A dental recall message works when it names the practice, says the patient is due and for what, offers one specific next step, and gives an easy way out. Below are 30 templates — live call, voicemail, text, email and letter — sorted by how overdue the patient is, in English and Spanish, each written to stay a care reminder rather than an advertisement.
By Viktoria Mols, CMO · Published October 30, 2026 · 11 min read
Recall works in stages. A patient who is due this month needs a nudge; a patient two years overdue needs a different conversation — sometimes the honest question is whether they are still your patient at all. Sort your list by how overdue each patient is, then work each stage with its own wording.
| Stage | What the message is for | Channel order | Tone |
|---|---|---|---|
| Due now | Book the next hygiene visit | Text → call → email | Routine, specific times |
| 6–12 months overdue | Re-engage before the habit breaks | Call → text → email | Personal check-in |
| 12–24 months overdue | Find out what changed | Call → email → letter | Ask, then offer |
| 24+ months overdue | Confirm they still want reminders | Text or letter, once | Permission, not pressure |
Placeholders are in square brackets. Offer two specific times on a call rather than asking "when are you free?" — a choice between two is far easier to answer. Every template here names the practice, says why you are contacting the patient, and gives a way to stop. Every text stays at or under 160 characters with a 23-character practice name filled in. One cost detail most guides miss: accented characters (á, é, ñ, ¿) switch a text to a different encoding that splits at 70 characters, so a Spanish text of 140 characters is billed as two or three segments. That changes the price, not the rules. For how to build the system around these messages — intervals, ownership, the reminder ladder — see dental recall system best practices; for working a long-lapsed list, see how to reactivate lapsed dental patients.
A recall message is a health care reminder. The moment it carries an offer — a discount, a "free" anything, a percentage off whitening — it becomes marketing, and marketing texts and prerecorded calls need prior express written consent under the TCPA. It is a common way for practices to turn a routine reminder into a compliance problem. None of the templates on this page contain an offer, and every one of them passes the same promotional-language filter Dentovox runs before any outbound reactivation call goes out. Keep offers, if you use them at all, in separate messages to patients who agreed in writing to receive them.
If you send texts or prerecorded calls to patients' mobile numbers relying on the FCC's health care exemption, the conditions are specific (47 CFR 64.1200(a)(9)(iv)):
These conditions apply to AI calls too. In February 2024 the FCC ruled that AI-generated voices count as "artificial" voices under the TCPA, so an AI recall call needs either the patient's prior express consent or an exemption such as this one — the same as a prerecorded message.
Dentovox holds its own outbound reactivation to a stricter standard than that: at most one touch a day and three a week per patient across all campaigns, only between 9 a.m. and 8 p.m. in the patient's local time. Those limits are our product's choice, not the law. Federal telemarketing rules use an 8 a.m. to 9 p.m. window; they do not directly govern care reminders, but they are a sensible outer bound, and some states are stricter. This section is general information, not legal advice — check current FCC and state rules with your own counsel.
Most patients at this stage simply need a time offered. Lead with the text if you have consent to text, then call the ones who did not answer.
[Practice]: Hi [First name], you're due for your cleaning. Reply with a day that suits you or call [phone]. Reply STOP to opt out.
[Consultorio]: Hola [Nombre], ya le toca su limpieza. Responda con el día que prefiera o llame al [teléfono]. Responda STOP para salir.
Hi, is this [First name]? This is [Your name] from [Practice]. I'm calling because you're due for your cleaning and checkup with [Hygienist/Dr. name]. I have [Tuesday at 9:00] or [Thursday at 3:30] open — would either of those work for you? (If no:) No problem. What day of the week is usually easiest for you? I'll find something that fits. (Before hanging up:) If you'd rather we didn't call about this, just say so and I'll note it.
Hola, ¿hablo con [Nombre]? Le llamo de [Consultorio], soy [Su nombre]. Ya le toca su limpieza y revisión con [Higienista/Dr.]. Tengo disponible el [martes a las 9:00] o el [jueves a las 3:30]. ¿Le queda bien alguno de los dos? (Si no:) No se preocupe. ¿Qué día de la semana le resulta más fácil? Le busco un horario que le acomode. (Antes de colgar:) Si prefiere que no le llamemos por esto, dígamelo y lo anoto.
Hi [First name], this is [Your name] at [Practice]. You're due for your cleaning and checkup. Please call us at [phone] and we'll find a time that works. If you'd rather not get these calls, just let us know. Thanks!
Hola [Nombre], le habla [Su nombre] de [Consultorio]. Ya le toca su limpieza y revisión. Llámenos al [teléfono] y buscamos un horario que le convenga. Si prefiere no recibir estas llamadas, avísenos. ¡Gracias!
Subject: Time for your checkup at [Practice] Hi [First name], It's been about six months since your last cleaning, so you're due for your next visit with [Hygienist/Dr. name]. You can book by replying to this email, calling us at [phone], or [booking link if you have one]. See you soon, [Your name], [Practice] [Address] · [phone] Prefer not to receive recall reminders? Reply and we'll take you off the list.
Something interrupted the routine — a busy season, a move, a cost worry. A call from a person works better here than another automated reminder, and the first question should be about them, not the schedule.
Hi [First name], it's [Your name] from [Practice]. I was looking at your chart and it's been a little over a year since your last cleaning, so I wanted to check in personally. Is everything all right? (Listen.) We'd love to see you back. I have [two specific times] open — would one of those work? If it's easier, I can also put you on our list for an earlier opening. (Before hanging up:) If you'd rather we didn't call about this, just say so and I'll note it.
Hola [Nombre], le llama [Su nombre] de [Consultorio]. Revisando su expediente vi que ya pasó un poco más de un año desde su última limpieza y quería comunicarme con usted personalmente. ¿Todo bien? (Escuche.) Nos gustaría volver a verle. Tengo [dos horarios concretos] disponibles. ¿Le sirve alguno? Si le resulta más fácil, también puedo anotarle en nuestra lista para un horario más pronto. (Antes de colgar:) Si prefiere que no le llamemos por esto, dígamelo y lo anoto.
Hi [First name], it's [Your name] from [Practice]. It's been a while since your last cleaning and we wanted to check in. Give us a call at [phone] when you have a minute. If you'd rather not hear from us, just let us know.
Hola [Nombre], le habla [Su nombre] de [Consultorio]. Hace tiempo que no le vemos para su limpieza y queríamos saber de usted. Llámenos al [teléfono] cuando pueda. Si prefiere que no le llamemos, avísenos.
[Practice]: Hi [First name], it's been a while since your cleaning. Want a time? Reply YES or call [phone]. Reply STOP to opt out.
[Consultorio]: Hola [Nombre], hace tiempo de su limpieza. ¿Le buscamos hora? Responda SÍ o llame al [teléfono]. Responda STOP para salir.
Subject: Checking in from [Practice] Hi [First name], It's been a little over a year since we last saw you, and regular cleanings are the easiest way to catch small problems before they become bigger ones. If your schedule has been packed, tell us which days usually work and we'll offer you a time — just reply to this email or call [phone]. [Your name], [Practice] [Address] · [phone] Prefer not to receive recall reminders? Reply and we'll take you off the list.
At this point a good share of the list has moved, changed insurance or found another office. Asking directly is both kinder and more useful: every "I've moved" you record is a number you stop calling, and every "I've been meaning to" is a booking.
Hi [First name], this is [Your name] at [Practice]. It's been a couple of years since your last visit, so I wanted to reach out before we close out your recall. Has anything changed — a move, new insurance, a different dentist? (If they've moved on:) Thanks for letting me know — I'll update your file so we don't keep calling. (If not:) We'd be glad to see you. A full checkup and cleaning usually takes about an hour. I have [two specific times] — does one of those work? (Before hanging up:) If you'd rather we didn't call about this, just say so and I'll note it.
Hola [Nombre], le habla [Su nombre] de [Consultorio]. Ya pasaron un par de años desde su última visita y quería comunicarme con usted antes de cerrar su recordatorio. ¿Ha cambiado algo? ¿Se mudó, tiene otro seguro u otro dentista? (Si ya se atiende en otro lugar:) Gracias por avisarme; actualizo su expediente para no seguir llamándole. (Si no:) Con gusto le atendemos. La revisión con limpieza suele durar alrededor de una hora. Tengo [dos horarios concretos]. ¿Le sirve alguno? (Antes de colgar:) Si prefiere que no le llamemos por esto, dígamelo y lo anoto.
Hi [First name], this is [Your name] from [Practice]. It's been a couple of years since your last visit and we'd like to make sure your records are up to date. Please call us at [phone]. If you'd prefer we stop calling, just tell us.
Hola [Nombre], le habla [Su nombre] de [Consultorio]. Ya pasaron un par de años desde su última visita y queremos tener su expediente al día. Llámenos al [teléfono]. Si prefiere que no le llamemos más, díganos.
[Practice]: Hi [First name], it's been ~2 years since your visit. Reply YES to book, or NO and we'll update your file. Reply STOP to opt out.
[Consultorio]: Hola [Nombre], hace 2 años de su visita. Responda SÍ para agendar o NO para actualizar su expediente. Responda STOP para salir.
Subject: Are we still your dental office? Hi [First name], It's been about two years since your last visit to [Practice]. We'd like to keep your records accurate, so a quick reply would help us either way: - Want to come back in? Reply with the days that suit you, or call [phone]. - Seeing another dentist now? Reply "moved" and we'll update your file. Thank you, [Your name], [Practice] [Address] · [phone] Prefer not to receive recall reminders? Reply and we'll take you off the list.
Send one clear message asking whether they want to stay on the list, and honor the answer — including silence. A smaller, accurate recall list is worth more than a large one that mostly reaches people who left.
Hi [First name], it's [Your name] from [Practice]. It's been quite a while since your last visit and I'm just confirming whether you'd like to stay on our recall list. If you'd like to come back, I can find you a time now; if not, I'll take you off so we stop calling.
Hola [Nombre], le llama [Su nombre] de [Consultorio]. Hace bastante tiempo de su última visita y solo quiero confirmar si desea seguir en nuestra lista de recordatorios. Si quiere volver, le busco un horario ahora mismo; si no, le doy de baja para no seguir llamándole.
Hi [First name], this is [Your name] at [Practice]. We haven't seen you in a while and we're updating our recall list. If you'd like to stay on it, call us at [phone]. If we don't hear back, we'll stop the reminders.
Hola [Nombre], le habla [Su nombre] de [Consultorio]. Hace tiempo que no le vemos y estamos actualizando nuestra lista de recordatorios. Si desea seguir en ella, llámenos al [teléfono]. Si no sabemos de usted, dejaremos de enviarle recordatorios.
[Practice]: Hi [First name], we're updating our recall list. Want to stay on it? Reply YES and we'll call to book. Reply STOP to opt out.
[Consultorio]: Hola [Nombre], ¿desea seguir en nuestra lista de recordatorios? Responda SÍ y le llamamos. Responda STOP para salir.
Subject: Should we keep you on our recall list? Hi [First name], We haven't seen you at [Practice] in over two years, and we don't want to keep sending reminders you don't need. If you'd like to come back, reply or call [phone] and we'll find a time. If you've moved on, no reply is needed — we'll stop the reminders after this one. Wishing you well, [Your name], [Practice] [Address] · [phone]
Letters still work for patients without a mobile number on file and for older patients who prefer mail. Send them on letterhead, once per stage at most.
[Practice letterhead] [Date] Dear [First name], Our records show it has been [time] since your last cleaning and checkup at [Practice]. Regular visits let us catch small problems early, when they are easiest to treat. Please call us at [phone] to choose a time. If you are now seeing another dentist or would prefer not to receive these reminders, let us know and we will update your file. Sincerely, [Name], [Title] [Practice] · [Address] · [phone]
[Membrete del consultorio] [Fecha] Estimado/a [Nombre]: Según nuestros registros, han pasado [tiempo] desde su última limpieza y revisión en [Consultorio]. Las visitas regulares nos permiten detectar a tiempo los problemas pequeños, cuando son más fáciles de tratar. Por favor, llámenos al [teléfono] para elegir un horario. Si ahora se atiende con otro dentista o prefiere no recibir estos recordatorios, avísenos y actualizaremos su expediente. Atentamente, [Nombre], [Cargo] [Consultorio] · [Dirección] · [Teléfono]
| Day | Touch | Stop if |
|---|---|---|
| 1 | Text (if you have consent) or call | Booked, opted out, or told you they moved |
| 4 | Live call; voicemail if no answer | Same |
| 10 | Same | |
| 30 | Letter, then move the patient to the next stage's schedule | Same |
Spacing touches days apart keeps each patient far below one-a-day and three-a-week, and gives people time to call back on their own — many will.
Dentovox runs the call part of this today: you upload a list of lapsed patients, and the AI calls each one by name, in English or Spanish, explains why they are due, and books the ones who are ready straight into Dentrix, Open Dental or Eaglesoft during the call. Texting is built into every plan but is not sending yet — it switches on when US carrier registration completes. Automatic selection of overdue patients from your practice management system is built and not yet switched on, so for now you choose the list. The status of each piece is on one page, and the reactivation engine itself is described on patient reactivation.
Four things: who is contacting the patient (the practice name), why (they are due for a cleaning or checkup), one specific next step (two appointment times, or a reply to book), and how to stop receiving reminders. Keep texts under 160 characters and calls under about a minute.
Not if you want it to stay a care reminder. Adding a discount, a free service or a percentage off turns the message into marketing, which requires the patient's prior express written consent under the TCPA. Send offers, if at all, as separate messages to patients who agreed in writing to receive them.
If you rely on the FCC's health care exemption for texts and prerecorded calls to mobile numbers, no more than one message a day and three a week to each patient, each with an easy opt-out. Spacing touches several days apart, as in the cadence on this page, keeps you well under those limits.
Late morning and early evening on weekdays tend to reach working patients, but the rule that matters is the window: federal telemarketing rules use 8 a.m. to 9 p.m. in the patient's local time, and some states are stricter. Dentovox's own outbound calls run only between 9 a.m. and 8 p.m. patient-local.
Send them in the language the patient uses with your office. A recall text a patient cannot comfortably read is a text they ignore. Store each patient's language preference and use it for every channel — the Spanish templates on this page mirror the English ones stage by stage.
Create an account free — no card — build your receptionist, and hear it handle a call on the spot. Your own number activates when you start a plan.