Text Confirmation for Appointments: How to Set Up and Use SMS Reminders

Sending appointment confirmation text helps businesses avoid missed work and saves time finding and contacting clients.

Confirmation appointment text, in summary, results in increased productivity, fewer available appointment times, and up to a 20% increase in revenue.

Most customers appreciate receiving texts from businesses. This guide provides our best advice for crafting appointment confirmation emails that improve customer engagement and support efforts. Additionally, use our appointment confirmation language samples to spark your imagination.

Why SMS Appointment Confirmations are Better than Phone Calls

SMS appointment confirmations benefit everyone who uses them. The typical customer already looks at their phone 150 times every day. Texting them is an effective and inconspicuous technique to inform them about impending appointments.

Unlike a phone call, a text message enables recipients to reply whenever convenient and offers an easily accessible record of all the pertinent details.

Template Examples for an Appointment Confirmation Text

Hi [Name],

This confirms your appointment on [Date] at [Time] is scheduled. Please let us know at least [Number] hours in advance if you need to reschedule or cancel.

Thank you,

[Your Name]

Confirmation: Your appointment with us is confirmed for [date] at [time]. Please reply ‘YES’ to confirm or ‘NO’ to reschedule.
Reminder: Don’t forget about your upcoming appointment with us on [date] at [time]. Reply ‘CONFIRMED’ to confirm or ‘RESCHEDULE’ to change the date and time.
Appointment Alert: Your appointment with [business name] is set for [date] at [time]. Please text ‘CONFIRMED’ or ‘RESCHEDULE’ to confirm or change the date and time.
Appointment Reminder: This is a friendly reminder that you have an appointment with us on [date] at [time]. Text ‘YES’ to confirm or ‘NO’ to reschedule.
Appointment Confirmation: Your appointment is confirmed for [date] at [time]. Please text ‘CONFIRM’ or ‘RESCHEDULE’ if any changes need to be made.
Reminder Alert: Don’t forget about your upcoming appointment with [business name] on [date] at [time]. Text ‘CONFIRMED’ or ‘CHANGE’ to confirm or reschedule.
Appointment Reminder: Just a reminder that your appointment with us is scheduled for [date] at [time]. Please text ‘YES’ to confirm or ‘NO’ to reschedule.
Confirmation Alert: Your appointment is confirmed for [date] at [time]. Please text ‘CONFIRM’ or ‘RESCHEDULE’ if any changes need to be made.
Appointment Reminder: A reminder that your appointment with [business name] is set for [date] at [time]. Text ‘CONFIRMED’ or ‘CHANGE’ to confirm or reschedule.
Confirmation: Your appointment is scheduled for [date] at [time]. Please text ‘YES’ to confirm or ‘NO’ to reschedule.

4 Tips to Write an Effective Appointment Confirmation Text

Here are a few tips for writing a clear and compelling appointment confirmation text:

Use a friendly and professional tone.
Include the date, time, and purpose of the appointment.
Specify the cancellation policy, including how much notice is required to reschedule or cancel.
Thank the recipient for their business or for scheduling the appointment.

7 Best Practices for Writing an Appointment Confirmation Text

Collect an opt-in

An opt-in is required before texting someone. The Telephone Consumer Protection Act, or TCPA, mandates opt-ins for texting a number. Cold texting is prohibited. The TCPA has fines starting at $500 for failure to get an opt-in.

Use your customer’s name.

Personalization produces outcomes. According to an Infosys poll, companies who tailor their marketing messaging see increased sales, earnings, and customer loyalty.

You can get these advantages by using the name of your consumer. Naturally, you’ll need to modify this best practice for your company. If you work for a salon, you should use first names. Consider utilizing professional titles in your SMS greeting if you work for a law firm.

Introduce yourself to the recipient

When sending a reminder SMS, it can be simple to forget to introduce yourself or your company. A consumer may have agreed to receive messages from your company but still need to save your number in their address book. Every automated text you send a customer should contain your company name.

Include the appointment date and time

Include the appointment’s date and time when texting an appointment confirmation or reminder. In this manner, people can recheck their appointment times by opening their phones.

Inform about your cancellation policy

In your appointment confirmation SMS, include any cancellation policies you may have. Your cancellation policy should be clear, especially if a missed appointment could result in financial loss.

A cancellation policy can help in preventing last-minute cancellations. Most cancellation policies take effect 24 hours before an appointment, but you can select one that best suits your industry and unique business requirements.

Add a phone number so people can text you back.

Customers increasingly use business texting to communicate, but many must realize they may text businesses back. Reminding clients that they can text you back at the number you texted from is a good idea. Or, if you’d rather have them call in, give them the phone number.

Since texting is a two-way communication medium, staff members may find managing many texts at once simpler than phone calls or emails. This is because sending a text is rapid and doesn’t involve waiting for a response from the recipient.

Include alternate contact information

Even though texting is an excellent tool for communication, it’s a good idea to mention other ways of getting a message across in your reminder texts. Ask clients or patients to phone or email to cancel or reschedule appointments if you want to utilize texting to confirm them.

Making your business phone and SMS numbers the same is often a good idea. If your business texting and phone numbers differ, you can shift calls from the former to the latter.

Save Time and Automate Your SMS Appointment Confirmations With PowerTextor

The platform PowerTextor is simple to use, reasonably priced, and appropriate for companies of any size and sector. PowerTextor’s capabilities include scheduling, automatic responses, two-way texting, and the capacity to send longer texts, making it simple and quick to begin SMS communication with customers.