• Share on Google+

Sending text message reminders to keep clients informed about their scheduled appointments is a practice that is especially important in the service business industry. As almost 90% of people today own a smartphone, companies are learning how to leverage the benefits of technology. They are adopting new technology to perform most of their tasks, including notifying their clients about upcoming appointments with a text message reminder.

There’s nothing as easy as sending an SMS, so read our brief guide on how to write a perfect reminder message (templates included) and discover the benefits of switching to an automated text message reminder system.

Table of contents

The Benefits of Using a Text Message Reminder

Text reminders have many benefits, and they don’t limit to one industry only. Having an automated system that sends text message appointment reminders can be a business savior when used right.

Here are some of the benefits of SMS appointment reminders:

Clients prefer receiving text messages to being called

In a world where technology evolved, and smartphones are no longer used just for calling, people definitely prefer texting over voice calls. The reason behind that is the lack of time or simply the comfort of just reading a text.

That’s why you should opt for sending a simple text reminder to notify your client about the appointment instead of calling them. You will keep the client updated without interrupting them from what they are doing.

You will save time

Another drawback of voice calls is that they take a lot of time, both for you and the client. In business, time is money, as the saying goes. There is no better option to save time other than having an automated system for sending appointment reminders.

This way, you will drastically reduce missed appointments and last-moment cancellations, which means you will have more time to focus on other tasks instead of wasting a couple of hours.

Your business will look more professional

Professionalism is one of the key features that people seek when selecting a company. Sending an appointment reminder text message is that tiny little detail that makes people think well of your company. Sending such a signal is proof that your company keeps things organized and that you mean serious business.

Tips to Create an Effective Appointment Reminder

a white calendar on the table

Customize your text message reminder

The first tip you should consider is to always personalize your reminders.

Sending generic appointment reminder text messages won’t do the trick. It would be best to use your client’s full name when addressing them.

Use a sentence case capitalization

Some companies write their text message reminders in capital letters only. This is not only aesthetically unpleasing but also unprofessional.

Keep in mind that even the way you type the message can be a sign of how professional your company is or what tone the customer perceives from your brand.

Capital letters only are often perceived as shouting in the online environment. It would be best to use a sentence case for your texts.

No-show policy

Include the following information in the text of your appointment reminder: the no-show policy and how early the client can come. Usually, the clients should show up at least 5 minutes before the appointment is scheduled.

As for the no-show policy, it is different from one company to another. In some cases, the appointment is simply canceled if the person doesn’t show up. In other cases, financial compensation might be required if a no-show or a late cancellation occurs. Depending on what’s your case, you need to include it in the body of your text message reminder.

Use of emojis

Don’t be afraid to get a little bit personal and use emojis. Emojis are usually not appropriate for the business world, but a simple smiley face will definitely change the tone of the message you are sending.

Only do that if you know you can be a bit friendlier with your customer. If your company is a very professional one, you might want to stay away from emojis in your appointment reminders.

Include relevant details

At the end of each message, you should include a phone number where people can reach your company or yourself and a link directing the client toward one of your social media accounts.

Whatever contact information is relevant to your company should be included at the end of the message.

Reminder Text Message Samples You Need

  • Hi (name)! This is a friendly reminder that you have an appointment with (company) on (date). Kindly reply to this message to confirm your attendance.
  • Hello (name)! This is a reminder that you should be at (company) tomorrow at (time). Please confirm your spot.
  • Hey (name)! Just a short reminder that you have an appointment on (company). Contact us if you have questions. Thanks, (company, company phone number, company email).
  • Appointment reminder from (company): We expect you tomorrow at (time). Please call (company phone number) for any questions you may have.
  • Hi (name)! You have an appointment with (company employee name) tomorrow at (time). Please confirm your attendance. Thanks, (company, company phone number, company Facebook account).

In case you prefer emails, we’ve got you covered – check out this comprehensive guide on how to craft some effective appointment confirmation emails and send them to your clients or employees.

The Importance of Appointment Reminder Automation

Even though a simple text message might not seem so important at first glance, the fact that a carefully-crafted text message reminder can significantly elevate your business will definitely make you look twice. By using reminders, you strengthen the bond you have with your customers and make your brand more trustworthy. You reduce no-show rates and cut your losses significantly. Your employees are more efficient because they know they can rely on their schedules.

However, creating and sending text reminders by yourself has a major drawback: it occupies a significant portion of your working day.

That’s why you need a way to automate the entire appointment process – and Amelia is the perfect solution.

Amelia is a powerful booking plugin designed to handle text reminders flawlessly. It has a minimal, yet powerful appointment booking interface designed to ease your workflow, automate repetitive tasks, avoid double booking, and make appointment booking a breeze for your customers.

The best part? You don’t need an extra appointment reminder app. The SMS appointment reminder feature is already integrated so you can set an automatic text message reminder.

The even better part? Amelia is a straightforward, no-nonsense booking calendar plugin that helps you manage your business (and your time).

amelia calendar demonstration

If you are looking for an around-the-clock solution for your WordPress site, check out all the amazing features Amelia has to offer.

Ending Thoughts

When composing your text message reminder, the key is to get creative and find the one that goes best with your company’s needs.

Make sure to include all the details we’ve mentioned above. Your reminder reflects your business and you should be mindful of how your clients perceive you.

Finally, consider switching to a scheduling system that will automate the entire appointment process for you – you’ll thank us later.