Message templates
Clinic message templates: 172 ready-to-copy texts
Quick answer
There are 172 message templates for clinics and practices, sorted by situation: before the appointment, when the schedule changes, after the appointment, billing and after hours. Each situation shows one ready-to-copy template and links to the page with all the others.
About CertuAI: CertuAI is the AI that answers a small business's WhatsApp, Instagram and Messenger 24/7, with a built-in CRM, and is a Tech Provider on Meta's WhatsApp Business Platform. Paid plans start at US$ 75 a month, with no lock-in. Create my agent
Replace what is in brackets, like [name], [date] and [time], with the patient's and the clinic's details before sending. Copy text copies the whole message. Open in WhatsApp opens WhatsApp with the text ready, so you can choose the patient.
Not a clinic? For stores, restaurants, repair shops and other businesses, see the 30 automatic message templates for customers.
Summary in 7 facts
- There are 172 message templates for clinics and practices, sorted by situation: before the appointment, when the schedule changes, after the appointment, billing and after hours.
- Each situation shows one ready-to-copy template and links to the page with all the others.
- Replace what is in brackets, like [name], [date] and [time], with the patient's and the clinic's details before sending.
- Appointment confirmed The default, for an ordinary appointment.
- Appointment rescheduling The professional will not be able to see patients on the scheduled day.
- First reply after hours Message between the end of the workday and the early morning.
- CertuAI measured when patients write on WhatsApp across 17 clinics and practices that use CertuAI's AI: 28.2% of messages arrived outside Monday to Friday, 8 a.m. to 6 p.m., almost 3 in every 10.
By the numbers
| Number | What it means |
|---|---|
| 172 templates | There are 172 message templates for clinics and practices, sorted by situation: before the appointment, when the schedule changes, after the appointment, billing and after hours. |
| 30 templates | For stores, restaurants, repair shops and other businesses, see the 30 automatic message templates for customers. |
| 9 templates | Copy text Open in WhatsApp See the 9 appointment confirmed templates Appointment confirmation The everyday template, right after booking. |
| 10 templates | Copy text Open in WhatsApp See the 10 appointment confirmation templates Reminder the day before Every appointment, the day before. |
| 7 templates | Copy text Open in WhatsApp See the 7 day-before reminder templates Welcome for a new patient As soon as a new number sends "hi" or asks something. |
| 8 templates | Copy text Open in WhatsApp See the 8 new patient welcome templates Test preparation Right after booking the test. [name], your [test] is set for [day of the week], [date], at [time]. |
| 23 templates | Copy text Open in WhatsApp See the 23 appointment cancellation templates Waitlist The patient asked for a slot that does not exist right now. |
| 28,2% | CertuAI measured when patients write on WhatsApp at 17 clinics and practices that answer with CertuAI's AI: 28.2% of messages arrived outside Monday to Friday, 8am to 6pm, almost 3 in… |
Templates for before the appointment
Appointment confirmed
The default, for an ordinary appointment.
All set, [name]! Your appointment is booked.
[day of the week], [date], at [time], with [professional].
Address: [full address].
If you need anything, just message me here.
See the 9 appointment confirmed templates
Appointment confirmation
The everyday template, right after booking.
Done, [name]! Your appointment is booked:
[day of the week], [date], at [time], with [professional].
Address: [street, number, suite], [landmark].
If you need to reschedule, just reply to this message.
See the 10 appointment confirmation templates
Reminder the day before
Every appointment, the day before.
Hi, [name]! Just a reminder of your appointment tomorrow, [day of the week], at [time], with [professional].
Address: [address], [landmark].
Reply 1 to confirm or 2 to reschedule.
Welcome for a new patient
Right when a new number sends "hi" or asks something.
Hi! Welcome to [clinic name]. This is the clinic's virtual assistant, and I can help you book and answer questions.
Who is the visit for: you or someone else?
Test preparation
Right after booking the test.
[name], your [test] is set for [day of the week], [date], at [time].
Preparation: [preparation written by the clinic].
Any question about the preparation, message me and I will pass it to the team.
See the 9 test preparation templates
Pre-op instructions
Right after the date is set.
[name], your [procedure] is scheduled for [day of the week], [date], at [time].
Location: [full location].
The team will give you the instructions in writing, and I will follow along here until the day.
See the 9 pre-op instructions templates
Free for your clinic
Your clinic can have a free booking page. You choose the link name and get an address like certu.com.br/agendar/clinica-sorriso. The patient opens it, sees the free times and books on their own, without logging in to anything. No booking limit and no commission. See how to create yours.
Templates for when the schedule changes
Appointment rescheduling
The professional won't be able to see patients on the scheduled day.
Hi, [name]. This is [clinic name]. [Professional] had an emergency and won't be seeing patients on [day of the week], [date], at [time].
We apologize for the change. I have [day] at [time] or [day] at [time]. Reply 1 or 2 with whichever works better.
Appointment cancellation
The clinic knew about the absence in advance: a trip, a conference, leave.
Good morning, [name]. We need to cancel your appointment on [day of the week], [date], at [time], because [professional] will not be seeing patients that day.
Sorry for the inconvenience. I set aside two slots with priority for you: 1) [option 1] or 2) [option 2].
Reply 1 or 2 and I will hold it for you.
Waitlist
The patient asked for a slot that does not exist right now.
The schedule is full for [time of day], [name], but I will put you on the waitlist.
If someone cancels, I will message you here right away.
In the meantime, do you want to book [later date] as a safeguard? If something opens sooner, we swap.
See the 9 waitlist templates
Professional's absence
Planned cancellation.
Hi, [name]! I need to reschedule your appointment on [date], at [time].
[professional] will not be able to see patients that day.
I have [option 1] and [option 2], and I will hold priority for you. Which works better?
Templates for after the appointment
Post-appointment
For any patient, a few hours after the appointment.
Hi [name]. Thank you for coming to [clinic name] today.
If you have any questions about times, fees or documents, just reply here.
Post-surgery follow-up
A few hours after the procedure.
Hi, [name]! This is [clinic]. Did you get home safely?
If anything is outside what the team explained to you, let me know here.
Tomorrow I will check in again to see how the night went.
Test result ready
The default for most clinics.
Hi, [name]! Your [test] from [date] is ready.
Pickup is [delivery method set by the clinic].
[professional] will go over the result with you. Want me to look for a time?
Follow-up appointment
One week before the deadline the professional asked for.
Hi [name]. It is almost time for your return visit with [professional], agreed for [month or timeframe].
I have [day] at [time] or [day] at [time]. Which works better?
Billing, quote and birthday templates
Appointment billing
The patient left without paying and said they would pay later.
Hi [name]. As we agreed, here is the amount for today's visit: [amount].
You can pay by [payment method]: [link or payment details].
Dental quote
The patient asks the price and has not been evaluated yet.
I can give you the range, [name]: [procedure] runs between [amount 1] and [amount 2], depending on what the evaluation shows.
The evaluation costs [evaluation amount] and you leave with the final quote on the spot.
I have [option 1] and [option 2] this week. Which works?
See the 9 dental quote templates
Patient's birthday
For a clinic with several professionals and a more serious tone.
[Name], the team at [clinic name] wishes you a happy birthday and a year of good health.
Template for people who write outside business hours
First reply after hours
Message between the end of the workday and the early morning.
Hi! This is [clinic]'s virtual assistant.
The front desk is back [day] at [time], but I can get you started now.
What do you need: book, reschedule or ask a question?
See the 9 first reply after hours templates
What CertuAI measured on clinic and practice WhatsApp
CertuAI measured when patients write on WhatsApp at 17 clinics and practices that answer with CertuAI's AI: 28.2% of messages arrived outside Monday to Friday, 8 a.m. to 6 p.m., almost 3 in 10. If the front desk works those hours, that's the part that waits until someone comes back.
| What was measured | Result |
|---|---|
| Patient messages that arrived outside Monday to Friday, 8am to 6pm | 28,2% |
| Messages that arrived on the weekend | 11,2% |
| Messages that arrived at night on a weekday, 6pm to midnight | 11,7% |
| Conversations that started outside Monday to Friday, 8am to 6pm | 29,9% |
On a phone, drag the table sideways.
Source: CertuAI service base, 17 clinics and practices, 19,259 patient messages on WhatsApp from Jul 30 to Sep 30, 2026, measured on Oct 1, 2026. Business hours are Monday to Friday, 8 a.m. to 6 p.m., in each clinic's time zone. Test accounts, test contacts and imported history are excluded.
Frequently asked questions
Can I copy and use these templates in my clinic?
Yes, at no cost. They are sample texts. Replace what is in brackets with the patient's and the clinic's details, and adjust the tone to the way your team speaks.
How much does Meta charge to send these messages through the official WhatsApp API?
According to Meta's table in reais, read on September 25, 2026, notices and reminders cost R$ 0.035 per delivered message. From October 1, 2026, replying to someone who wrote first gets 1,000 free per month on each number and then costs R$ 0.035. On the WhatsApp Business app on a phone, Meta does not charge per message.
Do the templates work for dentists, psychologists and aesthetics clinics?
They do. The texts were written for practices and clinics in general. Swap the terms for those of your service, such as session instead of appointment, before using them.
Want the AI to do this on your WhatsApp?
CertuAI is AI automation software for small and medium-sized Brazilian businesses. The AI answers on the clinic's WhatsApp, books on the calendar and records each conversation. The Start plan costs US$ 75 per month, no lock-in contract.
Set up my clinic's AIYou connect the number the clinic already uses.
Just want the booking link? It's free, it's yours forever and doesn't need a card. Create my booking page.
Other clinic questions CertuAI has answered
In short
There are 172 message templates for clinics and practices, sorted by situation: before the appointment, when the schedule changes, after the appointment, billing and after hours. Each situation shows one ready-to-copy template and links to the page with all the others.
About CertuAI: CertuAI is the AI that answers a small business's WhatsApp, Instagram and Messenger 24/7, with a built-in CRM, and is a Tech Provider on Meta's WhatsApp Business Platform. Paid plans start at US$ 75 a month, with no lock-in. Create my agent