business, send them a confirmation text by following these steps.

1. Send a clear confirmation message

Include the date, time, and location of the appointment in a clear, easy-to-scan text.

2. Provide simple response options

Give clients an easy method of responding to the message, such as “Reply C to confirm” or one-tap buttons. This reduces friction so clients can reply quickly.

3. Allow for easy rescheduling

Provide a prompt for rescheduling, such as “Reply R to reschedule,” and offer alternative time slots when needed.

4. Use automated confirmations

Set up AI or system-generated confirmations that automatically sync any updates or changes with your existing calendar.

5. Follow up if you don’t receive a response

If clients don’t respond to confirmation texts, you might need to send multiple reminders. Set up automatic follow-up texts to send after a certain amount of time, such as 48 hours. This gives clients one more chance to confirm the appointment before being marked as unconfirmed.

5 appointment reminder templates

Sending appointment reminder texts to clients doesn’t need to be complicated or time-consuming. You can use templates for certain types of client interactions, then automatically send those templates at the ideal times.

Here are a few free message templates that you can customize for your business.

1. Simple reminder

A simple, no-frills reminder is a good go-to message for general appointments.

Template: “Hi, {NAME}, this is a reminder of your appointment at {BUSINESS} on {DATE} at {TIME}. Reply R to reschedule.

2. Friendly and conversational reminder

Brands with a warm, personal tone may opt for a friendly reminder that feels human and approachable.

Template: “Hey, {NAME}! Looking forward to seeing you on {DATE} at {TIME}. Need to make a change? Just respond to this message.”

3. Professional reminder

Medical, dental, legal, and other professional services can follow a template with a more formal tone that reinforces reliability and clarity.

Template: “Reminder: Your appointment with {BUSINESS} is scheduled for {DATE} and {TIME}. Contact us if you need assistance.”

4. Detail-rich reminder

Both SMS reminders and email appointment reminders can include helpful details or instructions. 

Template: “Reminder: Your appointment with {PROVIDER} is on {DATE} at {TIME}. Please arrive at least 10 minutes early and bring your ID and insurance card.”

5. Missed appointment follow-up reminder

After a no-show, send an automated text that encourages rescheduling.

Template: “Hi {NAME}, we missed you today. Want to reschedule your appointment? Reply with a preferred time.”

5 appointment confirmation text templates

You can also use customizable templates for confirmation text messages to streamline message creation and delivery. Here are five templates that your business can use to confirm appointments.

1. Simple confirmation

A simple confirmation quickly confirms the appointment with essential details.

Template: “Hi {NAME}, your appointment with {PROVIDER} is confirmed for {DATE} at {TIME}. See you soon!”

2. Confirmation with reply options

If you want to give clients the option to confirm or reschedule their appointments via text, you can use this template.

Template: “Your appointment on {DATE} at {TIME} has been booked. Reply C to confirm or R to reschedule.”

3. Professional tone confirmation

If you want to use a more professional tone for your appointment confirmations, consider this template.

Template: “This is {BUSINESS} confirming your appointment for {DATE} at {TIME}. Please reply Y to confirm.”

4. Friendly and personalized confirmation

Meanwhile, a more personalized, friendly tone can help build rapport with the client.

Template: “Hey {NAME}! You’re all set for {DATE} at {TIME}. Let me know if anything changes!”

5. Confirmation with prep instructions

For an appointment reminder with prep instructions, use a template like this one.

Template: “Your appointment for {DATE} at {TIME} is confirmed. Please fast for 8 hours prior to your appointment.”

Tips for writing text appointment reminders

Following these tips can help you write strategic appointment reminder texts.

Keep it short and clear

Keep your message as short as possible, around two sentences at the most. If you need to send a lengthier message, you may want to send it over email instead of text.

Send reminders at the right time

It’s generally best to send appointment reminders one week before the appointment if it was booked more than a few weeks in advance. For shorter windows, send the reminder 24 hours before the appointment, or adjust the timing based on your industry.

Maintain a professional, friendly tone

Avoid overly formal or robotic language. Instead, use your reminder texts as an opportunity to connect with the client and boost your business’s image (e.g., “Just a quick reminder, see you soon!”).

Comply with messaging and privacy regulations

Be sure that you understand messaging regulations under the Telephone Consumer Protection Act (TCPA), such as requiring recipients to opt in before you can send them texts. Keep messages compliant for your industry and avoid including highly sensitive details in any SMS communications.

How Weave provides support

With Weave’s communication platform, you can schedule appointment reminder texts and automatically send them to clients at the ideal times. Our all-in-one platform streamlines reminders, confirmations, scheduling, and communications for service-based businesses.

Get a demo today to see Weave’s tools in action.

Want to see
more about
Weave?
1 System for Phones, Texting, Payments, & More
 Access a full suite of patient communication tools with Weave! Texting, payments, reviews, & scheduling in one place. Get started today!
Get Started