Crafting the Perfect SMS Appointment Reminder
Topics:
Explainers
SMS
– 24 Jan, 2025
At TNZ, we love helping our clients improve their communication. Recently, we came across a comprehensive study of 500,000 medical SMS reminders, which gave us fantastic insights into what messages get the best response. To help you enhance your appointment reminder strategy, we've compiled these findings into actionable tips and SMS message templates you can use right away.
Best Practices for Crafting Appointment Reminder Messages
Start Your SMS with a Friendly Greeting
A warm greeting can make all the difference. Including a simple "Hi" at the beginning of your message can increase response rates by up to 12%. It sets a friendly tone and makes the recipient feel acknowledged.
Hi Sarah, reply YES to confirm or NO to cancel your appointment on Fri 12 Mar at 10:00 AM.
Personalising Appointment Reminder Messages for Better Results
Using the recipient's name in the message not only grabs their attention but also personalises the interaction. This small touch can boost your response rate by 2.5%.
Hi Sarah, reply YES to confirm or NO to cancel your appointment on Fri 12 Mar at 10:00 AM.
Why You Should Include a Booking Link in Your SMS Reminders
Adding a booking link gives recipients an easy way to reschedule if needed. Shortened links are particularly effective when compared with long links, improving response rates by 6%.
Hi Sarah, reply YES to confirm or NO to cancel your appointment on Fri 12 Mar at 10:00 AM. To reschedule, click here: https://acmedental.co.nz/book
Keep Your SMS Messages Clear and Concise for Maximum Impact
Keep your messages under 160 characters. While the study found no substantial difference in response rates based on message length within this limit, shorter messages are easier to read quickly.
Keep Your Reminder Under 160 Characters
The Best Time to Send Appointment Reminder SMS for Higher Response Rates
Timing is crucial. Sending reminders 24-48 hours before the appointment is ideal. Messages sent 48 hours in advance had the highest response rate at 69.2%.
Send Your Reminder 48-Hours Before Appointment Time
Best Time of Day to Send Reminders
The best time to send reminders is at 7 AM. (Although you may not want to annoy late risers, a more civil timeframe of 8 AM is also effective.) Early morning messages are more likely to be seen and acted upon promptly.
Send Your Reminder At 8 AM
Best Day to Send Reminders
Interestingly, Sunday reminders have the highest response rate at 66.2%. If your appointments fall on weekdays, sending reminders on Sunday could help ensure higher engagement. To keep things simple, stick to the 48 Hours Before rule.
Best Response Rate on Sundays
Encouraging Rescheduling with a Simple SMS Prompt
Including the word "reschedule" before the booking link can prompt those who can't make it to take immediate action. This helps fill gaps left by cancellations.
Hi Sarah, reply YES to confirm or NO to cancel your appointment on Fri 12 Mar at 10:00 AM. To reschedule, click here: https://acmedental.co.nz/book
Appointment Reminder Message Examples
Whether you're managing medical appointments or client meetings, using text message templates can save time and ensure a consistent communication flow. Below are a few SMS message examples to inspire your appointment reminder strategy.
Example 1: General Appointment Reminder SMS
Hi [Name], this is a reminder of your appointment with [Service Provider] on [Date] at [Time]. Reply YES to confirm or NO to reschedule.
This simple and clear message keeps the communication concise while providing an easy way for recipients to take action.
Example 2: Medical Appointment Reminder SMS
Dear [Patient's Name], this is a reminder of your upcoming appointment with Dr. [Doctor's Name] on [Date] at [Time]. Reply YES to confirm or NO to reschedule. Thank you.
Personalising the message for medical appointments by including the patient and doctor's names adds a professional and caring touch, improving patient engagement.
Example 3: Automated Follow-Up Reminder for Medical Appointments
Hi [Patient's Name], just a friendly reminder that your appointment with Dr. [Doctor's Name] is tomorrow at [Time]. We look forward to seeing you!
Sending an automated follow-up message the day before helps ensure patients are aware and ready for their appointment.
Crafting the perfect appointment reminder message doesn't have to be complicated. By following these best practices–using friendly greetings, personalisation, clear instructions, and strategic timing—you can make a significant impact on appointment attendance and efficiency. Implement these tips and examples in your SMS strategy today, and see the difference in your appointment management process.