How to send SMS/text appointment reminders: Free templates

Small businesses of all types can benefit from text appointment reminders. They're effective because an SMS is succinct, can be opened easily and is compatible with all phones. But like every other channel of customer interaction, there’s a certain etiquette to sending text appointment reminders.

Best practices for sending text appointment reminders

Keep it short: An SMS message allows you to include 160 characters. But you don’t have to use up all the space. Often the fewer the characters, the greater the impact.

Stick to the point: The text should remind customers of their appointment and give them the necessary details including time, place etc. There’s no need to talk about your business or its uniqueness.

Maintain the brand voice: Your text appointment reminders can be formal, casual, friendly or clever, depending on your brand characteristics.

Don't overdo it: Do it only when there is an upcoming appointment and limit it to two reminders at the most.

Text appointment reminder templates for small businesses

Medical services

1. Hi (patient’s first name), this is to remind you of your appointment with (Doctor’s name) at First Dental Clinic on ________ at ________. To cancel or reschedule, call ________.

2. Hi (Patient’s first name), don’t forget your appointment with (Doctor’s name) at First Street Dental Clinic on ________ at ________. To confirm, please reply ‘Yes.’

3. Hey (Patient’s first name), your next cleaning appointment is on ________ at ________ at Mount Carmel. Reply ‘OK’ to confirm

4. Hey (Patient’s first name), it’s teeth cleaning time! To schedule your appointment at First Street Dental Clinic, please call ________.

Salons

1. Hi (Client’s first name), don’t forget your appointment for a (service) at Mavericks on ________ at ________. To confirm, cancel, or reschedule, click ________

2. Hey there, we can’t wait to see you for your (service) at Mavericks on ________ at ________. To confirm, please reply ‘Yes.’

3. Hello there, just a reminder that you have a (service) appointment at Mavericks on ________ at ________. To confirm, cancel or reschedule, please call ______.

4. Hey (client’s first name), the stylists at Mavericks are looking forward to seeing you at your appointment on ________ at ________. To confirm, please reply ‘Yes.’

Legal services

1. Hi Mr./Ms./Mrs. (client’s first name), this is a reminder of your appointment with (name) on ________ at ________. To confirm, cancel, or reschedule, please call ________.

2. Hi Mr./Ms./Mrs. (client’s first name), your appointment with (name) at Stillwater Legal Services is confirmed for ________ at ________. To confirm, please call ________.

Restaurants

1. Hi (customer’s first name), this is to remind you of your dinner reservation at Seagulls on ______ at _______. Reply ‘OK’ to confirm.

2. Hey (customer’s first name), just a gentle reminder of your dinner reservation at Seagulls on ______ at _______. To confirm, please reply ‘Yes.’

Pet groomers

1. Hello there, (pet’s name)’s scheduled appointment at Best Friends is on ______ at ______. Reply ‘OK’ to confirm.

2. Hey there, the crew at Best Friends is eagerly waiting for (pet’s name)’s appointment on ______ at _______. To confirm, please reply ‘Yes.’

3. At Best Friends, the stylists are ready and the treats are stocked-up. Please bring (pet’s name) for the next appointment on _______ at ________. Reply ‘OK’ to confirm.

Real estate agents

1. Hi (client’s name), (name) from [estate agent] will show you the property tomorrow at ______. Reply ‘OK’ to confirm.

2. Hey (client’s name), your property viewing with (name) from [estate agent] is scheduled for ______ at _______. To confirm, please reply ‘Yes.’

Auto service

1. Hi (client’s name), please drop off your car for its scheduled service at [business name] on _____ at _______. Please call _____ for more information.

2. Hey there, the crew at [business name] is all prepared for your car’s scheduled service on _____ at ______. Text ‘Beep’ to confirm.

Personal trainers and gyms

1. Hi (client’s name), your next training session to hit your fitness goals is on ______ at ______. To cancel (and forget your goals), text ‘No.’

2. Hey (client’s name), your personal training consultation at [business name] is scheduled for ______ at ______. To cancel (and forget your New Year’s resolution), text ‘No.’

Dry cleaners

1. Hi (client’s name), your clothes are ready to picked up on ______ at ______. To confirm, text ‘Yes.’

2. Hi (client’s name), ready to look dapper? Your clothes are dry-cleaned and ready for pickup at [business name]. To confirm, text ‘Yes.’

In short

Using a top-rated appointment reminder app will help reduce no-shows and increase your revenue. More than emails or social media posts, what will encourage customers to turn up for their appointments are text appointment reminders. Text appointment reminders are another instance of automation helping small businesses.