We love effective, timely communications that are easily read, clearly understood, and spark some type of specific response. In today’s digital world, however, we are on information overload – constantly bombarded with emails, text messages, app notifications and more. People no longer carefully read emails that dive into their inbox, they’re skimming it.

So how can you stand out from the clutter and ensure patients read your appointment reminder email? Use these tips to cut through the clutter and help patients arrive on-time and prepared for their next appointment:

    1. Break through the clutter with a compelling and informative subject line. Don’t try too hard or overthink this, either. Something simple is usually best, such as [Reminder] Your Upcoming Appointment or [Action Required] Confirm Your Appointment tells the reader what the message is about and sends a cue that this email does have useful and timely information that they’ll need.
    2. Have a clear message with must-have details. We know it can be tempting to want to communicate a lot of things to patients at once, the golden rule is to keep all emails under 100 words or less.Otherwise you may risk giving patients too much information and they’ll miss something. In your dental email reminders, keep the topics to must have information which includes:
      • Date and time of the appointment
      • Name of the doctor
      • Address
      • Any specific instructions (but keep it brief!) – for example “Please arrive 10 minutes early to complete paperwork. Bring your photo ID and insurance card as well.”
    3. Include a strong call-to-action. Every dental office email reminder you send should have some type of call-to-action. Whether they need to click to confirm their appointment or you want to give them an option to call to reschedule or change their appointment, make sure it’s easy for the patient to do so.Example verbiage can be: Please click here to confirm your appointment or call us at (888) 932-3644 to make a change. Please note cancellations less than 24 hours in advance may result in a fee.


    4. Use images sparingly; and make sure they’re appropriate. Sometimes HTML emails can be mistaken as “junk” or “marketing” emails. Make sure your practice’s emails have high-quality stock photos, where it makes sense. If you overwhelm the reader with too many photos it may not be a good viewing experience and lower your response rates.To tie it all together, here’s an example of what a great dental appointment reminder email could look like: