Text message
Booking confirmation
Right after someone books.
Hi, your appointment with [your business] is booked for [day and time]. Need to change it? Call or text [your number].
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Appointment reminder text templates, with cancellation policy wording
The short answer
An appointment reminder text should name your business, say the day and time, and make it easy to confirm or reschedule. Send one about 24 hours ahead, and another the same day if people often forget. Only text customers who agreed to hear from you. Fill in your details below and copy the messages you need.
Fewer no-shows start with a clear text. Fill in your details and copy messages for bookings, reminders and missed appointments, plus cancellation policy wording you can use anywhere.
Your messages
Text message
Reminder, the day before
About 24 hours ahead, during business hours.
Hi, a reminder of your appointment with [your business] on [day and time]. Reply 1 to confirm or 2 to reschedule, or call [your number].
Text message
Reminder, the same day
A couple of hours ahead, for appointments people tend to forget.
Hi, see you today for your appointment at [your business]: [day and time]. Running late or can't make it? Let us know at [your number].
Text message
Doctor, dentist or other office
Keep health and other private details out of the text.
Hi, a reminder of your visit with [your business] on [day and time]. Please arrive 10 minutes early. Reply 1 to confirm or 2 to reschedule, or call [your number].
Text message
Salon, spa or fitness
Mention your cancellation policy if you have one.
Hi, we can't wait to see you at [your business] on [day and time]. Need to move it? Reply here or call [your number] at least 24 hours ahead.
Text message
A visit to the customer’s home or business
Give the arrival window, and ask them to confirm someone will be there.
Hi, [your business] is scheduled to come by on [day and time]. Reply 1 if someone will be there, or 2 to reschedule. Questions? Call [your number].
Text message
Missed appointment
The same day they didn’t show. Keep it kind; most people just forgot.
Hi, we missed you today at [your business]. No problem, these things happen. Reply here or call [your number] and we'll find a new time.
Text message
You need to move it
When something changes on your side.
Hi, this is [your business]. We're sorry, but we need to move your appointment on [day and time]. Reply with a day and time that works, or call [your number].
Cancellation policy wording
For your booking page, confirmation email and the sign by the desk.
Please give us at least 24 hours' notice if you need to change or cancel your appointment. After that, [fee] may be charged. We hold this time just for you, so thanks for understanding. Questions? Call [your number].
How it works
- Fill in your business, the customer, the day and time, your number and where it is.
- Add your cancellation notice and any fee, if you charge one.
- Copy the message you need. Each one shows its length, so you know how many texts it’ll send as.
What to put in a reminder text
- Your business name, so they know who it is
- The day and time
- The address or video link, if they might need it
- One easy way to confirm, cancel or reschedule
When to send what
- Right after booking: the confirmation, so they have the time in writing.
- The day before: the reminder, during business hours.
- The same day: a second reminder, if people often forget.
- After a no-show: a kind note offering a new time.
Only text people who gave you their number and agreed to hear from you, and stop if they ask. Rules on business texting vary, and this isn’t legal advice. Sending these by hand from your phone? See the review request templates for what to send after the visit.
Common questions
What should an appointment reminder text say?
Your business name, the day and time, what it’s for if that helps, and an easy way to confirm or reschedule. Keep it to one text if you can.
What is a good reminder text?
Short and specific: “Hi Jordan, a reminder of your appointment with Rivera Dental on Tue at 2:30 PM. Reply 1 to confirm or 2 to reschedule.” It should fit in one text.
Can appointment reminders be sent by text?
Yes, with the customer’s okay. Many booking and phone systems can send them on a schedule, or you can send them by hand from a business phone if you only have a few a day.
When should I send an appointment reminder?
About 24 hours ahead, during business hours. For appointments people often miss, add a second one a couple of hours before.
Do I need permission to text customers?
Ask for it. Get their okay when they book, keep a note of it, and stop texting anyone who asks you to. Rules vary by message and state, so check with your attorney if you’re not sure.
What’s a fair cancellation policy?
Many appointment businesses ask for 24 hours’ notice, and some charge a fee or keep a deposit after that. Whatever you choose, say it before they book and apply it the same way to everyone.
What should I say after a no-show?
Keep it kind: you missed them, it’s no problem, and here’s how to find a new time. Most people just forgot, and a friendly text often gets them back on the schedule.
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