15+ Therapy Appointment Reminder Text Message Examples (2026)

TL;DR

• Impact: SMS reminders can reduce no-shows by ~39%.
• Best Practice: Send 24 hours before + 1 hour before.
• Privacy: Never include diagnosis or PHI in texts. Keep it generic ("Appointment with Dr. Smith").
• Action: Use the templates below to automate your flow today.

No-shows are the silent revenue killer for therapy practices. The simplest fix? A timely, well-worded text reminder. Research shows that SMS reminders can reduce no-show rates by up to 39%.

But what should you say? How do you balance being effective with being "clinical" and caring? And is it HIPAA compliant?

In this guide, we provide 15+ copy-paste text message templates you can use immediately, along with best practices to keep your practice professional and secure.

Why Text Reminders Work Better Than Email

While email is great for receipts or long forms, texts get read. The open rate for SMS is nearly 98%, compared to ~20% for email. For a time-sensitive event like a therapy session, a text message sent 24-48 hours in advance is your best defense against forgetfulness.

Tip: Don't rely on memory. Use a scheduling tool like OnlyCaly to automate these SMS reminders safely. See our guide on Why Practice Management vs Simple Scheduling matters for automation.

Best Practices for Therapy SMS Reminders

Before you copy the templates, keep these 3 rules in mind:

1. Keep it Brief: SMS has a character limit (usually 160). Get to the point.
2. Protect Privacy (HIPAA): Avoid sensitive details. Do not mention specific diagnoses or treatment plans. Simply use "Appointment Reminder" or "Session".
3. Clear Call to Action: Tell them exactly what to do if they need to cancel.

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1. The Standard 24-Hour Reminder templates

Best for: Established clients having regular recurring sessions.

Option 1 (Friendly): "Hi [Client Name], just a friendly reminder for your appointment with [Therapist Name] tomorrow at [Time]. See you then!"

Option 2 (Professional): "Reminder: You have an appointment with [Your Practice Name] on [Date] at [Time]. Please reply C to confirm or call if you need to reschedule."

Option 3 (Minimalist): "Appointment Reminder: Tomorrow at [Time] with [Therapist Name]. Location: [Address/Link]. Reply YES to confirm."

2. Telehealth / Zoom Session Reminders

Best for: Online therapy sessions ensuring the link is handy.

Option 4 (With Link): "Hi [Client Name], reminder for our video session tomorrow at [Time]. Please use this secure link to join: [Link]. See you soon - [Therapist Name]."

Option 5 (Pre-session Tech Check): "Your online session with [Therapist Name] is starting in 1 hour. Please test your camera/mic here: [Link]. Join link: [Meeting Link]."

3. New Client / First Session Templates

First sessions have the highest no-show risk. Add a warm touch.

Option 6 (Warm Welcome): "Hi [Client Name], looking forward to our first session tomorrow at [Time]. Address: [Address]. Parking is available in the back. - [Therapist Name]"

Option 7 (Intake Form Nudge): "Hi [Client Name], reminder for your intake appointment tomorrow at [Time]. Please complete your forms here if you haven't yet: [Link]. Thanks!"

4. Late Cancellation Warning Templates

Use these if you have a strict 24h or 48h cancellation policy.

Option 8 (Policy Reminder): "Reminder: Appointment with [Therapist Name] is on [Date] at [Time]. Please note our 24h cancellation policy. To reschedule, call us by [Time Today]."

Option 9 (Direct): "Hi [Client Name], confirming your slot for tomorrow at [Time]. Changes must be made by 5 PM today to avoid a late fee. See you then!"

5. "It's Been Awhile" / Re-engagement

For clients who ghosted or paused therapy.

Option 10 (Gentle Check-in): "Hi [Client Name], thinking of you! It's been a while since our last session. If you'd like to book a check-in, here is my link: [Booking Link]. No pressure. - [Therapist Name]"

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3 Common Texting Mistakes to Avoid

1. Including PHI: Never text "How is your anxiety?" or "Reminder for depression screening". This is a HIPAA violation.
2. Being Too Vague: "You have an appointment" isn't enough. Include Day, Time, and Location (or Zoom link).
3. No Cancellation Policy: If you have a late fee, remind them before the window closes. (Grab our Cancellation Policy Template).

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How to Automate These Reminders

Sending these manually is a recipe for burnout. The modern compliant way is to having your scheduling software do it.

Using OnlyCaly:

1. Go to Service Settings.
2. Enable SMS Reminders.
3. Choose to send 24 hours and 1 hour before.
4. Customize the template using the variables {Client Name} and {Time}.

OnlyCaly handles the time zones and delivery automatically, so you never have to think about it on a Sunday night.

FAQ

Is it HIPAA compliant to send text reminders?

Yes, if you limit the information. Do not include health info (PHI). Simply stating "Appointment with Dr. Smith" is generally considered acceptable under the "minimum necessary" rule, provided the client has consented to receive communications. Always get consent in your intake paperwork.

How often should I send reminders?

The "Gold Standard" combination is:

1. Email Confirmation immediately upon booking.
2. SMS Reminder 24 hours before key.
3. SMS/Email Nudge 1 hour before (especially for Zoom).

What if clients reply to the text?

If you use a tool like OnlyCaly, replies might not be monitored or might go to a noreply system depending on the setup. It's best to include "Please call [Number] to reschedule" if you don't want them replying to the bot.

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Ready to stop no-shows? Start your free trial with OnlyCaly today and set up automated SMS reminders in under 2 minutes.