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45 Free Appointment Reminder Text Message Templates

Nov 20, 2023

Reminding customers about upcoming appointments keeps your office schedule on track and helps your company reach its revenue potential. However, there’s no guarantee that your client will answer a phone call, and reaching out over and over again is time-consuming. Sending appointment reminder texts may be the solution you’re looking for. 

Unlike traditional phone call reminders, appointment reminders sent via SMS offer a cheap and effective solution for confirming appointment times. Because 98% of SMS messages get read, your customers are far more likely to show up prepared and on time for their appointments. And 83% of people prefer receiving appointment details via text – so it’s a win-win.

Ready to take the next step toward reaching your business’s full potential? Read on for free appointment reminder templates.

Table of Contents

General Appointment Reminder Templates

Upcoming Appointments

Appointment reminder texts don’t have to be complicated. A short, simple message with key pieces of information (like the date and time of the appointment and the type of service) will reduce no-shows and streamline contact with clients. Here are some general appointment reminder templates that you can use to remind customers of their scheduled commitments:

Hi, [Name]! You have an upcoming appointment on [Day of the Week], [Date] at [Time] with [Business Name]. Please respond 1 to confirm, 2 to cancel and 3 to reschedule. We look forward to seeing you soon!

Hello! [Your Name] from [Business Name] here. Thanks for booking an appointment with us on [Date] at [Time]! Please respond to this message to confirm. Reply STOP to unsubscribe.

Canceling and Re-scheduling Appointments

Life happens – so it’s important to allow your clients to cancel or reschedule their appointments if needed. This will improve your relationship with your customers, eliminate the need for phone tag, and save your business time and effort. Use these templates to help your clients adjust their appointments: 

Hi, [Name]. This is a friendly reminder for your appointment on [Date] at [Time]. If you can no longer attend your appointment, please give us a 24-hour notice to avoid a late cancellation fee. To opt out of receiving texts, reply STOP.

Your appointment at [Business Name] is on [Day of the Week], [Date] at [Time]. To confirm, reply YES, To cancel or reschedule, give us a call at [Phone Number] or follow the link. [Link]

appointment cancellation reminder text

Pre-Appointment Document Request Templates

A great way to save time and streamline the check-in process is to ask your client to submit the required documentation before the time of the appointment. Send these reminder text messages to clients with a call-to-action to submit necessary documents:

Hi, [Name]! Your appointment with [Business Name] is tomorrow, [Date] at [Time]. This is a friendly reminder that we’ll need the following documents: [Document Names]. Submit them at the following link or bring a physical copy to the front desk: [Link]

Hello! It’s [Your Name] from [Business Name]. Your appointment is [Day of the Week], [Date] at [Time]. Please follow the link to fill out the required documentation prior to your arrival to speed up the check-in process: [Link]

Reminder Text Messages for Confirming Appointment Location

If the appointment with your client will be in person, it’s a good idea to remind them where the service will take place. Use these templates to eliminate any confusion and ensure that your client will show up at the right place at the right time:

Hi [Name], this is a friendly reminder that your appointment is on [Date] at [Time]. You can find us at [Address]. If you can no longer attend, please call us at [Phone Number]. We look forward to seeing you soon!

[Business Name] here to confirm your appointment with us on [Date] at [Time]. We’re located at [Address]. If you have trouble finding us, don’t hesitate to call us at [Phone Number]. Reply STOP to unsubscribe.

Confirming Important Instructions Before an Appointment

Reiterating important instructions via text is the best way to keep things as straightforward as possible. Try out these templates to confirm details with your clients:

Hi [Name], I’m [Your Name] with [Business Name] reaching out to remind you that your appointment is on [Date] at [Time]. Please be aware that [Instruction #1] and [Instruction #2]. We’re looking forward to serving you!

Your appointment at [Business Name] is on [Date] at [Time]. Please remember the following: [Instruction #1], [Instruction #2] and [Instruction #3]. To confirm your appointment, reply 1. To cancel or reschedule, reply 2.

appointment instructions text message

Sending Video or Voice Call Links

If you’re meeting with your client via video or voice call, your client must know exactly when, where and how to join the meeting. Whether you’re scheduling a Zoom meeting or giving them an introductory call, let them know in advance how the appointment will take place using these templates:

Thanks for booking a virtual appointment with [Business Name] on [Date] at [Time]! At the time of your appointment, please click the following link to join our video call: [Link]. Reply STOP to unsubscribe.

Hi, [Name]! It’s [Your Name] with [Business Name]. Thanks for booking a phone consultation with us on [Date] at [Time]! We’ll give you a call from [Phone Number] at the time of your appointment.

Payment Reminder Text Messages

Payment reminder texts are an extremely useful tool for businesses and clients. Alerting your customers of the amount they owe and when they owe it eliminates confusion and surprises when the time comes to make a payment. Use these friendly reminder texts to keep them in the loop:

Hi, [Name] – [Business Name] here. This is a friendly reminder that your payment of [Amount] for [Service] is due on [Date]. Click here to pay: [Link]

Hello! Your appointment with [Business Name] is on [Date] at [Time]. Please be sure to pay any outstanding balance prior to the time of your appointment. Pay here: [Link]

Hi, [Name]. Your payment of [Amount] for the attached invoice from [Business Name] is past due. To avoid late fees, please pay now: [Link]

Industry-Specific Appointment Reminder Templates

Looking for industry-specific reminder text messages to send your clients? Plug these appointment reminder templates into your SMS platform to automate the appointment reminder process:

Automotive Dealerships & Repair Shops

Hi [Client Name]. This is [Name] from [Business], reminding you to pick up your car by [Time] today. Thank you!

Hello [Client Name], you have an appointment at [Dealership Name] on [Date] at [Time]. If you would like to reschedule, please reply CHANGE, and a representative will be in touch with you.

Check out these Auto Repair Text Message Ideas for more automotive industry templates.

Appointment Reminder Templates for Automotive Dealerships and Repair Shops

Barber Shops 

Hey [Client Name] — This is your reminder about your haircut and shave on [Date] at [Time]. Reply 1 to confirm, 2 to cancel, or 3 to reschedule.

You’ve got an appointment with [Name] at [Barber Shop] tomorrow at [Time]. Feel free to arrive 15 minutes early to sit back, relax with a beverage, and catch the game!

Appointment Reminder Templates for Barber Shops

Beauty Salons

This message is to remind you of your [Service] appt at [Salon Name] on [Date] at [Time]. Please call [Phone Number] or visit us at [Link] if you need to cancel or reschedule. Appointments canceled within 24 hours will be subject to a 20% fee. Text STOP to end.

It’s been a while since your last appointment at [Salon Name]! See available appointments here: [Link]. We hope to see you again soon!

For more salon industry templates, check out these Text Message Templates for Beauty Salon Businesses

Appointment Reminder Templates for Beauty Salons


Thank you for volunteering for our children’s ministry! This is a reminder that your first shift will be at this Sunday’s second service at [Time]. We look forward to seeing you there! — [Church Name]

REMINDER: Choir rehearsal is on [Date] at [Time] in the [Room Location]. Bring your best voice! — [Church Name]

REMINDER: Our Food Pantry is open this week on [Day] and [Day] at [Time]. Please visit [Link] for more information.

For more church texting templates, check out Church Texting Services: How to Use SMS Effectively.

Appointment Reminder Templates for Churches

Dental Offices

Hi [Client Name], this message is to remind you of your appt with [Name] at [Time] on [Date]. If you have any questions or would like to reschedule, please call [Phone Number]. Text STOP to unsubscribe.

It’s time for your next cleaning with [Dentist Name]. Call [Phone Number] or follow the link to schedule your appointment. [Link]

Appointment Reminder Templates for Dental Offices

Fitness Studios and Gyms

Don’t forget! [Class Name] is moved from [Time] to [Time] tomorrow. Text STOP to unsubscribe.

Join us tomorrow for [Class Name] at [Time] — we hope to see you there! [Studio Name]

Reminder: You have [Number] group sessions remaining on your account! Join us for [Class Name], [Day] evenings at [Time]!

Check out our Complete Guide to Text Message Marketing for Gyms (+ Templates).

Appointment Reminder Templates for Fitness Studios and Gyms

Home Repair Services

Hello, [Client Name]. Your repair is scheduled for [Date]. You can expect your handyman, [Name], to arrive between [Time] and [Time]. For the safety of our team and your furry friends, please keep pets away from work areas. We look forward to seeing you!

This is a reminder that your [Service] is scheduled for [Date] at [Time]. Please reply 1 to confirm your appointment, 2 to cancel, or 3 to reschedule. Please be aware that [Business Name] requires 24 hours of advance notice for all cancellations. Thank you!

Help is on the way! Our flood and water damage control team will arrive today between [Time] and [Time]. Please be sure an adult age 18 or older is home.

Appointment Reminder Templates for Home Repair Services

Medical Offices

Hi [Name], this is a reminder of your appt with [Name] at [Office] [Date] at [Time]. Please remember to fill out the patient forms sent to you via email before your appt. If you would like to cancel, reschedule or have any questions, please give us a call at [Phone Number]. Text STOP to end.

Hello! This is your reminder to schedule your annual wellness check. Call [Phone Number] or follow the link to schedule your appointment. [Link]

Did you know that women aged 65 to 74 should receive mammograms every two years? Give us a call at [Phone Number] to schedule your appointment.

Appointment Reminder Templates for Medical Offices

Optometry Offices

It’s time for your annual eye exam! Call our office at [Phone Number] to schedule your appointment. Our office hours are [Days], [Times]. We look forward to seeing you!


Thank you for making an appointment with [Doctor or Clinic Name]. We look forward to seeing you on [Date] at [Time]. Don’t forget to bring your eyeglasses or contact lenses with you to your appointment!

Appointment Reminder Templates for Optometry Offices

Package Delivery Services

Hi, [Name]! Your order is out for delivery and will be delivered between [Time] and [Time]. Please be sure someone 18 or older is present to sign for your package! Follow the link for more details. [Link]

We’re sorry we missed you! We will attempt redelivery tomorrow; please be sure someone 18 or older is present to sign for your package.

Appointment Reminder Templates for Package Delivery Services

Pest Control Businesses

Reminder: Your fumigation for [Property Address] is on [Day], [Date] at [Time]. Fumigants can be toxic to people, pets, fish, reptiles and house plants. Be sure to remove these from the property before your appointment.

Thank you for scheduling an appointment with [Company Name]. Our professionals will apply your pest control treatment on [Date] at [Time]. Please remove large pieces of furniture from the corners of your home to get the best possible coverage. Thank you!

Thank you for trusting [Company Name] to perform your pest extermination. As a reminder, do not enter the property for a minimum of [Duration] to ensure the safety of your family and pets. Your follow-up is scheduled for [Date and Time].

Appointment Reminder Templates for Pest Control Businesses

Real Estate Offices

This message is to remind you of your open house at [Time] on [Date] at [Address]. To view the listing, please visit [Link]. Please call or text this number if you want to cancel or reschedule this appointment. Text STOP to end.

Hi [Client Name]! I look forward to showing you the property at [Address]. I’ll see you on [Date] at [Time]!

For more real estate industry templates, check out these Real Estate Text Message Ideas

Appointment Reminder Templates for Real Estate Offices

Send Better Appointment Reminders With Textedly 

More than 60% of consumers prefer that businesses connect with them via text message over any other method. Text message appointment reminder templates save time and create consistent branding throughout your customer communications.

With a texting platform like Textedly, you can send appointment reminders, confirm appointments and increase revenue by eliminating missed appointments. Textedly also allows you to create and save appointment reminder templates and use features like custom fields and personalization tags to create personalized appointment reminder text messages.

Textedly’s affordable, user-friendly platform works for businesses of any size or industry. With features like message scheduling, two-way messaging, the ability to send messages over the 160-character limit and more, you can easily manage your SMS strategy on a single platform.

Ready to get started? Sign up for a free Textedly trial today!

Start Texting Your Customers for Free With Textedly