When to Send Text Reminders for the Best Open Rates

The best time to send a text reminder is 24 to 72 hours before an appointment. This window gives people enough time to prepare or reschedule without forgetting.

Sending messages in the mid-morning, from 8 to 10 a.m., or early afternoon, from 1 to 3 p.m., works well. People check their phones more often then. Avoid rush hours and late nights.

Good timing reduces missed appointments and saves your business time and money. We will explain the best practices for sending reminders.

Keep reading to learn how to make your reminder texts more effective.

Key Takeaways

• Send your first text reminder one to three days before the scheduled appointment.
• The best times of day to send a reminder are mid-morning and early afternoon.
• Always avoid sending messages during rush hour, on weekends, and late at night.

Why Timing Matters for Text Reminders

Sending a text message at the right time is very important. It can be the difference between someone showing up or not. When you send a reminder text at a good time, people are more likely to read it. They are also more likely to take action. This means fewer missed appointments for you.

Good timing also shows you care about the other person’s schedule. It shows you are not just sending a message whenever it is easy for you. You are thinking about when it is best for them. This improves the customer experience. People appreciate businesses that are considerate.

Using the right timing for your text messages can save your business a lot of trouble. It helps keep your schedule running smoothly. You will spend less time on phone calls trying to confirm appointments. You will also have fewer empty slots from last-minute cancellations.

This is why learning when to send text reminders is a key part of good communication. Smart timing becomes even more effective when your text messaging is consistent and clear.

Optimal Timing: Hitting the Sweet Spot

The 24-72 Hour Window

The most effective window for sending your first reminder is one to three days before the event. This is the sweet spot for appointment reminders. Sending a text message within this timeframe gives the recipient enough notice. They have time to check their calendar and make any necessary changes.

For example, if you have a scheduled appointment on a Monday, sending the initial text reminder on the Friday before is a great strategy. It lands before the weekend, giving the person a chance to remember their upcoming week.

A follow-up reminder on the morning of the appointment can then serve as a final nudge. This two-step approach is one of the best practices for sending SMS reminders.

Sending reminders too early, like a week in advance, often leads to the message being forgotten. Sending it too late, just a few hours before, doesn’t give the person enough time to adjust their plans.

The 24 to 72 hour window strikes the perfect balance for most situations. Many businesses see better results when reminders are scheduled hours in advance, especially for important appointments.

Mid-Morning and Early Afternoon: Prime Time

Once you know how far in advance to send a reminder, you need to pick the best time of day.

The hours between 8 a.m. and 10 a.m. are ideal for sending your first text message of the day. Most people have started their day and are checking their phones. They are more likely to see your reminder and have the mental space to process it.

Another great time is early afternoon, from about 1 p.m. to 3 p.m.

This is after the lunch rush when people are settling back into their work. It is a natural break point where they might check their messages again. Sending SMS appointment reminders during these windows increases the chance they will be seen and acted upon quickly.

A study in a mental health outpatient clinic reported that no-show rates dropped from 22.2% to 13.9% after adding SMS reminders.[1]

Think about your own habits. You probably check your phone more during these periods than during a busy meeting or your commute.

Aligning your sending schedule with these natural rhythms is a simple way to boost open rates for your reminder messages.

Timing to Avoid: When Not to Send

Rush Hour: A Recipe for Ignored Messages

There are certain times when your text reminder is likely to be ignored. The most important times to avoid are weekday rush hours, from about 6:30 a.m. to 8:30 a.m. and again from 4 p.m. to 7 p.m., since people are focused on commuting.

In fact, a behavioral study in Australia found that sending SMS reminders at better times cut missed hospital appointments by 34%.[2]

They are driving, navigating public transit, or trying to get out the door. A text message that arrives then is often seen as a distraction. It might get a quick glance but rarely a thoughtful response. Your important reminder could easily get lost in the shuffle of a hectic morning or evening.

Weekends: Respecting Personal Time

Unless your business is specifically weekend-based, it is generally best to avoid sending reminder texts on Saturdays and Sundays. These days are typically reserved for personal and family time. An SMS reminder about a work or medical appointment can feel like an intrusion.

If you must send a reminder that falls on a weekend, schedule it for a reasonable hour, like 10 a.m. or 2 p.m. Avoid early mornings and late evenings. Always consider the nature of your relationship with the recipient and the type of appointment.

A friendly reminder for a casual event might be fine, while a formal business reminder is best kept to weekdays.

Early Mornings and Late Evenings: The Irritation Zone

Sending a text message too early or too late can do more harm than good. The hours between 5 a.m. and 7 a.m. are too early for most people. You risk waking someone up, which creates a negative impression before they even read your message.

Similarly, sending reminders between 9 p.m. and 11 p.m. is too late. People are winding down for the night, spending time with family, or already asleep. A message at this hour can be seen as disrespectful of their personal time. Sticking to business hours and early evenings shows you value their rest and privacy.

Practical Considerations for Effective Reminders

Clarity and Conciseness: Getting to the Point

Your reminder text needs to be easy to understand quickly. Use simple language and get straight to the point.

A good text message reminder includes all the essential information without extra words. The recipient should know immediately what the message is about and what they need to do.

A clear example of an effective SMS appointment reminder is,

“Reminder: Your dental cleaning is tomorrow, Tuesday, at 3 PM. Please reply YES to confirm or CALL to reschedule.”

This message includes the date, time, and clear instructions. It uses a polite but direct tone. Having a library of pre-written message templates can help you maintain this clarity across all your communications.

Tone and Etiquette: Being Polite and Respectful

The words you choose in your reminder text matter. A polite tone makes a big difference in how your message is received. Using words like “Please” and “Thank you” shows respect for the recipient. It turns a demand into a request, which people respond to much better.

Avoid sounding demanding or robotic. Instead of

“Confirm your appointment”

Try

“Please confirm your appointment at your convenience.”

This small change makes the customer feel like they are in control. A respectful tone improves the overall customer experience and encourages a positive response. It shows that your business values courtesy in all its interactions.

Automation: Streamlining the Process

Manually sending each text reminder is not practical for most businesses. It is easy to forget or send a message at the wrong time. This is where automation becomes a powerful tool. Automated systems ensure your reminder texts go out consistently at the times you have set.

You can schedule a series of reminder messages in advance. For instance, you can set an initial reminder to go out 48 hours before an appointment and a final reminder 2 hours before. This saves you significant time and ensures reliability.

Automation helps you follow the best practices for sending reminders without adding to your daily workload.

Time Zone Awareness: Avoiding Unintentional Annoyance

If your customers are in different time zones, this is a critical factor. Sending a text message based on your local time could mean it arrives at 5 a.m. for your customer. This is a sure way to irritate them and have your message ignored.

Always double-check the recipient’s time zone before scheduling a reminder. Many automated texting systems have features that can detect and adjust for time zones automatically.

This ensures your reminder arrives at a reasonable hour, no matter where your customer is located. It is a simple step that demonstrates professionalism and consideration. Strong reminder texts also play a key role in keeping customers engaged.

FAQ

How do we know the best time to send text messages to your customers?

We look at your schedule and your customer habits to find the best time to send text messages. When we use text messaging during calm parts of the day, open rates improve and you save time and money. We also give you simple message templates so you can send a reminder faster.

This makes your text reminders easier for you to manage every day.

Why do text message reminders work better for you than phone calls?

We see that text message reminders work better than phone calls because your customers can read them anytime. When you send a reminder a few hours in advance, people stay prepared and respond more often. These reminder texts improve response rates and customer experience.

When sending SMS becomes part of your best practices, your text reminders stay clear and helpful.

How many hours in advance should you send appointment reminders?

We suggest sending SMS appointment reminders about 24–72 hours in advance. This gives your customers enough time to cancel or reschedule without stress. If you send reminder messages too early, people forget. If you send text reminders too late, they feel rushed.

This timing helps you avoid missed appointments and keeps every scheduled appointment running smoothly.

How can you write a reminder text that gets better open rates?

We help you write reminder texts that are short and clear so customers understand them quickly. A helpful reminder text includes the date, time, and your phone number. When you send a reminder or send text message at the right time, open rates go up.

Strong text message reminders and SMS reminders use message templates that make sending reminders easier for you.

Can you use texting appointment reminders if you need customers to confirm?

Yes. When you use texting appointment reminders or SMS appointment reminders, customers can confirm, cancel or reschedule in just a few seconds. This helps you avoid missed appointments and saves time and money.

When you send text reminders with a friendly tone, response rates improve. Your appointment reminders become simple, clear, and helpful for both you and your customers.

Conclusion

Getting the timing right for your text reminders is a simple change with big results. Sending messages 24 to 72 hours in advance during mid-morning or early afternoon hours increases their effectiveness. You will see higher open rates and better response rates. This reduces missed appointments and saves your business time and money. Clear, polite messages sent at the right time improve customer communication and show professionalism.

Ready to automate this process? See how easy it is by signing up for a live demo at BrandJet.

References

1. https://pubmed.ncbi.nlm.nih.gov/29143910/
2. https://www.nsw.gov.au/departments-and-agencies/behavioural-insights-unit/blog/using-reminders-to-cut-missed-hospital-appointments/

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• https://brandjet.ai/blog/text-message-campaigns/
• https://brandjet.ai/blog/how-to-set-up-text-campaigns/
• https://brandjet.ai/blog/text-message-follow-up-strategy/