Appointment Confirmation Text Templates
45 short texts for confirming, reminding, rescheduling and following up, written for the people who drive to their appointments. Pick your trade, tap Copy, and fill in the {curly brace} parts.
Each is under 160 characters as written. Names and dates may add a few.
Five Rules That Get Replies
Say Who You Are First
Your name and company in the first line. People decide in a second whether a text is real.
End with a Question
"Does that work?" gets answers. A reply also tells their phone your number is known.
Keep It Under 160 Characters
One standard text. Use straight apostrophes: curly quotes and emoji switch the text to a format that fits only 70 characters per part.
Leave Out the Private Stuff
No claim details, account numbers or shortened links. Carriers often filter short links, and texts can be read on a lock screen.
And text at reasonable hours, roughly 8 AM to 9 PM in their time zone.
Templates by Occupation
Show only one kind of message:
Insurance Adjusters
First contact on a new claim often happens by text now. Name the insurer or your firm so the insured knows it's legitimate. More for adjusters on the Insurance Adjuster page.
Confirmation
Hi {first name}, this is {your name}, the adjuster for your {company} claim. I can inspect {date} at {time}. Does that work? Reply YES or suggest a time.
Reminder
Hi {first name}, {your name} here, your claim adjuster. Reminder: I'll inspect your property tomorrow, {date}, at {time}. Reply if anything has changed.
Choice of Times
Hi {first name}, it's {your name}, adjuster for claim {claim #}. I can inspect {date} at {time 1}, {time 2} or {time 3}. Which works best?
On My Way
Hi {first name}, {your name} the adjuster here. I'm on my way and should arrive around {time}.
Running Late
Hi {first name}, it's {your name}, your adjuster. My last inspection ran long. I'm about {minutes} min behind and will be there around {time}. Sorry!
Reschedule
Hi {first name}, {your name} here, your adjuster. Weather has pushed my schedule back. Could we move your inspection to {date} at {time}?
No-Reply Follow-Up
Hi {first name}, {your name} again, the adjuster for your {company} claim. I'd like to book your inspection. What day this week suits you?
Insurance and Real Estate Appraisers
Homeowners and borrowers often don't know who the appraiser is. Name the lender, AMC or insurer you're working for. See also the Appraiser page.
Confirmation
Hi {first name}, this is {your name}, the appraiser for {company}. I can view {address} on {date} at {time}. Does that work for you?
Confirmation (Vehicle Claim)
Hi {first name}, {your name} from {company}, the appraiser on your vehicle claim. Can I see the vehicle {date} at {time}? Reply YES or a better time.
Reminder
Hi {first name}, {your name} the appraiser. See you tomorrow at {time}. Please make sure I can get into every room, the basement and the attic.
Choice of Times
Hi {first name}, it's {your name}, the appraiser for your refinance. I can come {date} at {time 1} or {time 2}. Which is better for you?
On My Way
Hi {first name}, {your name} the appraiser. I'm on my way and should be there in about {minutes} minutes.
No-Reply Follow-Up
Hi {first name}, {your name} again, the appraiser for {company}. The lender has asked for the visit soon. What day works for you?
Field Inspectors
Many insurance inspections are exterior-only. Saying so up front saves a lot of "do I need to be home?" replies. More on the Field Inspector page.
Confirmation
Hi {first name}, this is {your name}, inspecting for your insurer, {company}. Can I do a short inspection {date} around {time}? Does that work?
Exterior-Only Notice
Hi {first name}, {your name} for {company} here. I'll do an exterior-only inspection at {address} on {date}. You don't need to be home. Questions? Reply here.
Reminder
Hi {first name}, reminder from {your name}, inspector for {company}: see you tomorrow at {time}. It takes about 20 minutes.
Choice of Times
Hi {first name}, it's {your name}, inspector for {company}. I can come {date} at {time 1}, {time 2} or {time 3}. Which suits you?
Running Late
Hi {first name}, {your name} the inspector. I'm running about {minutes} minutes late and will be there around {time}. Thanks for your patience.
No-Reply Follow-Up
Hi {first name}, {your name} for {company} again. Your insurer needs this inspection by {date}. Reply with a day that works and I'll book it.
Process Servers
Process Servers usually should not text the person being served before service: a heads-up can help someone avoid it. Text a recipient only when they've already agreed to meet you or asked you to contact them. Never describe the documents in a text, and follow your jurisdiction's rules and your client's instructions. The templates below are for those cases and for your clients. More on the Process Server page.
Confirm a Meeting They Asked For
Hi {first name}, this is {your name} from {company}, following up on our call. I'll meet you at {address} on {date} at {time}. Does that still work?
Choice of Times (Cooperative Recipient)
Hi {first name}, {your name} from {company}, as we discussed. I can meet you {date} at {time 1} or {time 2}. Which is easier for you?
Meeting Reminder
Hi {first name}, {your name} from {company}. Just confirming we're meeting tomorrow at {time} at {address}. Reply if you need a different time.
Running Late to a Meeting
Hi {first name}, it's {your name} from {company}. I'm about {minutes} minutes behind and will be there around {time}. Sorry for the wait.
Document Pickup (Client)
Hi {first name}, {your name} from {company}. I can pick up the documents for file {file #} on {date} around {time}. Will they be ready at reception?
Attempt Update (Client)
Hi {first name}, {your name} from {company}. File {file #}: attempt made {date} at {time}, no answer. Next attempt planned for {next date}.
Served (Client)
Hi {first name}, {your name} from {company}. File {file #} was served {date} at {time}. The affidavit of service will follow by email.
Contractors and Estimators
A quick text after an estimate request shows you're organized before you've even arrived. See the Contractor page.
Estimate Confirmation
Hi {first name}, this is {your name} from {company}. I can come by {date} at {time} to look at the job and give you an estimate. Does that work?
Reminder
Hi {first name}, {your name} from {company}. Reminder: I'll be there tomorrow, {date}, at {time}. Please keep the work area clear if you can.
Choice of Times
Hi {first name}, it's {your name} from {company}. For your estimate I can do {date} at {time 1}, {time 2} or {time 3}. Which works?
On My Way
Hi {first name}, {your name} from {company}. On my way now, should be there around {time}.
Running Late
Hi {first name}, it's {your name} from {company}. The last job ran over. I'm about {minutes} minutes behind and will be there around {time}.
Weather Reschedule
Hi {first name}, {your name} from {company}. Rain is forecast for {date}, so I'd like to move your job to {new date}. Does that work for you?
No-Reply Follow-Up
Hi {first name}, {your name} from {company}, following up on your estimate request. Is there a day this week that suits you?
Sales Reps and Account Managers
Keep it about the visit, not a pitch. A short, specific ask gets a yes more often. See the Sales Rep page.
Visit Confirmation
Hi {first name}, {your name} from {company}. I'll be in your area {date}. Could I drop by at {time} for 15 minutes?
Reminder
Hi {first name}, {your name} from {company}. Looking forward to seeing you tomorrow at {time}. Anything you'd like me to bring?
Choice of Times
Hi {first name}, it's {your name} from {company}. I'm in town {date}. Would {time 1} or {time 2} be better for a quick visit?
On My Way
Hi {first name}, {your name} from {company}. Heading over now, should be there around {time}.
Reschedule
Hi {first name}, {your name} from {company}. Something came up for {date}. Could we move our visit to {new date} at {time}? Sorry for the change.
No-Reply Follow-Up
Hi {first name}, {your name} from {company} again. I'm back in your area {date}. Is there a good time to stop in?
Delivery and Courier Drivers
For deliveries that need someone home, a window and a yes-or-no question prevent most missed drops. See the Delivery Driver page.
Delivery Window
Hi {first name}, this is {your name} with {company}. Your delivery is booked for {date} between {time} and {end time}. Will someone be home?
Reminder
Hi {first name}, {your name} with {company}. Your delivery is tomorrow, {date}, around {time}. Reply if you need a different day.
Choice of Times
Hi {first name}, {your name} with {company}. Can we deliver {date} at {time 1} or {time 2}? Reply 1 or 2.
On My Way
Hi {first name}, {your name} from {company}. I'm on my way with your delivery and should be there around {time}.
Running Late
Hi {first name}, {your name} from {company}. Traffic has me about {minutes} minutes behind. New arrival time is around {time}.
No Answer at the Door
Hi {first name}, {your name} from {company}. I'm at {address} with your delivery but there's no answer. I'll wait 5 minutes. Can you come to the door?
Identify Yourself and Honour STOP: CASL and TCPA Basics
This is general information, not legal advice. In Canada, CASL covers commercial electronic messages. A text confirming an appointment someone asked for is treated differently from a marketing message, but you should still identify yourself and your business, and stop texting anyone who asks you to. In the US, the TCPA and state laws generally expect permission to text a cell phone. That usually exists when someone gave you their number so you could arrange the visit, but marketing texts have stricter rules.
The safe habits are the same everywhere: text only people who gave you their number for this purpose, keep the message about the appointment, text at reasonable hours, and treat "STOP", "no more texts" or anything like it as a request to stop.
Why Your Texts Might Land in Unknown Senders
Recent iPhones can move texts from numbers that aren't in someone's contacts, and that they've never texted, into a separate Unknown Senders list without a notification. Your text isn't blocked, but it may not be seen until it's too late. Three things help:
- Text from a number they already know. If they've saved your cell from a call or voicemail, your text arrives normally. A brand-new business number starts as a stranger.
- Lead with your name and why you're texting, so the preview line makes sense even in the filtered list.
- Ask a question. Once they reply, your number counts as known for next time.
Template Questions
How long should an appointment confirmation text be?
Under 160 characters if you can. That fits in one standard text message, reads at a glance, and costs one message on services that charge per text. Curly quotes or emoji switch the message to a format that holds only 70 characters per part.
What should an appointment confirmation text include?
Who you are, who you're with, the day and time, and a question that invites a reply, such as "Does that work?" Leave out shortened links and anything private, like claim details or account numbers.
Do I need consent to text customers about appointments?
This is general information, not legal advice. In Canada, CASL treats a text confirming an appointment someone asked for differently from marketing, but you should still identify yourself and honour requests to stop. In the US, the TCPA generally expects permission, which usually exists when the person gave you their number for the appointment. Text only people who gave you their number for that purpose.
Why aren't people seeing my texts?
Recent iPhones can file texts from numbers that aren't in contacts, and that the person has never texted, into a separate Unknown Senders list without a notification. Texting from a number they already know helps, and so does starting with your name and asking a question, because once they reply your number counts as known.
Should process servers text the person being served?
Usually not before service, because a heads-up can help someone avoid it. Text a recipient only when they've already agreed to meet you or asked you to contact them, never describe the documents in a text, and follow your jurisdiction's rules and your client's instructions.
Send These Without Copying and Pasting
Copying one text at a time is fine for three appointments. For a full day, RouteWren sends your templates to every stop at once, each with that person's own day and time filled in, from your own number with manual texting or an Android phone, or from a Twilio number. Turn on the confirm link and people tap to confirm, pick one of the times you offered, or say they can't make it. Replies land on the right stop, STOP replies are honoured automatically with httpSMS or Twilio, and there are starter templates in English and French for each trade.
The times come from your route planner, so they fit the drive. Read how it works, the texting setup guide, or see pricing: every feature on every plan, from $12/month CAD, and RouteWren doesn't charge per text.
14 days free, up to 20 stops. No card needed.