26 messages for every moment a patient can slip away, from the first inquiry to the referral. Copy one, swap the brackets, send it. Free, no signup.
26 messages
New inquiryText
First reply to a web form
Within 5 minutes of the form coming in.
Hi [First name], it's [Your name] at [Practice]. Thanks for asking about [treatment]! I have [Day] at [Time] or [Day] at [Time] for a consult. Want one of those? If you have a question first, just reply here.
Two real times are easier to answer than "when works for you?" The patient picks instead of planning.
New inquiryDM
Instagram or Facebook DM reply
Same day, ideally within minutes.
Hi [Name]! Thanks for the message. Happy to help with [treatment]. Consults take about [X] minutes and are [free / $X, credited to your treatment]. I can do [Day] at [Time] or [Day] at [Time]. Which works? Or pick your own time here: [link]
DMs are where many first questions arrive, and they're the inbox nobody owns. One named person checks them on a schedule.
New inquiryText
The price question
Whenever someone asks what it costs.
Good question. [Treatment] starts at [$X], and your provider confirms your exact plan at the consult, since it depends on what you'd like to change. Want me to save a consult time for you? I have [Day] or [Day].
Answer the number. A dodged price question usually ends the conversation, and a starting price is honest without promising a plan.
New inquiryText
After-hours auto reply
The moment an inquiry arrives while you're closed.
Thanks for reaching out to [Practice]! We're closed for the night, but you're first on our list when we open at [Time]. If you'd like to grab a time now, here's our calendar: [link]
The patient knows they were heard, and the ones ready to book can do it at 10pm while the interest is fresh.
New inquiryText
Follow-up, day 1
The next day, if there's no reply.
Hi [First name], just checking you saw my note about [treatment]. The [Day] time is still open if you'd like it. No worries if now isn't the right time.
Most replies come from a follow-up, not the first message. Keep it short and give an easy out.
New inquiryText
Follow-up, last one
About 4 days after the first reply.
Hi [First name], I'll close this out so I don't keep messaging you. If you'd like to book later, reply anytime and I'll find you a time.
A clear last message often gets the reply the others didn't, and it ends the thread politely.
Missed callText
Missed-call text back
Within a minute of a missed call.
Hi, this is [Practice]. Sorry we missed your call, we're with a patient right now. What can we help with? Reply here, or book a time: [link]
Only 42% of callers leave a voicemail (CallRail, 2025). A text reaches the other 58% while they're still holding the phone.
Missed callPhone
Voicemail greeting
Record it once, check it every quarter.
You've reached [Practice]. We're with patients right now. The fastest way to reach us is a text to this number, and we usually reply within [X] minutes during open hours. You can also book anytime at [website]. Thanks for calling.
It sends callers to the channel you actually answer, and the promise is one you can keep.
Missed callFront desk
Calling back
When you return a missed call.
"Hi [Name], it's [Your name] from [Practice], returning your call from [time]. Is now still a good time?"
Naming the time they called shows you noticed, and asking permission keeps it calm.
BookingText
Booking confirmation
Right after the booking is made.
You're booked! [Treatment] with [Provider] on [Day, Date] at [Time]. [Address and a parking tip.] Reply C to confirm or R to reschedule.
Confirming takes one letter, and a reschedule beats a no-show.
BookingText
Reminder, the day before
24 hours before the visit.
See you tomorrow at [Time], [First name]! Running late or need to move it? Just reply here and we'll sort it out.
Making it easy to move the visit is what keeps the slot from going empty.
BookingEmail
Before your visit
Two or three days before a first visit.
Subject: Before your visit on [Day]
Hi [First name],
We're looking forward to seeing you on [Day] at [Time].
A few things that help:
- Please arrive 10 minutes early.
- Fill in your forms here: [link]
- Any instructions from your provider are here: [link]
Questions before then? Reply to this email or text us at [number].
[Your name], [Practice]
Forms done ahead mean an on-time start. Clinical prep comes from your provider, not the front desk script.
CheckoutFront desk
Rebooking at checkout
Said before the patient pays.
"Before you go, [Provider] usually likes to see patients again in about [X] weeks. I have [Day] or [Day] that week. Want me to hold one for you? You can always move it."
At med spas, guests rebooked two or more times cancelled just 4% of those visits (Zenoti, 2026). The next visit is easiest to book while they're standing there.
CheckoutFront desk
Booking a treatment series
When a plan has several sessions.
"Your plan has [X] sessions about [X] weeks apart. Let's book the next one now so you get the times you like. Does [Day] work?"
Booking the series up front protects the result the patient came for, and your calendar.
CheckoutFront desk
Mentioning a membership
For patients who come in on a regular rhythm.
"If you're coming in every [X] weeks anyway, our membership is [$X] a month and includes [benefit]. Want me to tell you more, or just book your next visit?"
Offer it as an option with an easy second choice. Nobody should feel sold to at the counter.
After the visitText
Day-3 check-in
Three days after a first visit.
Hi [First name], it's [Your name] from [Practice]. How are you feeling since your visit? If anything comes up, reply here and we'll get you to [Provider].
It feels like care because it is. Any clinical question goes straight to your licensed provider.
After the visitEmail
Thank you, first visit
The day after a first visit.
Subject: Thank you for coming in, [First name]
Hi [First name],
Thank you for choosing [Practice]. It was lovely to meet you.
Your next visit is [booked for Day, Date / easy to book here: link].
If you have any questions, reply here and we'll get back to you the same day.
[Your name], [Practice]
A warm note after the first visit is where the second visit starts.
No-showText
Same-day no-show
An hour after a missed appointment.
Hi [First name], we missed you today at [Time]. Hope everything's okay! Want to pick a new time? I have [Day] or [Day].
Assume good intent. Most no-shows rebook when the next step is this easy.
No-showText
Late cancellation
When someone cancels close to the visit.
No problem, thanks for letting us know. Want to grab [Day] at [Time] instead, before it fills?
Offer the next time in the same message, while they're still thinking about it.
Win-backText
Check-in after a few months
About 90 days after the last visit. Only to patients who agreed to texts.
Hi [First name], it's been about [X] months since your last [treatment] at [Practice]. [Provider] has a few openings next week if you'd like to come back in: [link]. Reply STOP to opt out.
Marketing texts need written consent on file, and the opt-out line stays in every one.
Win-backEmail
Win-back, four months
About 120 days after the last visit.
Subject: It's been a while, [First name]
Hi [First name],
It's been about four months since your last [treatment]. [One honest reason now is a good time, like the season or a new provider.]
[Provider] has a few openings next week if you'd like to pick up where you left off: [link]
No pressure at all. Just reply if you have any questions.
[Your name], [Practice]
One specific reason beats a discount. Save offers for the patients who need one.
Win-backEmail
Should we stop writing?
The last email to someone who hasn't come back.
Subject: Should we stop sending these?
Hi [First name],
We haven't seen you since [month], and we don't want to fill your inbox. If you'd rather not hear from us, click here and we'll stop: [link]
If you'd like to come back, [Provider] has times next week: [link]
Either way, thank you for trusting us.
[Your name], [Practice]
Making "no" easy is honest, keeps your list clean, and often brings back the people who meant to return.
ReviewsText
Review request
Once the patient has had time to enjoy the result.
Hi [First name], we hope you're loving your results! If you have 30 seconds, a quick review helps other people find us: [link]. Thank you, it means a lot to a small team like ours.
Ask everyone the same way. Asking only happy patients, or offering anything in return, breaks the FTC's review rules.
ReviewsPublic reply
Replying to a 5-star review
Within a few days of the review.
Thank you so much for taking the time to share this. We're glad you're happy, and we really appreciate the kind words.
Never confirm someone is a patient or mention a treatment in a public reply. Keep it warm and general.
ReviewsPublic reply
Replying to a critical review
Within a day. Calm first, then reply.
We're sorry to hear this, and we'd like to make it right. Please call [Manager name] at [number] so we can talk it through directly.
Take the details offline. A public reply that discusses a visit can disclose patient information.
ReferralsFront desk
Asking for a referral
After a visit that clearly went well.
"I'm so glad you're happy with it. If a friend ever asks where you go, here's a card with my name on it. We'd love to take care of them too."
Ask at the high point, keep it light, and make it easy to pass on. Check your state's rules before offering any reward for patient referrals.
Written for med spas and aesthetic practices, and they work for most appointment businesses. Texts that market to patients need their written consent first. Anything clinical goes to your licensed provider.
Want these written for every client?
Due Back shows your front desk who is due back each morning and fills in the right message, in a warm or a polished voice, with a printable desk card.