25+ Free appointment reminder text templates

Looking to reduce no-shows and the number of back-and-forth messages from your clients needing to remember when their appointment is? 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 both automatically and on a case-by-case basis depending on your business needs.

How to write an appointment reminder text 

Effective reminder texts are clear short, but still include all the necessary details: 

• Personalization: Use the customer’s name and service type 
• Clear appointment details: Include the date, time, and location
• Simple confirmation mechanism: Add a call-to-action like, “Reply Y to confirm or R to reschedule” 
• 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 guidelines: 

“Hi Sarah, this is Hot Box Fitness. Reminder: Your boxing class is scheduled for Thursday, Jan 9 at 2:00 PM 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 5 minutes of booking, send a confirmation that says, “We’ve got you down,” to build immediate 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.

Pro Tip: Automate reminders with Quo’s Zapier and Make integration so they send on auto-pilot. All you have to do is connect your tools and set up a time-based trigger.

6 appointment reminder text message examples to avoid no-shows

If you’re looking for examples of appointment reminder templates, 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, but 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 if you need to reschedule: [URL]. Reply STOP to unsubscribe.
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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.
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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.
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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]
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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.
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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.
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21 appointment reminder text 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.
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Note: Healthcare professionals should never share confidential 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.
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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.
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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.
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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.
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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 to discuss the pricing for your [event] at [time] on [date]. Please respond to this text to confirm or reschedule. Thanks.
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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.
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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 [X] hours to complete the service. Please make arrangements accordingly. Respond CONFIRM to confirm the time and date works for you. Thank you.
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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 responding CONFIRM to this text. If you need to reschedule, please call our clinic at [clinic phone number].
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10. Counselor appointment confirmation

Hi [customer name]. I’m [counselor name]’s assistant. I wanted to remind 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.
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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.
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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.
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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].
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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.
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15. Home service appointment reminder

Hi [customer]. [Business name] handyman [handyman 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].
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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 may 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.
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17. Home repair reminder message

[Name], you’re scheduled for a [service] on [date, time]. Before our visit, please remember that [details of service]. We ask that all pets remain in confined areas until after our visit is complete. Please respond 1 to confirm and 2 to cancel. See you soon!
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18. Package delivery reminder

Hello [name], thank you for being a valued [business name] customer. Your package with tracking code number [number] should arrive at [date, time]. If you have any questions about your order, please contact us at [phone number].
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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 appointment 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.
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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.
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21. Interior design consultation reminder

Hey [name], this is [your name] from [business name]. We wanted to remind you of your interior design consultation at [date, time, location]. To confirm your appointment, please reply YES. We’re looking forward to working some magic on your property!
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How to send appointment reminder texts with Quo

With Quo, you can automatically send text message reminders or quickly send them on a case-by-case basis via a computer or cell phone. 

1. Send appointment reminder texts manually

If you’re a small business that doesn’t need to send appointment reminders at scale, you can send snippets or SMS templates. Snippets are an efficient way of sending appointment reminder text messages through a computer or phone without having to type every text from scratch.

You can even schedule your conversational message in Quo if you wish to send your appointment reminder for a later time.

2. Automate appointment reminder texts

If typing messages manually is too time-consuming for your business, you can use integrations with Zapier to create automated appointment reminders once a customer books a time slot on your Google Calendar, Calendly, or similar appointment scheduling apps. Keep in mind you need a Zapier Professional plan or higher to set up this multi-step Zap.  

Once you’ve set up the Zap, you can automatically send a reminder text message from Quo based on a specific time interval that you set. 

As you add the Zap, you can specify a time interval with the Delay Until action:

The example above would send a reminder text 45 minutes before a scheduled appointment. Check out Zapier’s help center for more date and time options.

3. Let Sona send reminders automatically during calls

Quo’s AI agent Sona can send callers texts to book appointments while they’re still on the phone. Once they book, you can have an automated workflow send a text to confirm the details. Setting up Sona SMS actions only takes a few minutes.

10 best practices for sending appointment reminder texts

Be mindful of these best practices when automating SMS appointment reminders:

1. 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 gain SMS consent in a digital or physical form; just be sure to keep the record on file. 

Also, you must give clients the option to stop receiving texts from you. Ideally, you should include this option in your first message. If there’s ongoing communication via text, include the opt-out option in at least one text every month. 

You’ve probably seen some opt-out options on your phone. It may look something like “Reply STOP to unsubscribe.” Using other opt-out keywords like UNSUBSCRIBE, CANCEL, or QUIT are also acceptable.

2. 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 completing the US carrier registration form.

3. Keep messages short

Be direct and concise, but not at the expense of important details. You still need to include your name, the time of the appointment, and other relevant details. Plus, SMS text messages have a 160-character limit. Longer messages may deliver out of order and confuse your customers.

4. Use a phone number people can reply to

Make responding to your text reminders easier by not using a short code. If this isn’t possible, include a phone number in the text message to which a customer can respond.

5. Identify yourself

Identify yourself along with your business name when you send the first message to avoid being marked as spam. 

For instance, you could write:

“Hi Adam, my name is Justine from Quo. Thanks for booking a call with me. I look forward to speaking with you on Friday, Dec. 3, at 9 AM PST. Feel free to message me on this number if you have any questions before the call.”

6. Use the same number for communicating with a customer

Once you’ve identified yourself in the first message, you should send all future texts from your dedicated business number — instead of just appointment reminder software. 

Using the same number makes it easier to recognize you when you send a follow-up text because it appears in the same thread. Even though your customer may have saved you as a contact, you still need to identify yourself in any follow-up text. 

7. Be on brand

Don’t make automated texts sound robotic. Your text messages should reflect your brand’s voice. Try to make the text sound like a friendly reminder from a business that cares about its clients.

For example:

“Hey [name], good news! Your package just shipped from [location] and should arrive on [date, time]. Feel free to holler at [number, email] if you have any additional questions. Thanks for being one of our awesome customers!”

8. 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 AM EST. When your client in Japan receives the text late at night, it can make you look unprofessional.

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.

9. Optimize the texts

You can’t simply automate appointment reminder texts and call it a day. Instead, you should optimize messages as you go. Start by studying your existing no-show rates and monitor how they’re improving over a 30-day period as you change the following variables:

• Content of the text messages
• Time of scheduled messages
• Frequency of reminders 

Be sure to change one variable at a time so you can see what makes a difference in reducing no-shows and back-and-forth messages.

Here are some benchmark goals to use based on industry averages: 

• Confirmation rate: 70-85%
• No-show reduction: 60-90%
• Response rate: 40-60%

10. Ease into using a new phone number

It’s best to slowly ramp up text usage for a new phone number. A VoIP phone system can always provide new numbers, but since carriers look at average usage, they might flag a new number with a lot of activity as spam.

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 that you can use to communicate with customers your team’s policy, or try appointment reminder calls.

Frequently asked questions about appointment reminder texts