Appointment Reminder Examples: How to Send the Right Kind of Message

Sending appointment reminders drives up attendance rates and reduces no-shows. Why? Because missed appointments are often the result of simple forgetfulness. But if you want to see the most impact from your reminder texts, calls, and emails, you need to be sending the right kind of message.

Our experts at ReminderCall have been working in the industry for years. We know exactly what kind of information to include and how to get the best results. Here are some appointment reminder examples to help you send effective messages.

Before You Start: Best Practices for Phone Calls and Texts

Before you even set up a phone call reminder or an automated text system, it’s crucial you keep a few details in mind. Below, we outline best practices to follow for each type as you create a reminder strategy.

  • Get Permission & Obey the Law — Don’t send appointment reminders to people who have not expressly said they are willing to receive them. Always get permission before sending a text or call, and make sure you document this — don’t rely on word of mouth.  ReminderCall makes that easy by including an opt-out mechanism and maintaining your do-not-call list. This ensures you don’t contact customers who do not want to receive messages. Permission is not only crucial for customer satisfaction — a lack of it could even have legal ramifications.
  • Identify Yourself Clearly — Make sure that your message — be it by text or phone — identifies who you are. If you use ReminderCall, your message comes from a customized caller ID, which supports easy identification. 
  • Provide All Necessary Appointment Information — Providing clear information is essential. Any ambiguous appointment details can lead to confusion. Be sure to spell out all necessary information. Include the date, time, location, and any details of the appointment. You can even add directions to your office or document requirements. 
  • Keep It Brief — When possible, keep the information you provide to what’s necessary. This is very important for text messages. Carriers often cut off text messages due to character limits. Try to use less than 160 characters.
  • Repeat Your Message — When it comes to phone call reminders, information may be missed when listening on the first, or even second, go around. ReminderCall includes settings that will automatically repeat the message in full, so they can hear all the information clearly. 
  • Send One Message per Family — Routinely, family members can have several appointments on one day. To avoid spamming a recipient’s cell phone, make sure you send only one reminder. Luckily, ReminderCall handles that for you. 
  • Think about Time and Date — The law lets you send your reminders only between 9 am and 9 pm. Beyond that, you can time them to get the best results. First, to maximize attention, avoid sending them during work hours. Next, to take advantage of short-term memory, send them no earlier than 24 hours in advance. This will give you the time to book other clients.  
  • Don’t Give Them the Option to Cancel — Making it too easy for an individual to cancel may mean you see a lot of last-minute no-shows. Allowing customers to press “2” to cancel or reply with the word “cancel” only encourages them to do so. Instead, give them the option to reschedule by directing them to contact your phone lines directly. This discourages cancelations but allows for appointment adjustments if essential. 
  • Get Confirmation — Finally, you need to know whether a customer has received the message and allow them to confirm their appointment. For phone calls, ReminderCall allows for you to assign a button for quick confirmation. When it comes to text messages, our two-way system means they can reply to the message they’ve received. 

ReminderCall is your expert provider of appointment reminder services. If you’re looking for a tried-and-tested formula proven to boost attendance rates for a reasonable price, why not try out our free trial today?

How to Structure Your Message

Now that we’ve established how to create an effective reminder strategy, let’s look at some appointment reminder examples that optimize communication. Here is how our experts recommend you outline both your texts and phone calls:

  • Introduction — Who you are and why you are contacting them. On a phone call, you can use your own voice to improve personalization.
  • Information — Include all necessary appointment details.
  • Instructions — Anything that the person needs to do — confirm, contact, reschedule, book a new appointment, etc.
  • Response — Include how customers can respond (call a phone number, reply directly, or press a key).

Appointment Reminder Examples

We’ve covered what makes an effective appointment reminder — now, let’s create some actual messages. Here are some appointment reminder examples to help you get started.

Example Phone Calls:

Regular Appointment ReminderBook an Appointment Reminder
Hello, this is Dr. Anthony Calling to remind (First Name) (Last Name) that you have an appointment on (Date) scheduled for (Time) at (Location). Press 1 to confirm or call (Phone Number) 24 hours in advance to change your appointment. Hello, this is Willow Women’s Clinic. We are calling to remind (First Name) that you are due for your annual mammogram. Please call us at (Phone Number) or press 2 to be transferred to our office to schedule an appointment. Thank you!

Example Texts:

Regular Appointment ReminderBook an Appointment Reminder
You have an appt with (Provider) on (Date) at (Time). Reply C to confirm. See you there! Reply STOP to stop reminders.You are due for your annual physical. Please call (Provider) at (Phone Number) to schedule an appointment. Reply STOP to stop reminders. Thank you!

If you’d like to learn more about best practices or see more examples, please download our ebook. You can also try our reminder call and text message demo to see for yourself what they are like! 

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