In the notary business, missed appointments and last-minute cancellations can cost you both time and money. Clients are often busy, and it’s easy for them to forget the details of their scheduled notarization. The solution? Automated appointment confirmations sent by text and email. By putting this simple system in place, you save time, reduce no-shows, and create a smoother experience for your clients.
Why Automating Confirmations Matters
- Reduces no-shows: A quick reminder keeps your appointment top of mind.
- Saves you time: No need to manually call or message each client.
- Looks professional: Automated, branded messages show you run an organized business.
- Improves client satisfaction: Clients appreciate clear instructions and reminders.
How It Works
Automated confirmations use scheduling software to send pre-set text or email reminders when a client books an appointment. Once you set it up, the system handles the communication for you.
Example Workflow:
- Client books online or through you directly.
- They immediately receive a confirmation email or text with details.
- The day before the appointment, they get an automatic reminder.
- One hour before, they get a final text reminder.
Tools Notaries Can Use
- Calendly – Syncs with Google Calendar, sends automatic confirmations and reminders.
- Acuity Scheduling – Allows custom reminder messages, integrates payments.
- Square Appointments – Good for notaries already using Square for payments.
- HoneyBook – Combines scheduling, confirmations, invoicing, and contracts.
- Google Calendar + Add-ons – Simple option for those who just need reminders.
What to Include in Your Confirmation Messages
Email Confirmation Example
Subject: Your Notary Appointment is Confirmed – [Date & Time]
Body:
Hello [Client Name],
This is to confirm your notary appointment on [Date] at [Time]. Location: [Address/Zoom Link]. Please bring a valid photo ID and all required documents. If you need to reschedule, reply to this email or call [Phone Number].
Thank you, [Your Name]
Text Confirmation Example
Hi [Client Name], this is [Your Name], your notary. Your appointment is confirmed for [Date] at [Time]. Please bring your ID. Reply YES to confirm or call [Phone Number] if you need to reschedule.
Best Practices for Automated Confirmations
- Keep messages short and clear. Clients don’t want long texts.
- Include all key details. Date, time, location, what to bring.
- Give rescheduling options. Make it easy if they need to change.
- Use your business name. Helps clients recognize the message instantly.
- Test your system. Send test reminders to yourself before going live.
Benefits for Notaries
- More efficient scheduling: You spend less time chasing confirmations.
- Professional image: Clients see you as organized and reliable.
- Higher completion rate: More confirmed appointments mean more income.
- Scalability: As your business grows, automation ensures you don’t miss a step.
Final Thoughts
Automating your appointment confirmations with text and email is one of the simplest upgrades you can make to your notary business. It saves time, reduces missed appointments, and creates a seamless experience for your clients.
Instead of worrying about no-shows or last-minute chaos, you can focus on what you do best—delivering professional, reliable notary services.
