<img height="1" width="1" style="display:none" src="https://q.quora.com/_/ad/3ba228b818d84df89534851d45d08489/pixel?tag=ViewContent&amp;noscript=1">

How to Write a Great Appointment Confirmation Text

Jul 10, 2020

Phone calls are out, and texting is in.

And this doesn’t just apply to making social plans. The majority of consumers welcome texts from businesses, too. Appointment confirmation texts have transformed service-based businesses, from salons, spas and restaurants to medical offices, real estate firms and beyond.

For businesses, sending appointment confirmation texts leads to fewer missed appointments and saves a boatload of time tracking down and following up with customers. In short, SMS appointment confirmations mean greater efficiency, fewer open appointment slots and as much as a 20% increase in revenue. What’s not to like?

In this guide, we’ll share our top tips for writing a clear, concise and effective appointment confirmation message.

Why Use SMS Appointment Confirmations Over Phone Calls?

SMS appointment confirmations are a win for all involved. Your average customer is already checking their phone 150 times throughout the day. Sending them a text is an efficient and unobtrusive way to provide information and reminders about upcoming appointments. 

Unlike a phone call, a text allows customers to respond when it’s convenient and provides an accessible record of all the necessary information.

6 Tips for Creating an Effective Appointment Confirmation Text 

So, you’re ready to ditch phone call follow-ups and start texting your customers. Now what? If you’re not sure what to include in your SMS appointment reminders, follow these best practices:

1. Use your customer’s name.

Personalization yields results. A survey by Infosys showed that businesses that personalize their marketing messages experience an uptick in sales, profits and loyalty.

You can achieve these benefits simply using your customer’s name. Yes, it’s that easy.

Of course, you’ll need to tailor this best practice to your business. If you work for a salon, you can probably stick to using first names. If you work for a legal firm, consider using formal titles in your SMS greeting.

2. Confirm important details.

An SMS appointment confirmation should always include the date, time and location of the appointment. Obvious? Maybe – but surprisingly overlooked.

Think through all the important details your customer needs to know. Should they show up 15 minutes early? Would directions to the office be useful? Do they need to bring paperwork or other materials along? Don’t burden them with unnecessary details, but do include what’s needed to prepare for the appointment.

3. Include a phone number to call for further information.

 Some customers may have a question that can’t be easily answered via text. Make sure you provide a phone number for them to call should they need it.

4. Give customers an option to confirm, cancel or change their appointment via text reply.

Make the communication process as easy as possible for your customer. Let them respond via text to confirm their appointment. And, because life happens, let them text to change or cancel their appointment, too.

5. Keep it short and sweet.

No one likes to receive a wall of text in their message inbox. With SMS appointment confirmations, shorter is better. Aim for two to three sentences, max.

6. Give them an option to opt out.

While most customers will appreciate text reminders, you’re sure to have a few customers who disagree. Give them an easy way to opt out of receiving texts from you.

Appointment Confirmation Text Examples

There’s no one-approach-fits-all template for appointment confirmation texts. What will work for one industry won’t necessarily work for another. A doctor’s office will probably want to take a different tone and include different information than a salon, for example.

That said, here are some great examples of SMS appointment confirmations to use as a starting point:

  • Doctor’s Office: Hi Ted. You have a 9:00 AM appointment on Thursday, July 23 at Central Oregon Hospital with Dr. Smith. Please text CONFIRM or CANCEL. Text STOP to end.
  • Salon: Anne, thank you for booking a cut and color w/ Kelsey at 2:00 PM on Wednesday, Aug. 22. Please text CONFIRM or CANCEL. If you need to reschedule, give us a call at 555-555-5555. Have a great day! Text STOP to end.
  • Bank: Ms. Brown, this message is to confirm your appointment at National Bank at 4:30 PM on Nov. 25. If you have questions, please call us at 555-555-5555 or visit https://bit/ly/abcd. Text STOP to end.
  • Restaurant: Olivia, thanks for making a reservation with Pizza Express at 6PM on Friday, March 8! If you need to change or cancel your reservation, give us a call at 555-555-5555. Text STOP to end.

Save Time and Automate Your SMS Appointment Confirmations With Textedly

The real magic happens when you use an SMS marketing platform like Textedly to set up and automate appointment confirmation texts.

Textedly’s platform is user-friendly, affordable and suitable for businesses of any size and in any industry. With features such as scheduling, automatic replies, two-way text messaging, the ability to send longer texts, a library of valuable marketing tips and more, Textedly makes it quick and easy to start communicating with customers via SMS.

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

Start Texting Your Customers for Free With Textedly