SMS to confirm an appointment: the perfect template

7 August 2025 | 6 mins read

Young man smiling with glasses and a blue shirt, looking at his smartphone.

Today, we're going to talk about something that may seem trivial, but believe me, it can change your life (professional life, of course 😉): the SMS to confirm an appointment.

We’ve all been there: a packed schedule, a client forgetting their slot, and bam! an hour wasted. Frustrating, isn't it? 😩 Well, it turns out that a well-thought-out notification can make all the difference. No more missed appointments that mess up your schedule and, more importantly, your revenue.

So, how do we draft THE perfect message? One that is professional, friendly, and super effective? That’s what we’re going to explore together. After this article, you'll be the kings and queens of appointment confirmations via SMS! 👑

🤝 Why is SMS your best friend for confirming an appointment?

One might ask: "Why bother with a text message when an email will do the job?" Great question! But the numbers speak for themselves. Brace yourself: the open rate for SMS messages reaches astonishing heights, with an impressive score of 98%, compared to just 20% for emails. And that's not all! The vast majority of SMS messages, about 95%, are read within three short minutes of being received. Suffice to say, it’s the most direct and instant communication channel you can find.

Just imagine: you send a confirmation for an appointment and you can be almost certain that your client will see it, and almost immediately. That’s pretty reassuring, right? No more crossing your fingers hoping your email doesn’t get lost in the spam abyss.

A young man smiling in casual professional attire in an office.

Personal anecdote:

I remember a hairdresser, let’s call her Chloe, who was on the verge of a nervous breakdown due to missed appointments. She was wasting a lot of time and, of course, money. One day, she decided to try confirming appointments via SMS. At first, she was skeptical. And then, magic! ✨ Her no-show rate dropped dramatically. She told me it was night and day. Her clients loved the handy little reminder, and she could finally organise her schedule with peace of mind.

The benefits:

⏰ A phenomenal time-saver:
No more endless reminder calls. A text message to confirm an appointment can be sent in just a few clicks, and you’re done.
😎 A top-notch brand image:
Sending a confirmation SMS shows your clients that you are modern, organised, attentive, and that you care about them. It’s a small detail that makes a big difference and builds trust.
🧘‍♀️ Less stress, more business:
By reducing missed appointments, you optimise your schedule, gain efficiency, and ultimately improve the profitability of your business. It’s mathematical! In fact, some professionals estimate that this simple action can reduce the number of missed appointments by a factor of 4, not bad, right?

You see, SMS marketing is not just a gimmick. It’s a powerful and incredibly effective tool for all professionals managing appointments, whether you’re in beauty, health, real estate, or even automotive.

🧪 The secret ingredients of a perfect confirmation SMS

Now that you are convinced of the usefulness of SMS for confirming an appointment, let's get practical. How to write the ideal message? It's a bit like a cooking recipe: you need the right ingredients, in the right proportions.

Clarity above all: be simple and direct

An SMS is short. Very short. Generally, we stick to 160 characters to ensure the message displays in full on all phones. So, no unnecessary fluff! Get straight to the point. Your client should grasp the essentials at a glance.

Here are the essential pieces of information to include:

Your name or your business name:
This is basic, but it’s sometimes forgotten. The client needs to know who is writing to them.
The client's name:
Personalization is key! A "Hello [First Name]" is much warmer and more engaging than a simple "Hello".
The date and time of the appointment:
This is the main piece of information, so make sure it is clearly visible.
The location of the appointment (if necessary):
If you have multiple addresses or if it's a first appointment, be sure to specify the location clearly.

Personalization: the little touch that makes all the difference

We've already talked about this, but I insist: personalize your messages! A professional SMS, for example an SMS that includes the client's name shows that you see them as a person, not just a number in your database. It’s an excellent way to build a close and trusting relationship.

Type of personalization	Example
Client's name	"Hello [First Name], your appointment is confirmed..."
Service details	"...for your transformation haircut on..."
Client's name	"...with Sophie on..."

The call to action: encourage a response

To be 100% sure that your client has noted the appointment, it’s best to ask them to confirm their attendance. This is what we call a call to action.

Some simple and effective examples:

"Reply YES to confirm"
"In case of any issues, please let us know at [Phone Number]"
"To modify or cancel, click here: [Link]"

This simple phrase allows you to update your schedule in real time and avoid unpleasant surprises.

Illustration of a smiling young black businessman looking at his smartphone, with his team in the background.

📝 Professional SMS example to copy and paste without moderation!

Enough theory, let's move on to concrete examples! Here are some SMS templates for confirming an appointment that you can adapt to your industry and style. Feel free to add your personal touch and, of course, emojis to make it more fun! 😉

The classic, simple and effective: this template gets straight to the point, it's perfect for most situations.

"Hello [First Name], confirmation of your appointment at [Your Company Name] on [Date] at [Time]. In case of any unforeseen circumstances, please contact us at [Number]. See you soon! 😊"
"Hi [First Name]! 👋 Just a quick message to confirm your appointment on [Date] at [Time] with [Colleague's Name]. Please reply YES to confirm your attendance. Looking forward to seeing you!"

The model with additional information.

Ideal if you need to provide specific instructions to your clients.

"Hello [First Name], your appointment for [Type of Service] is confirmed for [Date] at [Time]. Please remember to bring [Document or Item]. Our address: [Address]. Thank you and have a great day!" ☀️
"Confirmation of your appointment at [Your Company Name] on [Date] at [Time]. Please arrive 10 minutes early. If you have any questions, feel free to ask. See you soon!" 🚗

The super friendly and relaxed model.

If your brand image is more cool and friendly, this type of message is for you.

"Hi [First Name]! Your appointment is confirmed in our calendar for [Date] at [Time]. We can't wait to see you! The team at [Your Company Name]" 🤩.
"Hey [First Name]! Your appointment on [Date] at [Time] is all set. Get ready to be pampered!" 😉!

Don't forget, the best example of a professional SMS is one that reflects you and speaks to your clients. Be creative!

Illustration of a smiling businessman in a blue suit holding a smartphone.

🤖 The art of automation: how to schedule a SMS?

Sending confirmation SMS one by one is fine. But when you have dozens of appointments each week, it can quickly become time-consuming. Fortunately, technology is here to save us! 🙏

Why automate? The superpowers of technology.

Automation is simply the act of programming an SMS to send itself without you having to lift a finger (or almost). The advantages are enormous:

No more forgetting:
Once it's programmed, you can relax. No more sticky notes on your screen reminding you to send confirmations.
A significant time saver:
The time you no longer spend sending SMS can be dedicated to your core business.
Consistent communication:
All your clients receive the same type of message, at the same time. It’s professional and enhances your image.

How does it work? SMS platforms to the rescue.

To automate your sends, the simplest way is to use an SMS platform. There are plenty available on the market, each with its own specifics. These platforms allow you to:

Create message templates:
You draft your SMS to confirm an appointment once and for all, and you can reuse it endlessly.
Import your contacts:
You can easily upload your client list to send bulk messages.
Schedule sending:
You choose the exact day and time for your SMS to be sent. For example, you might decide to send a first confirmation right after the appointment is made, then a reminder 24 or 48 hours before.
Manage responses:
Some platforms offer the feature of 'SMS auto-response'. For instance, if a client replies 'YES', they could receive a thank-you message.

Choosing a good SMS platform is crucial for a successful SMS marketing strategy. Take the time to compare offers and select the one that best fits your needs and budget.

Did you know? On most Android smartphones, you can schedule an SMS directly from the 'Messages' app. It’s a handy tip for occasional needs!

🕰️ The perfect timing: when to send your confirmation SMS?

We have the perfect message, we know how to automate it... but when should we send it? Timing is an essential element of your SMS marketing strategy. A message sent at the wrong time risks being ignored, or even disturbing your client.

The right timing for maximum impact

There are no universal rules, as the ideal moment largely depends on your business sector and your customers. However, here are some considerations to think about:

Immediate confirmation:
Right after the appointment is made, send a first SMS to confirm that everything is in order. This immediately reassures the client and gives them a written record of their time slot.
The reminder 48 hours before:
A reminder two days before the appointment is an excellent practice. It gives the client time to organise themselves and, if necessary, to reschedule without putting you in a difficult position.
The reminder on the day:
For those who are a bit forgetful (we all know a few!), a quick reminder on the morning of the appointment can be a lifesaver.

Studies on consumer behaviour show that Tuesday and Thursday are often days when people are more receptive to marketing messages. Conversely, Monday mornings (when everyone is busy) and Friday afternoons (when people are already thinking about the weekend) may be best avoided for non-urgent communications.

Absolutely avoid: timing blunders

Sending an SMS too early in the morning or too late at night:
Respect your clients' sleep and privacy! 😴
Sending a message on Sunday evening:
This is generally not the best time to capture attention.
Harassing your clients:
One or two reminders is perfect. Five is starting to be too much!

The secret is to find the right balance. Don’t hesitate to test different time slots and analyse the results to see what works best for you.

Conclusion: The confirmation SMS, your new stress-relief ally!

And there you have it, we’ve covered everything! You now have all the tools to create the perfect sms to confirm an appointment.

To summarise, here are the key points to remember:

SMS is a powerful SMS marketing tool with unbeatable open and read rates.
A good message should be clear, personalised and include a call to action
Don't be afraid to use templates and adapt them to your style, with a good dose of emojis! 😜
To save time and increase efficiency, consider scheduling an sms and using an sms platform to automate your sends.
Timing is crucial: send your messages at the most opportune moments to maximise their impact.

Studies on consumer behaviour show that Tuesday and Thursday are often days when people are more receptive to marketing messages. Conversely, Monday mornings (when everyone is busy) and Friday afternoons (when people are already thinking about the weekend) may be best avoided for non-urgent communications.

By adopting these best practices, you will not only drastically reduce the number of missed appointments, but also improve your customer relations and project an ultra-professional image. It's a small action with huge benefits!

So, ready to get started? Don't wait any longer and make marketing sms your best asset for flawless organisation and happy clients.

🤔 FAQ: We answer your questions!

Can I use abbreviations in my confirmation SMS?

It's best to avoid them. To remain professional and ensure you are understood, favour clear language without abbreviations, even if space is limited.

How much does sending professional SMS cost?

Prices vary depending on the sms platform and the volume of SMS you send. Many platforms offer packages suited to all business sizes, and it's often very affordable, especially considering the return on investment!

How can I obtain my clients' phone numbers?

The simplest way is to ask directly when making an appointment. Just explain that it's for sending a confirmation and a reminder; most clients will appreciate this consideration.

What should I do if a client cancels via SMS?

That's great news! It means your system is working. You can set up an automated response to sms to acknowledge the cancellation and perhaps offer a link to reschedule. Your slot is freed up and you can offer it to another client. Everyone wins!

Is the confirmation SMS suitable for all sectors?

Absolutely! Whether you are a doctor, hairdresser, real estate agent, mechanic, personal trainer... as long as you manage appointments, the confirmation SMS is a fantastic tool to optimise your organisation and communication.