Appointment Reminder Templates: A Must-Have for Successful SMS Campaigns

No-shows and missed appointments are the financial and operational headaches for businesses in the US. As per the study, missed healthcare appointments in the United States cost around $150 billion /year.  Another study shows beauty professionals face 1 to 2 no-shows/week that incur yearly income loss of around $5,000. Here is where appointment reminder texts come to a rescue. Businesses can use reminder text messages to reduce no-shows and protect against lost income. Sending such SMS appointment reminders can increase revenue and keep your business running smoothly.

Now, one question pops into your mind – can’t we use phone call reminders? Of course, you can, but this method is time-consuming and costly. 75% – 78% of customers prefer to talk with the business via SMS instead of call. The SMS delivery rate is 98%, and the response rate is 45%. Even fewer customers tend to cancel their scheduled appointments after receiving an appointment reminder text.

This blog has shared different appointment reminder templates for various industries.

Different Types of Appointment Reminder Templates

There are various types of appointment reminder templates. We will cover a few of them in the next section.

1. Basic Appointment Reminder Templates

A basic appointment reminder template is straightforward and easy to customize for various needs. The basic appointment reminder template is suitable for formal environments such as law firms, corporate meetings, clinics, etc. Its structure is simple and professional.

For example,

A dental clinic can use the following template to remind patients about their monthly checkups. The clinic includes the confirmation prompt to set their schedule accordingly and optimize the appointments.

Hi [Name], this is a gentle reminder for your appointment on [Date] at Time] with [Clinic Name /(provider)]. Revert ‘YES’ to confirm or ‘No’ to reschedule.

If the character count allows, you can include brief information about the cancellation policy or additional information, as shown in the below image.

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• Personalized Friendly Reminder Template

The personalized, friendly Reminder gives a gentle reminder but without being pushy. This is the perfect reminder text message that you can send to encourage clients to repeat bookings or after casual appointments. You must ensure your reminder SMS maintains a friendly tone that perfectly aligns with your brand identity. This template is ideal for less formal industries such as recreational services – salons, spas, etc. The structure of your reminder template should be friendly and approachable.

For example,

Hey [Name], this is a friendly reminder about your [service] appointment with [spa name (provider)] at Time] on [Date]. See you soon!

Hi [Name]! Just a friendly reminder about your appointment with [business name] on [Date, Time]. We’re excited to welcome you! Need any assistance or further help? Feel free to Reply ‘HELP’ or call us at [phone number]. See you soon!

• No-show Reminder Template

Some customers miss appointments. This no-show appointment reminder template lets them reschedule their appointment. It shows professionalism and empathy. The structure of this message should maintain an understanding and courteous tone.

For example,

Hey [Name], we missed you at your appointment on [Date]. Want to reschedule? Let us know. We’re here to help!

Hey [First Name], we noticed you missed your [appointment/service] scheduled for [Date, Time]. We would be happy to help you reschedule at your convenience. Call us at [phone number] or Reply ‘RESCHEDULE’.

• Urgency Reminder Template

This template is perfect for last-minute reminders or cancellations. This urgent appointment reminder template prioritizes the time-sensitive nature of the appointment.

For example,

A service-based business can use this template to remind clients about their appointments. Here, the term “in 2 hours” creates urgency in the recipient’s mind. It will remind customers at what time they need to leave home. However, ensure you don’t use this template as your sole appointment reminder text as it is the last-minute reminder text; it won’t give you much time to fill a vacant slot in case the client cancels their appointment.

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Hi [Name], it’s a final reminder for your [service] appointment at [Time] today. If you want to reschedule, let us know.

• Follow-Up Reminder Text Template

Sometimes, customers won’t respond to your initial reminder message or confirmation request. It seems frustrating. However, you can use the simple follow-up reminder text message that allows customers to cancel, confirm, or reschedule their appointments. It encourages continued customer engagement and builds customer loyalty.

For example,

Hey [Name]! Thanks for visiting [service provider name] on [Date]! We hope you had a great experience! Let’s know if you have any questions or need further assistance.

We noticed you haven’t completed [specific action] yet, and we’d love to help you out. Have any questions or need assistance? Reply here, we’ ll get right on it!

• Event Reminder SMS Template

Whenever you want to remind people about specific networking, promotional, or pop-up events, you can use this event reminder text message sample template. Such reminder SMS helps you invite people to join your event or remind them about it.

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For example,

Friendly Reminder: [pop-up event-name] starts tomorrow at [Time]. We hope to see you there for this fun event. For more details, click here:[Link].

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Just a friendly reminder [Name]! [Event Name] happening on [Date] at [Time]. We’re so excited to see you at [Venue Name]! Got questions or need directions? Text ‘HELP’ and we’ve got you covered. See you soon!

2. Industry-specific Appointment Reminder Templates

SMS templates are reusable texts that you can use to send appointment reminders faster. You can choose and personalize the template based on your industry and message purpose. Here are some industry-specific appointment reminder templates that you can customize according to your industry and needs.

• Real Estate

A real estate agent can ensure that the prospective buyers visit their scheduled property tour and come fully prepared. Therefore, they can use this template to improve efficiency and engagement.

Hi [Name], this is the Reminder for your property viewing appointment on [Date] at [Time] with [Agent Name]. Please bring documents you’d like to discuss. See you on [Date].

• Insurance

When an insurance agency wants to reduce continuous follow-ups and help clients prepare for meetings, they can use this reminder template.

Hey [Name]! This is a gentle reminder about your insurance consultation with [Agent Name] on [Date] at [Time]. Please bring the necessary documents and paperwork. Reply ‘YES’ to confirm and ‘RESCHEDULE’ to reschedule.

• Solar

A solar energy company can use this template to set expectations and make sure that the clients are ready for the consultation appointment.

[Solar Company Name]: [Client Name], your solar system installation consultation is scheduled for [Date] at [Time]. We’ll discuss options tailored to your home. See you!

• Hotels Hospitality

Hotels can use this reminder template to welcome their guests and make their stay more personalized.

Hey [Name]! We’re excited to host you at [Hotel Name] on [Date, Time]. Your check-in is at [Time]. If you’ve any special requests, let us know!

• Car Dealerships

Car dealerships can use SMS appointment reminders to remind clients to bring the necessary documents to their test drive appointments. These reminder texts ensure a smooth test-drive process.

[Name], this is a reminder message regarding your test drive appointment with [dealer] on [Date, Time]. Don’t forget to bring your driving license.

• Ecommerce Retail

If you own an eCommerce/retail brand, you can use this reminder text message to offer in-person or virtual consultations. It will help you improve customer experience.

Hey [Name]! Your personalized shopping session with [Retail Associate Name] is confirmed for [Date] at [Time]. See you soon!

• Media Advertising

Do you want your clients to show up for the strategy sessions? If yes, use this reminder SMS template for your media advertising agency so that they don’t forget to attend the session, which is important for campaign planning and execution.

Hi [Name]! You’ve a consultation session with [agency name] to discuss the advertising strategy on [Date] at [Time]. We look forward to assisting you.

• Non Profit

Non-profits can use reminder text message templates to engage volunteers and ensure event attendance.

Hey [Name]! This is a reminder for you to meet with [non-profit’s owner name] on [Date] at [Time] to discuss the upcoming volunteer opportunities. See you on [Date]!

• Healthcare

Hospitals and healthcare organizations can use this appointment reminder template to make sure that patients arrive on time. It helps reduce no-shows and missed appointments.

Hello [Patient Name], this is a friendly reminder about your upcoming appointment scheduled for [Date, Time] at [Clinic Name]. Please confirm whether or not you’re available, and feel free to reach out if you need anything. You can contact us at [phone number]. We look forward to assisting you!

• Restaurants & Bars

Do you want to minimize last-minute cancellations and keep your seating arrangements optimized at your restaurants and bars? This reminder text message can help you with this.

Hey [Name]! Your reservation at [Resturant/Bar] is confirmed for [Date, Time]. Reply ‘YES’ to confirm or call us for changes. We look forward to serving you!

• Recreational Services

No-shows and missed appointments can decrease the revenue for your salons and spas. Even late shows can mess up your entire schedule. In such a case, you can prevent no-shows and late-shows by sending reminder text messages. Use this SMS template for it.

Hey [client name]! We look forward to seeing you at [appointment time] today for your [service type]! Reply ‘STOP’ to unsubscribe.

Such messages ensure high participation rates.

• Travels & Tourism

Travel agencies can use this template to confirm appointments for trip planning and itinerary discussions. It ensures that your customers are well-prepared.

Hi [Name]! This is a reminder message for your travel consultation with [travel agency name] on [Date] at [Time]. Reply ‘CHANGE’ to reschedule and ‘YES’ to confirm.

How to Use Appointment Reminder Text Messages More Effectively?

You can use appointment reminder templates not only to avoid no-shows or missed appointments. You can use it to confirm, cancel, or reschedule. Using an automated SMS marketing platform like Textdrip, you can automate these reminders and improve customer communication. Here are a few template examples.

Textdrip lets you schedule and automate reminder messages according to appointment dates and time. It ensures that no manual follow-up is required. Even the platform lets you personalize the message by including client’s name, service name, to create a more engaging experience. A two-way texting feature lets customers confirm or reschedule appointments directly. It simplifies the process.

Put Your Appointment Reminder Text Messages On Auto Mode With Textdrip

When your customers forget about appointments, you lose revenue. It is where SMS appointment reminder messages help remind customers about their upcoming appointments. You can use the automated SMS marketing platform Textdrip, which has impressive features like Schedule Messages, Drip Campaigns, and Reminder Drip. The platform makes sending reminder text messages a breeze with its AI text generator and Spintext built-in tool. Take Textdrip’s FREE trial or book a demo and see how to automate SMS and schedule text reminders with just a few clicks. Sign up now!