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How to Write a Great Appointment Confirmation Text

Jun 6, 2022

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 up to a 20% increase in revenue. 

The majority of consumers welcome texts from businesses, too. This guide will share our top tips for writing clear, concise and effective appointment confirmation messages that increase customer engagement and boost support efforts. Plus, take advantage of our appointment confirmation text examples to get the creative juices flowing.

Need appointment reminders instead? Take a look at our appointment reminder text message templates.

Why Send 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 about upcoming appointments. 

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

7 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 message, here are some appointment confirmation text templates and best practices to help you get started:

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 by using your customer’s name. Of course, you’ll need to tailor this best practice to your business. For example, if you work for a salon, you can probably stick to using first names. However, consider using formal titles in your SMS greeting if you work for a legal firm.

Hi [Customer Name], this message is to confirm 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.

Learn the basic business texting etiquette rules.

2. Confirm Important Details

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

Think through all the important details your customer needs to know. For example, should they show up 15 minutes early? Would directions to the office be helpful? Do they need to bring paperwork or other materials along? 

Don’t burden customers with unnecessary details, but remember to include what they’ll need to prepare for the appointment.

Hello [Customer Name]. Your repair is scheduled for [Date]. You can expect your handyman, [Name], to arrive between [Time] and [Time]. Please be sure pets are contained away from work areas. We look forward to seeing you!

3. Include a Phone Number To Call For Further Information

Some customers may have questions that you can’t quickly answer via text. Make sure you provide a phone number for them to call should they need it.

Hi [Name], this confirms your appt with [Name] at [Location] on [Date] at [Time]. If you have any questions about your procedure or your aftercare instructions, please call {Phone Number].

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.

Thank you for booking an appointment for [Service] with [Name] at [Time] on [Date]. Please text CONFIRM to confirm your appointment, CANCEL to cancel it or call us at [Number] if you wish to reschedule. We look forward to seeing you! 

5. Keep It Short And Sweet

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

Hi [Name]! I’m looking forward to showing you the property at [Listing Address]. I’ll see you on [Showing Date] at [Showing Time]. Call me at [Phone Number] if you have any questions! [Agent Name]

Find inspiration in these 23 professional text message templates and tips.

6. Provide An Option To Opt Out

While most customers will appreciate text confirmations, you’re sure to have a few customers who don’t. So, give them an easy way to opt out of receiving texts from you.

Hi [Name]! You’ve successfully scheduled your [Service] at [Salon] on [Date] at [Time]. Please call [Phone Number] if you need to cancel or reschedule. Text STOP to end.

7. Enable Two-Way Texting

Want to keep the conversation going? If you can answer customer texts, why not increase engagement by answering their questions or concerns live? Providing two-way SMS provides the ultimate in customer service and convenience.

Hi [Name], thanks for making a reservation with [Restaurant Name] at [Time] on [Date]! Short on time? Order ahead and have your dinner ready and waiting for you! Check out our menu at [Link] and reply to this text to submit your order.

Check out our industry tips for your SMS marketing campaigns.

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 industry. With features such as scheduling, automatic replies, two-way text messaging and the ability to send longer texts,  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!