Skip to content

SMS Marketing Simplified

Search Blog

18 Appointment Confirmation Templates You Can Use Today

man sitting at a table and smiling at phone

Missed appointments mean lost revenue and wasted opportunities. 

Did you know that some industries (like healthcare) have an average appointment no-show rate of nearly 50%

Businesses with over $120k in annual revenue lose upwards of $26k every year due to missed appointments. 

Luckily, creating a strategic plan that decreases no-show rates doesn’t have to be a shot in the dark. Sending appointment confirmation texts (paired with appointment reminder texts) is an easy way to get your customers in the doors. 

In this blog, we’ll help you get inspired with creative appointment confirmation and reminder templates for nine different business industries and provide you with tips to write effective appointment text messages.

Appointment Confirmation Text Messages Templates by Industry

Below, you’ll find appointment text message samples you can copy and adapt to your unique business.

 

Dentist 

Confirmation Template: “Hi, [name.] Your dental appointment with Dr. Joe for Thursday, April 14th at 11:00 AM has been confirmed. Need to reschedule? Click here: https://bit.ly/reschedule123.”

Reminder Template: “Good morning, [name]. This is the team at Bascom Family Dental reminding you about your dental appointment today, 4/14 at 11:00 AM. Click here to cancel or reschedule: https://bit.ly/link.”

 

Medical Office

Confirmation Template: “Your appointment with Dr. Z on Monday, 4/18 at 2:00 PM is confirmed. Please log in to your patient portal to complete a quick survey about your upcoming visit. To cancel or reschedule, reply with CHANGE.”

Reminder Template: “This is Dr. Z reminding you of your upcoming appointment on Monday, 4/18 at 2:00 PM. Please arrive 10 minutes prior to your scheduled appointment time to fill out any remaining paperwork. To reschedule, reply with RESCHEDULE.” 

 

Real Estate

Confirmation Template: “Hi [name], this is Laura with SoCal Real Estate Group! I’m reaching out to confirm your showing of 123 Apple Lane this Tuesday at 3:00 PM. Please let me or the front desk know if you’d like to cancel or reschedule your appointment. Looking forward to chatting with you soon!”

Reminder Template: “Good morning! I’m looking forward to showing you 123 Apple Lane today (4/19) at 3:00 PM and introducing you to the area. Please let me know if you’d like to cancel or reschedule the showing.”

 

Automotive Dealership/Repair

Confirmation Template: “Hi [name]. Your appointment at Jerry’s Auto Repair scheduled for this Friday at 9:00 AM is confirmed! If there’s a specific auto problem you’d like to have addressed, click this link to provide further information: https://bit.ly/link987.”

Reminder Template: “Your appointment at Jerry’s Auto Repair on Friday, April 15th at 9:00 AM is approaching. To cancel or reschedule, click here: https://bit.ly/link456.”

 

Beauty Salon

Confirmation Template: “Hey, gorgeous! Your facial at Cool Cosmetics this Wednesday at 1:30 PM has been confirmed. To cancel or reschedule, reply with RESCHEDULE.” 

Reminder Template: “Hi, [name]! The Cool Cosmetics team is excited to see you today at 1:30 PM for your facial. Need to cancel or reschedule? We understand! Text RESCHEDULE to change or cancel your appointment.”

 

Fitness Studio

Confirmation Template: “Your booking at Power Fitness this Tuesday at 7:00 AM is confirmed. If you need to cancel, text CANCEL at least eight hours before your booking to avoid a cancellation fee. Get ready to sweat! 💪”

Reminder Template: “Hey, [name] – are you ready to put in the work? We’ll see you tomorrow at 7:00 AM for one of our toughest Power Fitness workouts yet! If you can’t make it, text CANCEL. See you soon!”

 

Insurance

Confirmation Template: “Hi, [name]. Your appointment with an Armor Insurance representative this Wednesday at 2:30 PM has been confirmed. To cancel or reschedule, visit www.armorinsurance.com/appointments and log in to your account. We’re looking forward to speaking with you!”

Reminder Template: “Hello, [name]. Your appointment with an Armor Insurance representative is tomorrow at 2:30 PM. Please fill out this short survey to tell us what you’re looking to accomplish in our meeting: https://bit.ly/link432.”

 

Veterinary and Pet Care Industry

Confirmation Template: “Hi there, [name]! Your appointment at West Valley Veterinary Practice on Monday, May 2nd at 5:00 PM is confirmed. We can’t wait to see you and your furry friend! 🐾 Cancel or reschedule your appointment by replying RESCHEDULE.” 

Reminder Template: “Hi, [name]. Your appointment at West Valley Veterinary Practice is coming up this Monday at 5:00 PM. Need to reschedule? Text RESCHEDULE or call our front office at (000)111-2222.”

 

Travel Industry

Confirmation Template: “Hi, [name]! Your all-inclusive vacation to Honolulu, Hawaii from June 5th to June 10th has been confirmed. 🌺🌴 To make adjustments to your travel arrangements, visit our website: www.islandtravel.com.”

Reminder Template: “Aloha! Your vacation to Honolulu, Hawaii is approaching! To review your travel itinerary or make changes, visit our website www.islandtravel.com or call a customer service representative at (999)888-7777.”

 

Tips for Writing an Effective Appointment Reminder Texts

Here are a few best practices for writing and sending appointment reminder texts that will get your customers in on time:

  • Keep it short and sweet. Appointment confirmations and reminders have a simple purpose, so there’s no need to get lost in adding fluff.
  • Personalize your reminders. When communicating with your customers, it’s always good to make them feel like they’re talking to a real person, even when the texts are automated. A great way to do this is by adding the customer’s first name.
  • Let your brand’s personality shine through. There’s no need to keep things 100% professional! 
  • Automation is your friend! You’ll save yourself and your business a great deal of time and effort by scheduling your reminders.
  • Utilize two-way communication. This is particularly useful when a customer needs to reschedule or cancel their appointment – it’s easier for both you and your customer. 
  • Get your timing right. Make sure you’re not texting your customers outside of regular business hours. Furthermore, ensure that you’re giving ample time between your reminder and the appointment.

Send Your Appointment Reminders With Texting Base

Texting your customers is the best way to reach them, keep them up to date and build trust. 

Texting Base is an SMS marketing platform with numerous features – like automation and two-way texting – that will help you reach your customers quickly and effectively. 

Our services are inclusive, adjustable and easy to set up, so you can start texting your customers right away! We’re ready to help you send better appointment confirmation and reminder texts and decrease missed appointments.

Get started today with a free Texting Base trial!

GET STARTED TEXTING TODAY