Looking to reduce no-shows and the number of back-and-forth messages from clients who need appointment reminders? One study found that an additional reminder text reduced no-shows by 7% and same-day cancellations by 6%.
In this article, we provide appointment reminder text templates you can use to remind customers of their scheduled appointments. We also outline some best practices to follow when sending reminder texts.
Plus, we’ll show you how you can send appointment reminders automatically and on a case-by-case basis, depending on your business needs.
6 Appointment reminder text message examples to avoid no-shows
If you’re looking for appointment reminder template examples, these six business text templates cover some of the most common types. Your appointment reminder texts may have a different tone and message depending on your industry. However, you can use the reminder templates below as a starting point.
1. General appointment reminder text
Hi [customer name], I’m [name] from [business name]. Thanks for booking an appointment with us. Just a reminder that your service is on [day, date, time]. Please click this link to reschedule: [URL]. Reply STOP to unsubscribe.
💡 Check out our appointment confirmation texts guide for industry-specific confirmation examples you can send after a customer books time.
2. Friendly SMS appointment reminder
Hi [customer name], [name] from [business name] here. This is a reminder that you have an appointment scheduled with [attendee name] for [day, date, time]. We look forward to seeing you. To opt out of text messages, reply STOP.
3. Request to reschedule appointment message
Hi [customer name], I’m [name] from [business name] reaching out to reschedule your appointment per your request. Please respond with a date and time convenient for you. To opt out of receiving texts, reply STOP.
4. Reminder with request for required documents
Hi [customer name], I’m [name] from [business name]. I’m reaching out to confirm your appointment for [day, date, time] and let you know that we’ll need the following documents to [action item]: 1. [Document 1] 2. [Document 2]
5. Request to cancel appointment message
Hi [customer name], we’ve canceled your appointment per your request. If you’d like to reschedule, please respond with a date and time. Reply STOP to opt out of texts.
6. Reminder with link for video or voice call appointment
Hi [customer name], I’m [name] from [business name]. Thank you for booking a 30-minute consultation call with us. Here’s the link for our video chat on [date, time]: [link] Please respond to confirm or reschedule the appointment.
💡If you’re looking to follow up with customers regarding any amount owed, check out our guide to payment reminder messages.
21 SMS appointment reminder templates by industry
Need to send an appointment reminder text specific to your industry? We’ve collected 21 of the most common text examples to help you reach customers quickly.
If you’re already a Quo, formerly OpenPhone, customer, you can save a text message template on your account. That way, you can quickly send reminders without repetitively typing the same message.
1. Healthcare appointment reminder
Hi [customer name]. You’ve scheduled an appointment with Dr. [name] at [business name] for [day, time]. Please respond to this text to confirm or reschedule the appointment. You can also reply STOP to opt out of texts.
Note: Healthcare professionals should avoid sharing protected health information over SMS. You must send HIPAA-compliant texts to avoid potential legal issues.
2. Real estate SMS appointment reminder
Hi [customer name]. I’m [name] from [business name], and we’re excited to show you [listing address] on [day, time]. Please text this number if you have any questions. Thanks.
Check out our real estate text messaging guide for more examples to help you nurture your client relationships.
3. Salon appointment reminder
Hi [customer name]. I’m [name] from [salon name]. Thanks for booking [service #1] and [service #2] with us on [day, time]. Please respond CONFIRM to confirm your appointment or CANCEL to cancel it. Feel free to call us if you have any questions.
4. Personal trainer appointment reminder
Hi [customer name]. I’m [personal trainer name] from [gym name]. Our training session starts at [time] on [date]. Please confirm the appointment by responding CONFIRM to this message. Respond CANCEL if you’d like to cancel or reschedule the appointment.
5. Tax consultation appointment reminder
Hi [customer name]. I’m [consultant name] from [tax consulting company name], reaching out to confirm our appointment scheduled for [time] on [day, date]. Please fill out our intake form and upload documents at [link] so your tax professional can prepare. Please send your confirmation by responding CONFIRM to this text message or CANCEL if you’d like to cancel or reschedule your appointment.
6. Event reminder text sample
Hi [customer name]. I’m [name] from [event management company name]. I just wanted to confirm you’re available for our appointment at [time] on [date] to discuss the pricing for your [event]. Please respond to this text to confirm or reschedule. Thanks.
7. Cleaning service reminder
Hi [customer name]. I’m [name] from [cleaning service name]. Thank you for booking our services. Please confirm that [time] on [date] works for you by responding CONFIRM. Please let me know if you have any questions. Thanks.
8. Pest control service reminder
Hi [customer name]. I’m [name] from [pest control service name]. I just wanted to leave a reminder about the pest control service you’ve booked for [date, time]. We’ll need [number] hours to complete the service. Please make arrangements accordingly. Respond CONFIRM to confirm the time and date works for you. Thank you.
9. Veterinary clinic appointment confirmation
Hi [customer name]. I’m [name] from [veterinary clinic] reaching out to confirm [pet name]’s appointment with [doctor’s name] on [time, date]. Please confirm that the scheduled time works for you by replying CONFIRM to this text. If you need to reschedule, please call our clinic at [clinic phone number].
10. Counselor appointment confirmation
Hi [customer name]. I’m [counselor name]’s assistant. I wanted to remind you of your appointment scheduled for [time] on [date]. Please respond CONFIRM to this text to confirm or CANCEL to cancel your appointment. Note that cancellations are subject to a $[amount] cancellation fee.
11. Research study reminder
Hi [participant name]. This is a friendly reminder to [task] before our [research study name] appointment tomorrow. Please respond to this message if you have questions. Thank you.
12. Interview reminder
Hi [candidate name]. [Name] from [business name] here. Your interview is scheduled for [time, date]. We look forward to meeting with you. Please confirm that the time and date work for you by responding CONFIRM to this message. Thank you.
Check out our texting for recruiters guide for more text message templates you can use when interacting with candidates.
13. Dentist or dental appointment reminder
Hi [customer name]. I’m [name] from [clinic name]. Your appointment with Dr. [dentist name] is scheduled for [time, date]. Please note that [prerequisites]. Respond CONFIRM to this message to let us know the time and date work for you. If you need to cancel or reschedule your appointment, please contact us at [office phone number].
Need more dentist appointment reminder ideas? Here are 21 templates you can use.
14. Repair shop appointment reminder
Hi [customer name]. I’m [name] from [repair shop name]. Your appointment for [vehicle] is scheduled for [time, date]. Respond CONFIRM to this text message to let us know you’re available for the appointment. Thank you.
15. Home service appointment reminder
Hi [customer]. [Technician] from [business name] will be at [customer address] at [time, date]. Please remember [business name] requires at least 24 hours’ notice with all cancellations. To reschedule, call [main office number].
16. Optometry appointment reminder
Hi [name], it’s time for your yearly eye visit on [date, time] with [clinician]. Please confirm by replying YES. You can rebook your appointment without penalty by visiting this link at least 24 hours before your existing time slot: [URL]. Feel free to call us at [phone number] with any questions.
17. Home repair reminder message
[Name], you’re scheduled for a [service] on [date, time]. Before our visit, please remember that [details of service]. Please keep all pets in confined areas until after our visit is complete. Please respond 1 to confirm and 2 to cancel. See you soon!
18. Package delivery reminder
Hello [name], thank you for being a valued [business name] customer. Your package with tracking code number [number] should arrive on [date, time]. If you have any questions about your order, please contact us at [phone number].
Does your team also use text to coordinate delivery times? You can check out how Carry uses Quo to organize same-day deliveries all over the US.
19. Massage service reminder text
Hi [name], your next massage at [business name] is scheduled for [date, time]. If you can still make your appointment, please reply Y. If you need to reschedule for a different date, please reply N. We’re looking forward to serving you soon.
20. Legal meeting appointment reminder
Hello [name], this is a reminder for your upcoming appointment at [business name] on [date, time]. Please remember to bring [items, documents] for your visit. You can confirm your appointment by replying YES. If you need to reschedule, please reply NO.
21. Interior design consultation reminder
Hey [name], this is [your name] from [business name]. We wanted to remind you of your interior design consultation on [date, time, location]. To confirm your appointment, please reply YES. We’re looking forward to working some magic on your property!
💡 Looking for more ways to reduce no-shows? Check out our guide to stopping last-minute cancellations.
How to write an appointment reminder text
Effective reminder texts are short and clear, but still include all the necessary details:
- Personalization. Include the customer’s name and type of appointment, such as fixing a leaking pipe.
- Clear appointment details. Include the date, time, location, and any parking instructions.
- Simple confirmation mechanism. Add a call to action like, “Reply Y to confirm or R to reschedule,” or include a reschedule link.
- Opt-out option. Include an opt-out in every text, like “Reply STOP to unsubscribe.”
- Business identification. Include your name and your business name in your first message to follow SMS compliance.
Here’s an example text that follows these effective text reminder writing tips:
Hi Sarah, this is Hot Box Fitness. Reminder: Your boxing class is scheduled for Thursday, Jan 9 at 2:00 p.m. at our downtown location. Reply Y to confirm or R to reschedule. Reply STOP to unsubscribe.
When to send appointment reminder texts
Here’s a simple schedule that works for most businesses:
- Immediate confirmation. Within five minutes of booking, send a confirmation that says, “We’ve got you down,” to build trust.
- Week-before reminder. For appointments scheduled over seven days out, you can send an early reminder. It gives clients a big window to reschedule if needed.
- 24–48-hour reminder. This is the classic reminder. Send it 24 to 48 hours before the appointment. It’s the perfect window for clients to confirm or reschedule without throwing your whole day into chaos.
- Day-of nudge. For some businesses — like home services where you need someone to be there — a quick “we’re on our way” text an hour or two before is a nice touch. For others, it might be overkill. You know your clients best.
How to send a reminder text from your iPhone
If you have an iPhone, there are three apps you can use to send a reminder text: the Shortcuts app, the Reminders app, and the Messages app. Let’s take a closer look at each one.
Send a reminder text from your iPhone using the Shortcuts app
Shortcuts is a built-in iPhone app that lets you set up simple automations, like sending reminder texts. For texting, it only supports repeating messages on a daily, weekly, or monthly basis. If you only want to send a one-time reminder, you’ll need to delete the automation afterward or use another texting app or service.
Here’s a step-by-step guide on how to use the Shortcuts app to send a reminder text:
- Open the Shortcuts app.
- Tap on Automation.
- Select the New Automation button to create a new automation.
- Select Time of Day.
- Set the time you want to send the message.
- Choose how often you want the message to repeat — Daily, Weekly, or Monthly.
- If you want to double-check the message before it’s sent, ensure the Run After Confirmation setting is on.
- Tap Next in the top right-hand corner.
- Choose Send Message.
- Enter the message you want to send in the Message section.
- Click on Recipients and add the people you want to receive the message.
- Select Done.
- If necessary, delete the automation after the message is sent to avoid sending repeat reminder texts.
Before you can start sending reminder texts to US numbers, you’ll need to complete a quick registration called A2P 10DLC. It’s something mobile carriers require to help your messages get delivered reliably. Here’s our 10DLC registration guide for small businesses.
Send a reminder text from your iPhone using the Reminders app
The Reminders app on your iPhone doesn’t send texts for you. It only gives you a notification at the time you choose, so you’ll still need to open your Messages app and send the text yourself. This can be easy to miss if you’re busy or away from your phone.
If you’re looking for a personal reminder to send a message, here’s how to do it:
- Go to the Reminders app.
- Tap New Reminder.
- Write a title, like “Send a reminder text to [name of customer].”
- Tap Details.
- Set the date and time you want to receive the reminder.
- You can also choose When Messaging and choose a contact from your address book.
- Select Add when you’re finished.
Remember, the Reminders app doesn’t automatically send text messages. You’ll still need to send the message yourself.
Send a reminder text from your iPhone using the Messages app
If your iPhone is running iOS 18 or later, you can schedule texts directly in the Messages app, but only when you’re texting another iMessage user. You can only schedule messages up to 14 days in advance, so it’s not a fit for reminders you want to plan further out.
If you need to schedule a quick message in the next two weeks, here’s how to do it with the Messages app:
- Go to the Messages app and tap the compose message icon on the top right-hand corner.
- Choose the contact and write your message.
- Click + on the left of the message box.
- Tap Send Later.
- Set the date and time you want the message to be sent. You can choose up to 14 days in advance.
- Select Send.
How to send a reminder text message from your Android device
There are a few ways to send event reminder texts and other recurring messages from an Android device. Each option has its strengths and limitations. Let’s explore them.
How to send a reminder text using Google Messages
Google Messages lets you schedule one-time messages, but it doesn’t support recurring texts. If you need to send the same reminder daily or weekly, you’ll have to schedule each one manually.
Here’s how to schedule a one-time message in Google Messages:
- Open the Messages app on your Android device.
- Write your message.
- Press and hold the Send button.
- Choose a preselected time or pick the date and time you want to send your message.
How to send a reminder text on an Android using the Google Calendar app
Google Calendar doesn’t have built-in SMS features. You’ll need to connect with a third-party app to send a calendar invite via text. But you can add notifications to Google Calendar events.
These notifications will pop up on the recipient’s phone if notifications are turned on.
Here’s how to add a notification:
- Open the Google Calendar app on your Android device.
- Click the + Create button to create a new event.
- Choose Event.
- Add a title, date, time, and who you’re inviting.
- Leave the default notification at 10 minutes or choose Add notification and select a different time, minutes before, hours, days, or weeks), then tap Done.
- Select Save.
How to send a reminder text using Quo
While iPhones, Androids, and calendar apps can help with basic reminder texts, they often fall short for small businesses, especially if you need to schedule one-time messages, send reminders to non-iMessage users, or manage multiple conversations.
That’s where a business phone system like Quo comes in. You can easily manage all your call and text conversations while saving time messaging.
With Quo, you can schedule one-time or recurring reminder texts that go out automatically — no manual follow-up or extra steps needed. Messages can be sent to any number, and you can even cancel a scheduled message if the person replies before it’s sent.
Here’s how to send a reminder text using Quo’s browser or desktop app:
- Go to the conversation where you want to schedule a reminder text.
- Draft your message.
- Click on the Clock icon in the bottom right corner of the message box.
- Set the date, time zone, and time to send the message.
- You can also choose to automatically unschedule your message if the recipient messages you first.
How to send a reminder text from the Quo iOS or Android app
Let’s break down how to send a reminder text from the Quo app:
- Open Quo on your mobile device.
- Choose the contact.
- Enter your message.
- Tap on the Clock icon in the bottom right-hand corner of the message box.
- Set the date and time you want to send the message.
- Under Condition, decide whether you want to automatically cancel your message if the recipient messages you first.
- Pick the appropriate time zone.
How to send a reminder text using Quo’s Zapier and Make integration
Integrations allow you to connect multiple apps. Quo’s integrations with Zapier and Make can help you send reminder texts. Here’s a quick look at how you can use them:
Note: Zapier and Make aren’t HIPAA compliant, so don’t use them to store, send, or automate anything involving protected health information, or PHI.
Zapier
You can use integrations with Zapier to create automated appointment text reminders once a customer books a time slot on your Google Calendar, Calendly, or similar appointment scheduling app.
Here’s how it works: When a customer books an appointment, Zapier tells Quo to send a personalized reminder text. Just set it up once, and it runs quietly in the background, helping you stay organized and on time. Zapier can also automatically send texts to multiple people at once and more.
Make
Make gives you even more flexibility with custom workflows. You can connect Google Calendar to Quo and trigger reminder texts when an appointment is approaching. For example, a text can go out a day before the appointment — whatever makes the most sense for your schedule.
Need more flexibility? Use the Quo API to build custom workflows that send reminder texts with any tools you already use.
8 best practices for sending appointment reminder texts
Be mindful of these best practices when automating SMS appointment reminders:
- Obtain consent. You need to get permission from a contact before sending them automated event reminders so your messages aren’t flagged as spam. You can get SMS consent in a digital or physical form; just be sure to keep the record on file. Also be sure to include clear opt-out language in each text, such as “If you wish to no longer receive texts from us, reply with STOP.”
- Get verified with the large US cell carriers. If you’re using a virtual phone service to send business texts to the US, you need to submit your business profile to The Campaign Registry, a third-party organization selected by the major US cell carriers. Quo users can complete this verification step by filling out the US carrier registration form.
- Keep messages short. Be direct and concise, but not at the expense of important details. You still need to include your name, the appointment time, and other relevant details.
- Use a phone number people can reply to. Make responding to your text reminders easier by not using a short code.
- Identify yourself. Identify yourself along with your business name when you send the first message to avoid being marked as spam.
- Use the same number for communicating with a customer. You should send all texts from your dedicated business number — instead of just appointment reminder software. This makes it easier to catch up on any conversation because all phone communication appears in the same thread.
- Be on brand. Don’t make automated texts sound robotic. Your text messages should reflect your brand’s voice.
- Schedule text messages based on the recipient’s time zone. If your client is in Japan and you’re based in New York, it’s best not to schedule a text message for 11 a.m. EST. Instead, determine the recipient’s business hours based on their time zone, convert the time into your local time, and schedule the text to send during those hours.
Improve no-show rates with appointment reminder texts in Quo
Appointment reminders allow you to optimize your time and avoid the pitfalls of last-minute cancellations. This puts you in a better position to maximize productivity when you know about canceled appointments beforehand.
Appointment reminders are a great way to reduce no-show rates. Looking for more ways to prevent no-shows and last-minute cancellations? Check out our guide to cancellation policy templates you can use to communicate your team’s policy to customers or try appointment reminder calls.
Frequently asked questions about appointment reminder texts
Start with two: an immediate confirmation text right after they book and another 24 hours before the appointment. Some businesses also send a third “we’re on our way” text for house calls, but two is effective for many businesses.
A non-response doesn’t always mean a no-show. Depending on your cancellation policy, either assume they’re coming or follow up with a quick phone call or text a few hours before.
You can, but personalization helps. New clients might need your full address or a link to intake forms, while regulars just need a quick confirmation. Adjust your templates to be helpful, not robotic.
Always get permission to text your clients first, use a dedicated 10-digit business number instead of a short code, and introduce yourself in the first message. Register your number with the US carriers and communicate like a person, not a bot.
Yes, but you need your customer’s permission before sending reminder texts. If you’re texting US phone numbers, you’ll also need to complete US carrier registration before you can send messages.
Every reminder text should include a clear way for customers to opt out of future messages, such as “Reply STOP to unsubscribe.” It’s also a good idea to use scheduled texts to send reminders during your recipients’ normal business hours, which helps ensure you stay TCPA compliant.
Yes. You can send reminder texts from your business landline by porting it to Quo.
Yes. Under the Telephone Consumer Protection Act, or TCPA, businesses must get a customer’s express written consent before sending them text messages. Businesses that don’t follow TCPA rules can face fines issued by the Federal Communications Commission. Keep proof of consent on file, such as the original consent form, the keyword the customer texted to opt in, or the conversation where they agreed to receive messages.
SMS and MMS aren’t HIPAA compliant by default. Healthcare organizations can still use them in a manner consistent with HIPAA regulations if they get appropriate patient authorization, limit protected health information to the minimum necessary, and use a HIPAA-compliant phone system like Quo that supports calling and texting in a compliant manner. Organizations should also document their decision to use SMS or MMS, along with the associated risks, in their HIPAA policies.
With Quo, once you have an active account, you can request a BAA in 15 seconds or less on a Business or Scale plan.
Here are three ways reminder texts can help your business:
Spend less time reminding customers about appointments. Instead of calling every customer yourself, schedule reminder texts to go out automatically. That frees up your team to focus on other work.
Make it easy for customers to confirm, cancel, or reschedule. For some customers, it’s easier to reply to a text than call your business. That means you’re more likely to find out sooner if they need to cancel or reschedule, giving your team more time to update your calendar.
Give yourself more time to fill canceled appointments. When a customer lets you know they can’t make it, you have more time to offer that appointment to someone else.
Not necessarily. Many businesses start by scheduling appointment reminder texts from their personal phones. But once you’re managing more appointments, it’s easy for reminders to slip through the cracks. You can use Quo as a text reminder service with other tools in your tech stack, such as Zapier or Calendly to help you keep up without missing appointments or leaving money on the table.
