What the research says, and what it does not
The best evidence we found is a Cochrane review of eight randomized trials with 6,615 patients. It looked at reminders for healthcare appointments. Attendance was 67.8% with no reminder and 78.6% with a text message reminder. A phone call reminder group reached 80.3%, and text and calls worked about the same.
These were patient appointments, not sales calls. The reviewers rated the evidence low to moderate quality and said it is not enough to settle policy. It is a good reason to try reminders. It cannot tell you how much they will help your meetings.
A reminder schedule
From booking to the meeting
- At booking: confirm by email and text with the date, time, time zone, who they meet, how to join, and a link to reschedule
- Two days before: email with what the meeting covers and what to bring
- The day before: text asking them to reply YES to confirm
- The morning of: short text with the time and the join link
- One hour before: one more text with the link
- Five minutes after the start, if they are not there: text, then call
If the meeting is booked less than a day ahead
- Confirm right away
- Send one reminder an hour before
Ask for a reply, and act on silence
A message people can ignore is easy to ignore. A message that asks for one word gets a signal back. If you do not hear 'yes' by the afternoon before the meeting, call.
Give every meeting a reason to be there. Say who they are meeting, what they will leave with, and how long it will take.
Make rescheduling easier than skipping
- Put a reschedule link in every message
- Say plainly that moving the time is fine
- Offer two new times when they ask to move
Rebook a no-show within the hour
Assume they got busy. Do not ask for an explanation. The goal is a new time on the calendar.
The first hour after a miss
- 5 minutes after the start: text 'Are you still joining?' with the link
- 15 minutes after: call once
- Within the hour: send the rebooking email with two new times
After that
- Next morning: one short text
- Day 3: one last email, then stop unless they reply
Templates for reminders
Booking confirmation email
- Subject: You are booked: [day], [time] [time zone]
- Hi [First name], you are booked with [Name] on [day] at [time] [time zone] to talk about [topic]. It takes [length]. You will leave with [one outcome].
- Join here: [link]. Need a different time? Move it here: [reschedule link].
Day-before text
- Hi [First name], this is [Company]. Reminder: we talk tomorrow at [time]. Reply YES to confirm, or R to pick a new time.
One hour before text
- Hi [First name], see you in an hour at [time]. Join here: [link].
Templates for no-shows and rescheduling
No-show text, 5 minutes in
- Hi [First name], we are on the line for our [time] call. Are you still joining? Link: [link]
Rebooking email, within the hour
- Subject: Let's find a better time
- Hi [First name], we missed each other today, no problem. I have [day, time] or [day, time] open. Reply with one, or choose here: [link].
Phone script when they ask to move
- Say: 'Of course, that happens. Let's move it. I have [day, time] or [day, time]. Which is better?'
- Book it while you are on the call
- Confirm by text before you hang up
Scouq confirms meetings and rebooks no-shows, using messages you approve first.
