Text Templates for Appointment Reminders and Confirmations

text conversation about appointment reminders
Appointment reminders and confirmations shouldn’t turn into a tedious process of missed calls and follow-ups, but it happens all too often. According to our 2020 State of Texting report, 60% of businesses generally experience phone tag with their customers. There’s an easier way to directly get a hold of customers, however: by ditching the phone call and sending text messages instead.
The best way to confirm appointments and send reminders is with a text because it’s what customers want:
  • 67% of consumers said that an appointment reminder was the most valuable text they’ve received from a business (2020 State of Texting report); and
  • 70% said they would prefer to communicate via text about scheduling (2020 State of Texting report).
Sending an appointment reminder text message or confirmation text message will not only prevent employees from wasting time with follow-up communications, but it will also help your business’s bottom line by reducing no-show rates. Texts are read almost instantly and have a 98% open rate; your recipient is pretty much guaranteed to see your message. Below, you’ll find both appointment reminder text templates and appointment confirmation text templates to get you started, as well as a few examples to cancel and reschedule appointments. At the end, we offer our best tips to write the perfect text to customers.

Using business texting software for SMS appointment confirmation and reminder messages

Simply copy and paste these templates into your texting-for-business software for any appointment text message. In our examples, we use two specific tools: Dynamic Fields and Templates. If you frequently send appointment reminders and confirmations, it’s crucial to have essential tools like these to create an effective workflow.
  • Dynamic Fields (i.e., “[First Name]”) automatically pull contact details (e.g., name, email, job title, etc.) into any text message sent from Zipwhip. This feature also allows users to populate their own contact details, such as name and job title, into a message and provides custom fields for other relevant data like account number, account type and more.
  • Templates are great for sending the same message multiple times, like appointment reminders and confirmations. (Think of them of them as an appointment reminder script). You can store frequently used messages to save time and keep messaging consistent.
Learn more about other business texting software features you can use to send an effective reminder text message, like Scheduled Messages and Group Messaging.

Appointment reminder templates by industry

An appointment reminder text message is generally used as a courtesy for a confirmed appointment. The recipient doesn’t necessarily have to reply since the message is more of a heads up. In your reminder text message, however, consider letting your recipient know how to cancel or reschedule their appointment if necessary. They’re less likely to be a no-show if you offer them a clear and easy way to cancel or reschedule up front.

Insurance appointment reminder text template

Hi [First Name], it’s [My First Name] from BUSINESS NAME. This is just a friendly reminder for your appointment at APPOINTMENT DATE AND TIME. Please be sure to fill out the paperwork I emailed you prior to our meeting. Thanks! See more insurance message examples and text message templates. Insurance appointment reminder text template example

Veterinary appointment reminder text message template

Hi [First Name]. This is a reminder of [Customer Field 1]’s yearly checkup on APPOINTMENT DATE AND TIME. If you need to cancel or reschedule, call this phone number or reply to this text message within TIME FRAME of your appointment time to avoid a DOLLAR AMOUNT no-show fee. Thanks! YOUR TEXT MESSAGE SIGNATURE Veterinary appointment reminder text See more veterinary reminders and text templates.

Medical patient reminder text messages

Hi [First Name]. This is [My First Name] from BUSINESS NAME. Just a reminder to fill out the new patient paperwork we emailed to you prior to your appointment at APPOINTMENT DATE AND TIME. Thanks! Hi [First Name]. This is a friendly reminder of your upcoming appointment with DOCTOR’S NAME on APPOINTMENT DATE AND TIME. If you need to reschedule or cancel, please call this number or reply to this text within TIME FRAME of your appointment time to avoid a DOLLAR AMOUNT no-show fee. YOUR TEXT MESSAGE SIGNATURE Patient reminder text message   See more doctor message to patient examples.

Beauty appointment text reminder template

Hi [First Name]! It’s BUSINESS NAME reminding you of your appointment this APPOINTMENT DATE AND TIME. If you need to cancel or reschedule, you can do so online or by replying to this text message at least TIME FRAME before your appointment to avoid charges. Thanks! Beauty appointment text reminder template See more templates and salon SMS marketing examples.

Recruiting appointment text reminder template

Hi [First Name]. Just a friendly reminder of your phone interview tomorrow with BUSINESS NAME at APPOINTMENT TIME. If you need some last-minute help with prep, just reply to this message and we can figure out a time to chat right away. If I don’t hear from you, good luck! I know you’re going to do great. YOUR TEXT MESSAGE SIGNATURE staffing appointment reminder text message See more recruitment message examples.

Automotive reminder text template

Hi [First Name]. [My First Name] from BUSINESS NAME here. This is just a friendly reminder to pick up your vehicle by TIME AND DATE. Automotive appointment reminder text template example

Fitness class reminder text template

🔊 Don’t forget! [Custom Field 1] class has moved from CLASS TIME AND DATE to CLASS TIME AND DATE Fitness appointment reminder text template example See more gym message text examples.

Appointment text message sample by type

Upcoming call text message reminder

Hello [First Name], I’m looking forward to speaking with you today at APPOINTMENT TIME. Please let me know if you need to reschedule!

Future classes

Hi [First Name]. Don’t forget about CLASS NAME at CLASS TIME tomorrow! If you can’t make it, please just shoot us a text within the next TIME FRAME to avoid cancellation fees.

Text message meeting reminder

Hi [First Name]! It’s [My First Name]. I’m looking forward to our meeting today at APPOINTMENT TIME. If you need directions to the office, you can find them here: [Custom Field 1]

Missed payments

Hi [First Name]. This is BUSINESS NAME. We have not received your car payment this month. Please do so within the next TIME FRAME to avoid late fees. Call or text us at this number if you have any questions.

Outstanding paperwork

Hey [First Name]. Our records show that you have not yet completed our new patient paperwork. You can access it via our online portal using the link we emailed to you at EMAIL ADDRESS. Please have this completed before your appointment on APPOINTMENT DATE AND TIME.  Call or text if you have any questions!

Appointment cancellation text message and reschedule appointment text message

There may be situations where your office needs to cancel or reschedule appointments with clients/patients. Instead of calling them and potentially disrupting their day, send your client a text letting them know that you need to cancel or reschedule and ask them to share their availability for a better day at their convenience.

Cancel appointment text message sample

Hi [First Name]. Due to REASON FOR CANCELLATION, we are canceling all appointments until DATE. We apologize for the inconvenience and will call you at a later date to reschedule. Text or call us if you have any questions.

Reschedule appointment text message sample

Hi [First Name]. Unfortunately, we need to reschedule your upcoming appointment at our clinic. Please call or text us at this number to reschedule for a better date. Apologies for the inconvenience.

Appointment confirmation text templates by industry

An appointment confirmation text may require that your recipient reply to your message to acknowledge the appointment. Provide clear instructions if your business requires their response.

Insurance appointment confirmation template

Hi [First Name]. I’m [My First Name], [My Job Title] at BUSINESS NAME. I just received your request for a phone call tomorrow at APPOINTMENT TIME to learn more about our rates. Please confirm with YES if this is correct. Insurance appointment confirmation text

Veterinary appointment confirmation text template

Hi [First Name]. This is  BUSINESS NAME confirming [Custom Field 1]’s appointment at APPOINTMENT TIME AND DATE. Does that time still work for you? Vet appointment reminder text template example

Beauty appointment confirmation text

Hi [First Name], this is [My First Name] from BUSINESS NAME. This is a confirmation that we received your request for a TYPE OF SERVICE on DATE AND TIME. We look forward to seeing you then! Please call or text us at this number if you need to cancel or reschedule to avoid our DOLLAR AMOUNT late fee. Beauty appointment reminder text template example

Recruiting appointment confirmation text example

Hi [First Name]. This is [My First Name] from BUSINESS NAME. I just wanted to double check that it still works for you to chat at APPOINTMENT TIME AND DATE. Please let me know! Recruiting appointment reminder text template example

Automotive appointment confirmation text

This is BUSINESS NAME. Your appointment has been scheduled for vehicle maintenance on DATE AND TIME. Please reply with Y to confirm. If this was a mistake or you need to cancel, reply with X. Automotive appointment confirmation text  

Fitness class confirmation text

Hi [First Name]! Thanks for signing up for INSTRUCTOR’S NAME CLASS NAME on CLASS DATE AND TIME. To confirm your spot, reply to this text message with YES. If this is was a mistake or you need to cancel, please reply with CANCEL at least TIME FRAME before class time to avoid a DOLLAR AMOUNT late-cancellation fee. Fitness class confirmation text

Doctor appointment confirmation text message template

Hi [First Name]. This is FIRST NAME from BUSINESS NAME. Just a reminder to fill out all of the new patient paperwork we emailed you prior to your appointment at APPOINTMENT DATE AND TIME. Thanks! Hi [First Name]. This is [My First Name] from BUSINESS NAME. We received your request for an appointment with DOCTOR’S NAME on APPOINTMENT TIME AND DATE. To confirm, please reply with YES. Medical appointment reminder text template example

How to text appointment reminders and confirmations: What to include in your message

  • Introduce yourself. Your recipient may not have your number saved on their phone. Identify yourself upfront or use a text message signature at the end of your reminder text message or confirmation text.
  • Send a personalized text message with Dynamic Templates. These customizable fields help your pre-drafted messages feel more personalized by including the recipient’s name and any other pieces of info that are unique to them.
  • Include any relevant details to the appointment. Of course, there’s the date and time of the appointment to include, but don’t forget any other important details, such as paperwork to bring or any COVID-19 requirements they must follow.
  • Remind them of the no-show policy. Whether it’s an appointment confirmation or reminder, be up front with customers of your rescheduling and cancellation policy; they’ll be more likely to cancel or reschedule sooner if they know there is a fee involved.
  • Leave them with a CTA. Your recipient should clearly understand if there is any action they need to take. Do they need to respond “Yes” or “No?” Do they need to send you pictures for their insurance claim before your call? Whatever you need, make sure it’s stated in your text.
  • Give them the option to opt-out. Your recipient may have previously chosen to opt-in to text messaging from your business, but they should always have the option to opt out if they ever change their mind. Simple language like “Reply STOP to unsubscribe” at the end of your message can suffice.
Say goodbye to phone tag forever and hello to happy customers. Start using texting for appointment reminders and confirmations today with Zipwhip’s business texting software. Want to see more free text templates? Check out our post: 61 Text Templates Businesses Can Use Right Now. 

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