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How to Write Effective Appointment Confirmation Texts

Apr 27, 2023

For businesses, sending appointment confirmation texts saves time tracking down and following up with customers, leading to fewer missed bookings. SMS appointment confirmations mean greater efficiency, fewer open appointment slots and up to a 20% increase in revenue. 

Plus, when communicating with businesses, 9 out of 10 consumers prefer texts over phone calls. 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, we’ve included appointment confirmation text examples to get your creative juices flowing.

Need SMS appointment reminder texts instead? Check out our appointment reminder text message templates.

10 Tips for Creating an Effective Appointment Confirmation Text 

So, you’re ready to ditch phone call follow-ups and start texting your customers. Great! If you’re not sure what to include in your messages, here are some appointment confirmation best practices and free templates to help you get started:

Table of Contents

  1. Use text templates
  2. Make it personal
  3. Identify yourself
  4. Confirm important details
  5. Include a phone number 
  6. Give customers the option to reply
  7. Send confirmation texts at the right time
  8. Keep it short and sweet
  9. Provide a way to opt out
  10. Inform customers of your cancellation policy

1. Use Text Templates 

If you’re already using text appointment confirmations, great! But if you’re creating them one at a time, you’re missing out on the power of automation. 

Using automated text message templates saves time by providing frameworks you can customize ahead of time and use in bulk. We’ve included several text template examples in the following best practice tips.

2. Make it Personal

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. But, 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.

3. Identify Yourself 

Chances are, your customers get many daily texts from family, friends and other businesses. Eliminate confusion by including your business name in every text you send.

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

tip for writing a good appointment confirmation text, identify yourself

4. 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 essential 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 service professional, [Name], to arrive between [Time] and [Time]. Please be sure you contain pets away from work areas. We look forward to seeing you! [Business Name]

5. Include a Phone Number 

Some customers may have questions 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 [Business] on [Date] at [Time]. If you have any questions about your procedure or aftercare instructions, please call [Phone Number].

6. Give Customers the Option to Reply With Two-Way Texting

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

Check out our industry tips for your SMS marketing campaigns.

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! [Business Name]

enable text replies for confirmation text messages

7. Send Confirmation Texts at the Right Time

Unlike reminder texts, which you should send at specific intervals leading up to an appointment, you should send confirmation texts immediately after appointments are made. This assures customers that the booking they requested is correct while it’s fresh in their minds.

8. 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 a maximum of two to three sentences for best results.

Hi [Name]! I look 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.

9. Provide a Way to Opt Out

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

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.

give customers a way to opt out of text appointment confirmations

10. Inform Customers of Your Cancellation Policy

No-shows and cancellations can wreak havoc on your business, resulting in lost revenue and increasing customer frustration for those who could have filled spots at the last minute. If you have an established cancellation policy, it’s best to communicate it upfront.

Hi [Name], You’ve successfully scheduled your [Service] at [Business] on [Date] at [Time]. If you cannot make this appointment, please know that we will charge [Fee] if you cancel with less than 24 hours notice. Please call or text this number [Phone Number] if you need to cancel or reschedule. Text STOP to end.

Why Send SMS Appointment Confirmations Instead of By Phone?

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.

Save Time and Automate Your SMS Appointment Confirmations With Textedly

The 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 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!

Start Texting Your Customers for Free With Textedly