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How to Write the Perfect Appointment Confirmation Text

How to Write the Perfect Appointment Confirmation Text

If you want to alleviate most of the problems with booking and maintaining an appointment schedule you need to send appointment confirmation texts.

Confirmations make everyone’s lives easier. Think about what happens when you don’t confirm something.

You go to a Starbucks drive-through and order a Venti, five-shot, half-full Americano. There’s a long queue of cars, so the employee waves you through before confirming what you ordered. 

You collect your order and drive off and at the next traffic light reach for a sip––only to realize that your drink is a hot chocolate. 

Not getting your caffeine fix is a relatively minor inconvenience. There are horror stories on travel forums about not receiving a flight confirmation email or text, and then not being able to fly.

Similarly, appointment confirmation texts can prevent minor misunderstandings and chaos if you run a business that provides appointment services. 

Plus, they’re easy to send and can be a gamechanger: as one study found, once an appointment is confirmed, there is a 90% chance it will not be missed or rescheduled.

If you’re ready to send your first appointment confirmation text, we have good news. We’ve done all of the legwork for you, providing examples and guidance on what you need to write the perfect message.

What Is an Appointment Confirmation Text?

An appointment confirmation text is a message sent by SMS minutes, hours, or days before an appointment. Recipients can reply or follow a link to confirm or reschedule. They’re often used by doctors’ offices, veterinarians, salons, dentists, and any business that offers appointments.

You might be thinking, Why should I send texts and not emails?” 

While 90% of text messages are opened within the first three minutes of being received, over two-thirds of emails are never opened. (Phone calls show a much lower success rate than either email or SMS.)

How to Write Perfect Confirmation Texts

There are certain elements you absolutely need to include. After all, your recipient is expecting confirmation details for their appointment, like the appointment date. With that in mind, all texts must include:

  • The date, location and time of the upcoming appointment
  • Options for canceling or rescheduling
  • Who the text message is coming from–you shouldn’t assume someone has your number saved

If you want to take your confirmation texts to the next level, then here are five additional tips:

  • Reinforce the benefits of attending and using language that is inviting
  • Let appointment holders know their spot is vital in your schedule and that their actions will affect other customers
  • Include a clear call to action (CTA) such as reply “Yes” or “C” to confirm 
  • Provide a link to reschedule
  • Send your messages so that you have ample time to fill the appointment but not too far ahead that you need to send a second confirmation

Appointment Confirmation Text Templates

Your confirmation texts’ voice and tone will vary depending on your brand and the service you provide. If you’re sending appointment confirmation texts for a nail salon, you can be more informal. If you’re texting about a medical appointment, you’ll likely want to be more formal.

1. Reinforce the Benefits of Attending

This text is for a dentist confirming a teeth whitening appointment. It considers the service, the time of year, and reminds the patient of the benefits of attending. It also includes all of the essential elements.

Today 8:00 AM
Hi Drew, we’re excited you’ve chosen a whiter, brighter smile this summer. We’ll see you in Omaha Dentistry on July 18th at 10am for your teeth whitening. Call or text this phone number if you need to cancel or reschedule.

2. Remind Appointment Holders to Confirm

The following communicates clearly that by confirming their appointment, they will be locking in a block of time meant just for them—and that others will be counting on them to follow through on that confirmation.

Today 8:00 AM
Hi John, you have an appointment at 1pm on July 16th. Just reply “C” to confirm. This time is reserved especially for you and Dr. Burns. Please give at least 48 hrs notice if you can’t attend. All you need to do is call or text this number.

3. Include a Link to Reschedule

It’s much easier for your customers to reschedule an appointment at a time that suits them than it is for you to go back-and-forth checking availability. 

Not only that but providing a link to reschedule increases the chance that someone will pick a new time and date rather than cancel the appointment entirely. 

Today 8:00 AM
Dear Amy, this is a reminder from Filed Away about your appointment on Fri, July 12 at 11am at our Brampton location. If you need to reschedule, you can follow this link to choose a new time: http://txt.st/EBQLJG. Otherwise, just reply “C” to confirm.

Closing Thoughts

While it’s unlikely, you’ll prevent every single cancellation or last-minute request to reschedule, using a channel with 98% open rates to confirm appointments will drastically improve your attendance rates.

Now that you have the skinny on what’s involved in sending a text reminder that people will respond to, nothing is stopping you.

If you’re looking for a platform to send these appointment reminder messages, sign up for a 14-day free trial of SimpleTexting. Every account comes with a complimentary, text-enabled number. You can even choose one with your area code!

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