A stream of no-shows can negatively affect revenue and operations. If someone doesn’t make an appointment, you lose money on time and waste resources. One of the most cited reasons that people miss appointments is due to forgetfulness. That’s where a simple appointment confirmation message comes in handy.
Appointment confirmation texts help businesses reduce their no-show rate and give customers peace of mind that their appointment is indeed scheduled.
In this blog, you’ll get 41 appointment confirmation text templates to use and understand why texting is one of the most effective ways to confirm appointments.
Jump right to:
- Why is texting a great channel for confirming appointments?
- 41 appointment confirmation text templates, by industry
- 8 appointment reminder text templates
- 9 best practices for sending appointment confirmation texts
<h2 id="Why">Why is texting a great channel for confirming appointments?</h2>
The reality is that texting cuts through the flood of emails, nonstop push notifications, and unknown phone calls. In fact, text messages have a high open-rate of 98 percent, which is nearly five times the open rate of email. Texts also have nearly eight times higher response rate than email. These impressive stats show that texting increases your chances of a response to an appointment confirmation message.
Plus, with the rise of spam calls from unknown numbers, customers are also more likely to see a text than pick up a phone call.
<h2 id="Examples">41 appointment confirmation text templates, by industry</h2>
Whether you’re looking for a patient to confirm a medical appointment or remind a consumer about a home service delivery, we have a text template for you.
Healthcare
1. Dental appointment confirmation
Hi, [Name]! You have a [Dental Service] scheduled with [Dentist] on [Date] at [Time]. Reply C to confirm or call our office at [Number] to make any changes.
2. PCP appointment confirmation
Good afternoon, this is [Receptionist] with [Hospital or Clinic]. [Name] is scheduled for an appointment with [Doctor] for a [Reason for Visit] on [Date] at [Time]. Please confirm your appointment by replying CONFIRM.
3. Telehealth appointment
Hi [Name]! This is [Telehealth Provider]. Please reply CONFIRM to this text message to confirm your upcoming appointment on [Date] and [Time].
4. In-home health visit
Hi [Name]. This is [Employee Name] from [Home Health Agency]. We’ll be stopping by at [Date] and [Time] for our visit. Please reply YES to confirm you’ll be around to let us in.
Veterinary and pet care
5. Vet appointment confirmation
Hi, [Name]! [Pet Name] is confirmed for an appointment with [Veterinarian] on [Date] at [Time]. Reply C to confirm your appointment or R to reschedule.
6. Pet grooming service appointment
Hi [Name]. You have a grooming appointment at [Company Name] on [Date] and [Time]. Reply C to confirm your appointment.
7. Pet boarding stay
Hello, [Name]. This is [Company Name]. This message is to confirm your pet’s stay from [Date] to [Date]. Please reply C to confirm those dates.
Beauty and wellness
8. Laser hair removal appointment confirmation
Get ready! You are scheduled for a laser hair removal appointment on [Date] at [Time]. Reply C to confirm. See you soon.
9. Hair salon appointment confirmation
Good morning, [First and Last Name]. This is [Receptionist] with [Hair Salon]. I have you scheduled for a [Service] with [Stylist] on [Date] at [Time]. Please reply YES to confirm your appointment.
10. Personal trainer appointment confirmation
Hey, [First Name]! I have you scheduled for a [Workout] at [Location] on [Date] at [Time] for [Length]. Let me know if you have any questions. Best - [Personal Trainer].
11. Massage confirmation text
Hello, [Name]. This is [Name] from [Massage Company]. You’re scheduled for a massage at [Date] and [Time] with [Masseuse]. Reply C to confirm.
12. Gym or studio free trial class
Hi [Name]. [Studio] has you booked for a free class on [Date] at [Time]. Reply C to confirm your spot. Can’t wait to see you in the studio!
Home services
13. Pest control appointment confirmation
This is [Company]. We will be performing your pest service on [Date] at [Time]. Please make sure your gate is unlocked and any pets are secure. Call or text [Number] to reschedule.
14. Solar panel consultation appointment confirmation
[Name], you are scheduled for a solar panel consultation with [Employee] on [Date] at [Time]. Please confirm your appointment by replying C.
15. Lawn mowing service appointment confirmation
Hello, [Name]. [Company] will be mowing your lawn on [Date] at [Time]. Call or text [Number] to reschedule your appointment.
16. Maid cleaning service
Hello, [Name]. This is [Name] from [Company] confirming your [Type of Clean] is slated for [Date]. Cleaners should arrive around [Time]. Please call us if you need to reschedule.
17. Junk removal service
Hi [Name], this is [Company] here. We will arrive [Date] between [Time] and [Time] to pick up your [Item]. Reply C to confirm this arrival window still works for you. Call [Number] to reschedule.
18. Plumbing or repair service
Hi [Name], [Employee Name] from [Company] here. A plumber will arrive [Date] between [Time] and [Time] to look at [broken item]. Reply C to confirm your appointment. Call [Number] to reschedule.
Financial services
19. Financial aid appointment confirmation
Good morning, [First Name]. You’re scheduled for a financial aid consultation with [Bank] on [Date] at [Time]. Please reply YES to confirm your appointment, or call/text us to reschedule.
20. Home loan appointment confirmation
Good morning, [Name]. You have a home loan consultation scheduled with [Consultant] on [Date] at [Time]. Please call/text us at [Number] to reschedule your appointment.
21. Retirement planning appointment confirmation
Good morning, [Name]. You have a retirement planning consultation scheduled with [Consultant] on [Date] at [Time]. Please call/text us at [Number] to reschedule your appointment.
22. General bank advisor appointment confirmation
Good morning, [Name]. You’re scheduled for a consultation with [Advisor] on [Date] at [Time]. Please reply YES to confirm your appointment, or call/text us to reschedule.
Higher education
23. Student advisor meeting confirmation
Hi, [Name]. You have an advising visit with [Advisor] on [Date] at [Time] at [Location]. Lateness of more than 10 minutes will result in an automatic cancellation of your appointment.
24. Tutoring session
[First Name] is scheduled for a tutoring appointment with [Tutor] for [Subject] on [Date] at [Time] for [Duration]. Please bring all relevant course materials and a laptop or tablet.
25. Study room reservation confirmation
The study room [Number] in [Building] is reserved for [Name] for [Duration]. Please adhere to the rules posted on the board. Reply CONFIRM to keep your spot, CANCEL to cancel the reservation.
26. New student campus tour
Hi [Name]. This is [Name] from [University]. This text is to confirm your campus tour [Date] at [Time]. Meet at [Spot]. Text me here if you need to reschedule.
Real estate
27. Apartment viewing confirmation
Hi, [Name]. This is [Employee]. We have you scheduled to view [Unit] on [Date] at [Time]. Feel free to call or text this number if you have any questions. Thanks!
28. Open house confirmation message
Hello, [Name]. This is [Real Estate Agent] with [Company]. Are we still on to view houses on [Date] at [Time]?
29. Property repair confirmation
Hi, [First Name]. Our maintenance person will be coming by to repair your [Object] on [Date] at [Time]. Can you confirm that you’ll be home?
30. Move in confirmation
Hi [Name]. I just wanted to confirm that you will be moving into the new house at [location] on [date]. Please confirm by replying to this text!
Retail
31. In-store event confirmation
Hey, [Name]! We have you RSVP’d for our [In-Store Event] at [Location] on [Date] at [Time]. We look forward to seeing you. Still coming? Let us know by replying with your favorite emoji.
32. Dress fitting or styling appointment
[Name] is scheduled with a dress fitting with [Stylist] at [Location] on [Date] at [Time]. Please call or text us to reschedule. Thank you!
33. Furniture delivery confirmation
[Company] will be here with [Furniture Item] in [Duration]! Please reply “C” to confirm you will be home to let us in. You can track your delivery in real-time at [Link]. Reply STOP to stop messages.
34. White glove service shopping event confirmation
Good afternoon, [Name]. You are RSVP’d to attend [Company]’s early access sale on [Date] at [Time]. Please bring a form of identification to attend the appointment.
35. Tech support appointment confirmation
[Name] has an appointment with [Company] tech support in-store at [Location] on [Date] and [Time]. Reply C to confirm or call us at [Phone Number] to reschedule.
Recruiting and talent acquisition
36. In-person job interview confirmation
Hi, [Name]. It’s [Recruiter] with [Company]. You have an interview scheduled with [Employee] on [Date] at [Time]. I’ll text you parking details the day of. Let me know if you have any questions.
37. Phone call interview confirmation
Hi, [Name]. This is [Recruiter] from [Company]. You’re scheduled for a phone interview with [Employee] on [Date] at [Time]. You’ll receive a call from our office. Please let me know if you have any questions.
38. Video call interview confirmation
Hi, [First Name]! It’s [Recruiter] from [Company]. You are scheduled to meet with [Employee] on [Date] at [Time] for [Position]. I sent you a meeting invitation in your email. Please confirm by replying to this text.
Automotive and car dealerships
39. Test drive appointment confirmation
Hi, [First Name]. It’s [Salesperson] from [Dealership]. You’re scheduled for a test drive today at [Time]. I look forward to seeing you!
40. Service appointment confirmation
[First Name] is scheduled for a [Service] on [Date] at [Time]. Please reply YES to confirm, or call/text this number to reschedule or cancel.
41. Trade-in evaluation
Hi, [First Name]. We have you scheduled for a trade-in evaluation on [Date] at [Time]. Please confirm if that time works for you.
<h2 id="Reminder">8 samples of reminder texts similar to appointment confirmations</h2>
Confirmation messages serve as digital receipts and encourage customers to reply to confirm their attendance. Appointment reminders are similar, except they are typically sent closer to the date of the service and aim to encourage the recipient to attend. Here are a few reminder text message templates.
1. General appointment reminder
Hi, [Name]. This is a friendly reminder that you have an appointment scheduled with [Company] on [Date] at [Time] for [Service]. Please reply YES to confirm, or call/text us to reschedule.
2. Appointment cancellation confirmation
Your appointment with [Company] on [Date] at [Time] for [Service] was canceled. Please call/text us to reschedule.
3. Appointment reschedule confirmation
Hi, [Name]. Your appointment with [Company] for [Service] was updated to [Date] at [Time].
4. Order pickup reminder
It’s ready! Your order [Order #] from [Company] at [Location] is ready for pickup. Please bring a valid photo ID with you.
5. Payment reminder
This is a payment reminder for [Name]. You have an outstanding balance with [Company] for [$ Amount] due on [Date]. You can pay your balance here: [Link].
6. Missing documents reminder
Hi, [Name]. We are missing some documents from you to finish your [Service or Request]. You can find and update missing information here: [Link]. Please call/text us with any questions. Thanks!
7. Event reminder
[Name], you are RSVP’d to attend our event [Event Title] on [Date] at [Time]. We will text you with updates and a link 30 minutes before the event.
8. Cancellation policy reminder
Hi, [Name]. You have an appointment scheduled with [Company] on [Date] and [Time]. Please note, any cancellation within 24 hours of the appointment will result in a $25 charge on top of the missed service amount. Please call or text us at [Number] to speak with a receptionist.
<h2 id="Best">9 best practices for writing appointment confirmation texts </h2>
When used appropriately, confirmation texts are effective tools to mitigate no shows and keep schedules running smoothly. Here are a few best practices to ensure your appointments are kept or rescheduled effectively.
1. Collect customer’s opt-in
Before you can text someone, you need to collect an opt-in. An opt-in gives you consent to text a number, and it is required by the Telephone Consumer Protection Act, or TCPA. Unlike phone calls or emails, cold texting is illegal. Failure to obtain an opt-in can result in fines from the TCPA starting at $500.
There are various ways to collect a text opt-in. You can embed a form in your website, collect it over the phone, or on the platform where customers book an appointment.
2. Encourage customer replies
With a confirmation message, it’s important to ensure that clients actually CONFIRM they received your message and want to keep the appointment slot. You can do this so easily by including the simple phrase “Reply C to confirm your appointment.”
3. Make it easy to reschedule
Rescheduled appointments can be frustrating for businesses. However, a rescheduled appointment is better than dealing with gaps in your schedule or missed revenue from a no-show. Make it easy for customers to reschedule by providing instructions on how to do so. For example, simply ask them to call your office in order to reschedule.
4. Use the recipient's first name
Business texting is a more intimate form of communication than phone or email. Like how you text with friends or family, you should address your recipient by their first name. Using a first name helps you establish a relationship with customers.
5. Introduce yourself to the recipient
It can be easy to forget to introduce yourself or your business when sending a reminder text. Just because a customer has consented to receive messages from your business doesn’t mean that they have your number saved in their address book. You should include your business name in every automated text you send a consumer.
6. Include the appointment date and time
When sending an appointment confirmation or reminder text, be sure to include the date and time of the appointment. That way, someone can open their phone and double-check their appointment time.
7. Add your cancellation policy
If you have a cancellation policy in place, state it in your appointment confirmation texts. You want to be transparent with your cancellation policy, especially if a missed appointment can cost money.
A cancellation policy can help deter people from canceling at the last minute. Most cancellation policies go into effect 24 hours before an appointment, but you can decide what works best based on your industry and personal business needs.
8. Let people know they can text you back
Business texting is becoming a common form of communication for customers, but many customers don’t know that they can text back a business. It’s a good idea to remind customers that they can text you back at the number you texted from. Or, if you prefer to have them call in, tell them what number to call.
Texting is a two-way form of communication, and it can be easier for staff to manage multiple text conversations at the same time then a phone call or email. That’s because texting is quick, and doesn’t require receptionists to wait around for a reply.
9. Provide alternative forms of communication
While texting is a great communication tool, it’s good to include alternative forms of communication in your reminder texts. If you want to use texting to confirm appointments, you can ask customers or patients to call or email to cancel or reschedule appointments.
In most cases, it’s a good idea to make your business texting number and phone number the same. Or, you can transfer calls from your business texting number to your phone number if they’re different.
Confirm more appointments with Textline
While appointment confirmation messages can’t guarantee no-shows won’t happen, they do give you a much better chance of ensuring clients show up.
If you’re looking for a business texting platform that can help you automate and scale appointment confirmation messages, Textline is a no brainer. Textline is a feature-rich platform that helps teams schedule messages, automate replies, and build the messaging workflow that fits their unique business needs.
But, don’t just take our word for it. Get a demo with an experienced Textline team member today who will show you how the platform works to cut no shows.
