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Top 8 Best Practices for Meeting Reminder SMS to Grow Your Business in 2022

SMS (short message service) is the most widely utilized data service on the planet, surpassing Facebook and email. According to a recent study, nearly 98 percent of adults in the United States have access to a mobile phone, and 79 percent check their phones within 15 minutes of waking up. What better way to keep in touch with your customers and clients than by sending them a text message appointment reminder?

Apart from the great feedback it may provide for both businesses and customers, it decreases no-shows, avoids unforeseen cancellations, and lessens the impact of a client forgetting their appointment date and time. This enables you to increase the revenue of your firm to its maximum potential.

In no uncertain terms, no-show appointments are expensive. No-shows are common in most organizations, but in particular industries, such as healthcare, they can reach as high as 80 percent. Such a loss in revenue can be fatal. It should be a priority for your company to reduce no-shows. No-shows can have a negative influence on the following aspects of the business:

  • Employee Productivity (What do your employees do if a client fails to show up?)
  • Returning clients
  • Cost-cutting measures
  • Expansion in general

Any service organization wishing to drastically enhance attendance rates for upcoming appointments might use the basic SMS text message meeting reminder as a viable solution. It saves time while also ensuring client satisfaction and improved bottom lines, thanks to the addition of automation.

  • Understand the time and way of sending the text

Timing is crucial when delivering reminders. Text reminders have the capacity to pierce through a busy person’s day and demand their immediate attention. Unlike emails or other types of communication, an SMS is typically opened and acted upon within seconds of receipt. Although there are no hard and fast laws, it’s a good idea to remember the following guidelines:

Send them within working hours if possible.

  • It’s best to send a reminder 24 hours in advance of the appointment.
  • Customers will be less likely to forget, and both of you will have more flexibility if they need to reschedule or cancel. Sending one pleasant reminder a day before a parolee appointment reduced no-shows by 43 percent
  • Depending on the industry, the best time to do anything would be different. According to certain studies, healthcare clinics should remind patients around 6 p.m., whereas restaurant reservations should be made at 10 a.m.

There’s also a delicate balance to be struck when it comes to how frequently to send SMS reminders — we don’t want to overburden people’s SMS inboxes or see open rates fall to levels comparable to email.

  • Make it look personal and concise

If you make your clients and consumers feel like you’re not merely texting them appointment reminders, they’ll enjoy it. The easiest method to receive a good response from your target clientele is to be clear about the appointed date and time, be brief with the location, and add a personal touch.

Many companies overlook the importance of psychology in persuading people to pay attention to their reminders. When you send a message or a reminder to someone who you believe will have a significant impact on your market, you don’t only hope for a positive response. Including a personal touch shows that you are concerned about their well-being.

  • Plan out your reminders

Plan out your appointment slot reminders like a campaign. Customers’ confirmation of appointments or reactions to cancellation/rescheduling requests are examples of this. The plan should initiate from Booking Appointment→sending Immediate appointment text confirmation →the Meeting reminder text 1 week before/cancellation policy email→Sending meeting reminder 1 day before→Appointment reminder text with special instruction about entry→Customer meeting.

It looks more engaging and productive. 

  • Make the content of your SMS count

Before you are charged for a multi-part message, you have only 160 characters to compose an SMS text. That is why, when creating an engaging message, you must be merciless.

Always remember to:

  • Maintain the relevance and significance of all data.
  • Make sure your copy is simple and straightforward.

Consider sending a new text message if you have specific instructions or more information. You might also refer to it in another communication channel (email) and include a link to it in the text.

Upgrade your SMS to a Multimedia Messaging Service to stand out even more (MMS). You can send an image and a lot more characters with these.

  • Tone of conveying message

It’s important to send your SMS reminders in a professional but personable tone. Ascertain that the customer is comfortable canceling if they are unable to attend the booked appointment. After all, canceling ahead of time is preferable to showing up late.

  • Automated feature of replies and reminders

Customers can frequently reschedule, cancel, or inquire about appointments using appointment scheduler reminders nowadays. Allowing clients to communicate with you boosts customer engagement significantly. Once your consumer has been told of the crucial information of their appointment, such as the day and time, ask them to confirm their attendance. This will help them remember the appointment and increase their chances of showing up.

  • Alternatively, you might allow the customer to reschedule if necessary; don’t let the opportunity pass you by. To cancel, ask the client to react with a ‘No,’ but set up an automated response to any inbound communications that include a ‘No,’ saying something along the lines of “is there a date and time next week that works for you?” You can assure that you keep a booking if they respond (and the customer).
  • Allow for two-way texting so that customers can text you if they have queries or problems. In some cases, this is even better than having a phone number because the business and the customer may communicate whenever they want.
  • Trustable, loyalty and recognition

A dedicated number is the ideal approach to develop trust, loyalty, and recognition among your customers if you plan to send SMS reminders to them frequently. While employing shared numbers from a pool of available numbers is less expensive, it also runs the risk of your customers receiving reminders from various numbers each time – or worse, from several organizations. This may cause a consumer to become confused, causing them to miss your appointment.

Having a dedicated phone number not only demonstrates your company’s professionalism, but it also adds honesty and genuineness to your company’s market. 

  • Keep in mind the importance of text message compliance

Although legal requirements differ by country, most countries make it illegal to contact clients by mobile without their permission. Make sure you’re familiar with the local compliance rules in the places where your clients or numbers originate. Make sure you have the customer’s consent and that it is recorded and current.


Appointment text reminders have proven to be a highly effective method of reducing no-shows and cancellations at the last minute. Following these best practices can help your company achieve incredible success and maximize current and future revenues and productivity to their full potential.

I am Lalitha Part time blogger from India . I Love to write on latest Tech Gadgets , Tech Tips , Business Ideas , Financial Advice , Insurance and Make Money Online

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