Missed appointments in the U.S. are an operational and financial headache for businesses. In fact, they cost the healthcare industry $150 billion each year and hair salon professionals up to $5,000 in lost income each year.
To protect against lost income and cut the no-show rate, businesses can send appointment reminders. These reminders can bolster revenue and keep your business running smoothly.
Many businesses use phone call reminders, but this method can be expensive and time-consuming. On the other hand, texts have a 98 percent open rate, which ensures more customers see the message. A recent study found that less than 5 percent of customers cancel scheduled appointments after receiving a text reminder. As a result, quick text reminders may be the best strategy for your company.
Below we share 70 appointment reminder text templates across different industries. We also share 10 best practices for sending reminders.
Jump right to:
- Healthcare appointment reminders
- Home services appointment reminders
- Financial and legal service appointment reminders
- Salon and beauty appointment reminders
- Wellness industry appointment reminders
- Property management appointment reminders
- Hospitality and travel appointment reminders
- Education appointment reminders
- Talent acquisition appointment reminders
- Retail appointment reminders
- 10 best practices for appointment reminders
- Put your appointment reminder text messages on autopilot
<h2 id="healthcare">Healthcare appointment reminder text templates</h2>
Medical offices
Hi [patient name]. This is [name] from [medical facility name]. You have an appointment on [date] at [time] with [doctor name]. Please remember to arrive 15-minutes early to fill out the necessary paperwork.
It’s time for your annual wellness check-up, [patient name]. To book your next appointment with [doctor name] call us at [number] or use this link to schedule online: [link]
The American Cancer Society’s new guidelines recommend patients start colorectal cancer screenings at age 45. Give us a call at [number] to schedule your screening today. - [medical practice name].
Dental offices
Hi [patient name]. This is a friendly reminder that you have a [dental service] scheduled with [dentist] at [time] on [date]. If you can’t make your appointment please respond reschedule or cancel.
It’s time for your six-month cleaning, [patient name]. To book your next appointment with [dentist] call us at [number] or use this link to schedule online: [link]
Hi [name]. We missed you at your [dental service] today. Please or text so we can help you reschedule the appointment.
Veterinary offices
Hi [contact name]. This is a reminder that [pet name] has an appointment with [veterinarian] on [date] at [time]. Let us know if you need to reschedule!
[Vet clinic name]: Time flies! It’s time for [pet name]’s annual check-up. 🐾 Do you want to schedule yours today? Reply here or head to this link for online booking options: {{link}}.
[Vet clinic name]: Our records show [pet name] is due for [vaccine name]. Reply here or follow the link to schedule an appointment online: {{link}}.
<h2 id="homeservices">Home services appointment reminder text templates</h2>
Pest control reminders
Hi [contact name]. This is [name] from [company.] Your fumigation for the property at [address] is [date] at [time]. Please remember to remove all living things, including pets and plants from the property. Here is a link to other ways you can prepare: [link to blog].
Hi [contact name]. Your pest control treatment is scheduled for [date] at [time]. Please let us know if you have any questions.
It’s that time of year again. The best time to spray for [bug] is [month]. If you’re interested in setting up an appointment, reply to this text or call us at [number]. - [Pest control company]
Lawn care reminders
Hello [contact name]. [Company] will be heading over to [mow, garden, or perform X service] on [date] at [time]. Call or text [number] to reschedule your appointment.
Hi [contact name]. Your consultation for [lawn care service] is [date] at [time]. Please let us know if you need to reschedule. - [Lawn Care Company]
Plumbing services reminders
Hello [contact name]. Our expert plumber [name] will be heading to fix [thing in need of repair] on [date] and [time]. Call or text [number] to reschedule your appointment.
Hi [contact name]. Our records show it’s time for routine maintenance on your [item]. Want me to schedule that for you? - [name] from [company]
Hi [contact name]. Don’t sweat! Our handyman is set to arrive to help with the [item] repair between the hours of [time] and [time] today. Please keep your pets away from work areas.
Electrician services reminders
Hello [contact name]. Our expert electrician, [name], will be heading to fix [thing in need of repair] on [date] and [time]. Call or text [number] to reschedule your appointment.
Hi [contact name]. A reminder that our electrician is slated to arrive in [X] hours. Please ensure someone is home to let [him/her/them] in.
Other home repair services reminders
Hi [contact name]. This is a reminder that [employee name] from [company] will arrive at [address] on [date] at [time]. We will be in touch if there are any delays.
Home cleaning reminders
Hi {contact name]. We will arrive on [date] between [time] and [time] to start cleaning your [property] at [address.] Let us know if you need to reschedule. - [name] from [company].
Hi [contact name]. Thanks for inquiring about our cleaning services. Our phone consultation is slated for tomorrow at [time]. Let us know if you need to reschedule!
Interior design reminders
Hi [contact name]. Your home consultation with [employee name] at [company] is [date] at [time]. Please let us know if you need to change your appointment.
Hi [contact name]. The [furniture item] I ordered for you is slated to arrive tomorrow. Just a reminder that you need to be home to accept it. - [employee name] from [company.]
Pool service reminders
Hi [contact name]. Your [pool service] is slated for [date] at [time]. Please make sure we have access to the pool area. You can call or text this number with any questions.
Hi [contact name]. Your consultation with our pool designer is [date] at [time]. Please let us know if you need to reschedule. - [employee name] from [company].
Summer is almost here ☀️ Pool opening appointments are filling up fast. This is a reminder to schedule yours now to get the time you want. - [company name]
<h2 id="financial">Financial and legal services appointment reminder text templates</h2>
Banking services
Good morning, [name]. You have a [loan type] loan consultation scheduled with [employee] on [date] at [time]. Reply 1 to confirm, 2 to reschedule, or 3 to cancel.
Hi [contact name]. You’re scheduled to speak with one of our bankers on [date] at [time]. Please call/text to reschedule.
Financial adviser
Hello, [contact name]. This is [adviser name] with [company]. This is a reminder that your retirement planning consultation is on [date] at [time]. I look forward to working with you!
Hi [contact name]. Our initial consultation is slated for [date] at [time]. Please let me know if you need to reschedule. Please remember to bring the documents outlined in this link [link].
Tax professional services
Hi {name]. This is a reminder that your tax assistance appointment with [company] is scheduled for [date] at [time]. Please remember to bring your W2 and other tax documents. To see the full list of documents to bring, go to this link: [link]
Hi [name]. Appointment slots for this tax year are filling up quickly. This is a reminder to schedule your appointment soon if you need help this tax season. - [employee name] from [company].
Legal services
Hi [name]. This is a reminder for your court summons. You are scheduled to appear on [date] at [time]. Please arrive 15 minutes early. - [lawyer name]
Hi [name]. Your consultation is [date] at [time]. Please call or text if you have any questions in the meantime. - [lawyer name] from [company].
<h2 id="beauty">Beauty salon appointment reminder text templates</h2>
Hair salon
Hi [name]. Just a quick reminder that your hair cut and color is [date] at [time]. See you soon! -[hair stylist name], [salon]
Hi [name]. It’s been a while since your last [hair service] at [salon name]. Book online by clicking this link: [link].
Nail salon
Hi [name]. [Name] here from [company]. Your appointment with [employee name] is [day of the week] at [time]. Visit us at [link] if you need to reschedule. Appointments cancelled within 24 hours are subject to our cancellation fee.
Hi [name]! Your last nail fill at [company] was [x] weeks ago! Do you need to schedule another appointment? - [employee name] from [salon].
Hair removal services
Hi [name]. This is a friendly reminder that your appointment with [employee] on [date] at [time]. Please call or text to reschedule.
Hi [name]! This is [name] from [company]. I have you scheduled for a [service] with [employee name] on [date] at [time]. See you there!
Hi [name]. It’s been a while since we’ve seen you! Remember to schedule your appointment by [date] to keep your VIP status.
<h2 id="wellness">Wellness businesses appointment reminder text examples</h2>
Gym and fitness studios
Hi [name]! This is [name] from [gym]. This is a reminder that your tour of our facility is scheduled for tomorrow at [time].
Hi [name]. Your [workout] at [gym name] is on [date] at [time] for [length of time]. 💪 See you there! - [personal trainer name].
Massage services
Hi [name]. Relaxation is near! Your [X]-minute massage with [masseuse] is [date] at [time]. -[company name]
Hi [name]. [Name] here from [company]. You have one massage session left this year! Remember to book an appointment before it expires.
<h2 id="propertymanagement">Property management service text template examples</h2>
Real estate agent services
Hi [contact name]. I wanted to send a quick reminder that your scheduled showing for the [type of property] at [address] is [date] at [time]. Please call or text if you need to reschedule. - [real estate agent name] from [company]
Hi [contact name]. [Agent name] here from [company]. I wanted to remind you of an upcoming open house for a beautiful property at [address.] It is [date] from [time] to [time]. We hope to see you there.
Hi [contact name]. Your home inspection is scheduled for [date] at [time]. Reply if you need to change the appointment date or time! Thanks - [real estate agent name] from [company name].
Access more real estate SMS templates
Leasing and property management
Hi [name]. This is a reminder that maintenance needs access to all units on [date] for routine checks. Please make sure you are home or drop a set of keys at the office before you leave.
Hi [name]. Your apartment tour at [address] is tomorrow at [time]. Please notify the doorman when you arrive. Can’t wait to show you the units we have available!
<h2 id="hospitality">Hospitality and travel appointment reminder text templates</h2>
Hotel and lodging
Hi [contact name]. This is [name] from [hotel]. We can’t wait to see you in [X] days! Remember that check-in is [time].
Hi [contact name]. Thanks for booking with [hotel]. We can’t wait to see you on [date] and [time]. If you have any questions about your upcoming stay, visit our website via this link [link] or text us here!
Food services
Hi [contact name]. Your reservation at [restaurant name] for [number of people] is date at [time]. Please call or text us at [number] if you need to reschedule.
Travel agencies
Hi [contact name]. Your initial call with [travel agent name] is [date] at [time]. Let us know if you need to reschedule!
Hi [contact name]. Your next call to finalize your itinerary is [date] at [time]. Please remember to have [items needed]. -[Travel agent name] from [company.]
<h2 id="education">Education appointment reminder text templates</h2>
Higher education
Hi [student name]. This is [adviser] from [college name]. I just wanted to remind you that your advisory meeting is [date] at [time]. We provide a 5-minute grace period, but after that will result in the automatic cancellation of your appointment.
Hi [student name]. Your [class subject] tutoring session with [tutor name] is [date] at [time]. Please remember to bring the course material you want to cover. For directions to the [location], click this link: [link].
Hi [student name]. This is a reminder that your first day of orientation is [date]. Please arrive at [location] at [time]. Thank you!
View more school SMS templates
<h2 id="automotive">Automotive company appointment reminder templates</h2>
Auto repair shop
Hi [name]. This is [auto repair store name]. Your [vehicle] is scheduled for a [service] on [date] at [time]. Please confirm by replying C. For directions, click this link: [link].
Hi [name]. Thanks for booking online with [repair shop.] This is a reminder that your vehicle inspection at [store name] is slated for [date] at [time]. Please call the store at [phone number] to reschedule.
Car dealerships
Hi [contact name]. Thanks for scheduling a test drive with [dealership name] in [city]. We will see you this week [day of the week] at [time]. Please remember to bring a valid driver's license.
Hi [contact name]. Your trade-in evaluation at [dealership] in [city] is scheduled for this [day of the week] at [time]. Please call or text to reschedule your appointment.
See more car dealership SMS templates
<h2 id="talentacquisition">Talent acquisition appointment reminder text templates</h2>
Recruiting
Hi [contact name]. This is [recruiter] from [business name]. Your consultation appointment is [date] at [time]. Please remember to bring an updated version of your resume and fill out this form: [link]. I can’t wait to help you find your next dream role!
Hi {name]. [Recruiter] here with [company]. Your interview is scheduled with [employee] on [date] at [time]. You will receive a call from our office. Let me know if you have any questions!
Find more recruiting SMS templates
<h2 id="retail">Retail appointment reminder text templates</h2>
Clothing store
Good morning, [contact name]. You RSVP’d to attend [company]’s [event] at [date] at [time]. We can’t wait to see you!
Hi [contact name]. Your exclusive fit specialist will meet you at [store location] at [date] and [time]. Let us know if you need to reschedule.
Furniture store
Hi [contact name]. Your [furniture item] is slated to arrive between [time] and [time] on [date]. Please make sure someone is home to accept the delivery.
Hi [contact name]. Your home decor appointment with [employee] is [date] at [time]. We can’t wait to see you. - [employee name] from [company]
Technology store
Good afternoon, [contact name]. Your appointment to get [item] fixed is [date] at [time]. See you soon! -[company name]
<h2 id="bestpractices">10 best practices for sending appointment reminder texts</h2>
Keep timing in mind
You want to ensure that your appointment reminder text is sent close enough to the appointment date. But, you also want to make sure it is far enough in advance to ensure customers could reschedule if needed without breaking your policy.
Many businesses have a 24-hour cancellation policy. In this instance, you would want to send the appointment reminder prior to that 24-hour mark. Perhaps 48 hours before the appointment to give customers a full day to reschedule or cancel.
The right timing may look different from business to business. To find the timing that works best, test a few timing options and select the one that produces the best result.
Find the right frequency for your business
A singular appointment reminder text may be enough for some businesses, while others may need a series of appointment reminders. The important thing is to find the cadence that works well for your business.
For example, some businesses send appointment confirmations right after a customer books a service. This single appointment reminder may be enough in some instances, especially if the appointment is in the next day or so. But for others, sending another reminder may be key.
The great thing is that the average text message is read in the first three minutes it is received. This ensures that customers read your message when your business wants them to.
Get an opt-in and allow opt-outs
Make sure you get consent to text your contacts as required by law. There are several ways to get consent from customers to text them. This includes asking customers in person, having them text you first, or having them fill out a form.
Additionally, make sure customers can opt-out of your messages at any time. Make it easy by selecting an SMS software provider that removes customers from SMS lists if they reply with words like “STOP” or “UNSUBSCRIBE.” The right software will do this automatically.
Stick to the important details
The point of a text reminder is to ensure customers don’t forget about the appointment. As a result, it is important to include the important details in your SMS.
Plus, text messages are limited to 160 characters, making it imperative to be concise.
The important details to include in a text are the appointment date and time. You may also want to include the location of the appointment if applicable.
If you need to send other information like a patient intake form, consider letting customers know you will send that information in an email.
Let people know they can text you back
While business texting is growing in popularity, many customers aren’t aware they can text back. As a result, it is a good idea to let customers know they can reply to your messages.
One easy way to let customers know this is to ask them to reply to your message to confirm appointments.
Having two-way conversations via text is helpful for both customers and staff. For example, customers may prefer to reschedule their appointment via text message rather than a phone call. Plus, it can be easier for staff to manage multiple text conversations at the same time from a single inbox than multiple phone calls.
Include cancellation policies
Appointment cancellation policies can deter people from last-minute cancellations. But, if you have a cancellation policy, explicitly state it in your appointment reminder.
You want customers to be in the know about the policy. This is especially true if missed appointments can cost money. Don’t risk upsetting customers because you weren’t transparent about the policy. Instead, enable customers to make informed decisions about cancelling if they must.
Personalize your text messages
Business texting is a more intimate form of communication than phone calls or email. Remember you are reaching customers on their personal mobile devices. They use these to communicate with friends and family. As a result, make sure your messages feel personalized and not like a giant text blast.
This will help customers feel more at ease and willing to stay subscribed to your SMS list.
One way you can personalize the message is by using the recipient’s first name.
Textline allows you to personalize your messages with custom fields like first name, appointment time, and more.
Introduce yourself in each message
Don’t assume your contacts saved your business texting number on their mobile phones. Chances are, they didn’t! As a result, make sure you introduce yourself or your business in the message so customers know who is reaching out.
Consider automated appointment reminders
Many SMS platforms on the market can help you automate and schedule appointment reminders in advance. This will help you simplify your workflow to save time.
Textline allows you to schedule appointment reminders in advance, send automated reminders, and create text templates to save time.
Understand customer preferences
The reality is that some customers prefer to receive reminders via SMS, while others may prefer getting a phone call or email instead. To build better relationships with your customers, understand this preference and create different lists to help you manage these reminders and preferences. You can also use an omnichannel strategy for customers, such as sending one customer both an email reminder and an SMS reminder.
<h2 id="autopilot">Put your appointment reminder text messages on autopilot</h2>
Don’t lose out on revenue from customers forgetting about appointments. Instead, gently remind customers about their upcoming sessions by sending an SMS message. Since customers cancel less than 5 percent of all scheduled appointments after receiving a text reminder, you can rest easy knowing more customers will show up.
We also have a list of appointment confirmation templates. You can read those here to help reduce missed appointments.
To try sending appointment reminder texts via Textline, sign up for a 14-day free trial here. You can send your first message in minutes. Plus, with features like text scheduling, automation, and the ability to send messages in bulk, we make it easy to manage appointment reminders for both large and small businesses. With our free trial, there is no credit card required.
