Twenty WhatsApp message templates for dental clinics: from "how much for scaling" to the six-month recall
A dental front desk sends the same twenty messages all week. Here they are, written for a phone screen, with the emergency and clinical replies that always end with a person.
Quick answer
Twenty templates across enquiries (price, what is included, panel and insurance, first visit), booking (offer slots, confirm, remind, reschedule), pre-visit and aftercare (what to bring, after scaling, after extraction, after whitening), emergencies (pain, swelling, broken tooth), recalls and reviews, and the clinical-question handover. The rule: prices and logistics from the list; anything about a specific tooth from the dentist.
Before you use these
Enquiries
Price
Scaling and polishing is RM [price] and takes about 30 minutes. It includes [x]. Would you like a slot this week?
Treatment cost range
[Treatment] ranges from RM [low] to RM [high] depending on [factor]. The dentist confirms the exact fee after examination, with no obligation. Shall I book a consultation?
Panel and insurance
Yes, we are a panel clinic for [insurers]. Bring your IC and your insurance or employee card. For other insurers we issue a receipt for your claim.
First visit
Welcome. A first visit is a consultation and examination (RM [price]), with X-rays if needed (RM [price]). Allow about 45 minutes and bring your IC.
Clinical question
That is a question for the dentist, who needs to see the tooth to answer properly. I can book you a consultation at [slots]; the dentist will explain the options and the cost before anything is done.
Booking
Offer slots
For [treatment] I have [day] at [time] with Dr [name] or [day] at [time]. Which suits you?
Confirmation
Booked: [treatment], [day, date] at [time], with Dr [name]. Address: [address], parking at [location]. Bring your IC and [card]. Reply here to change.
Reminder
Reminder: your [treatment] is tomorrow at [time] with Dr [name]. Please arrive 10 minutes early. Reply YES to confirm or CHANGE to reschedule.
Reschedule
No problem. I can move you to [day] at [time] or [day] at [time]. Which one?
Waitlist
We are full then. I can add you to the waitlist and message you if a slot opens on [day]. Shall I?
Pre-visit and aftercare
Before whitening
Before your whitening: eat beforehand, brush as usual, and tell us if you have any sensitivity. Avoid coloured food and drinks for 48 hours after.
After scaling
After scaling, mild sensitivity for a day or two is normal. Brush gently, use [toothpaste type] if sensitive, and message us if discomfort lasts more than a few days.
After extraction
After your extraction: bite on the gauze for [time], no rinsing or spitting today, soft food, no smoking or straws for 48 hours. Some bleeding and swelling is normal. If bleeding is heavy or pain is severe, call us at [number].
After filling
Your filling may feel high or sensitive for a few days. If your bite feels off after a week, message us and we will adjust it at no charge.
Emergencies
Pain or swelling
I am sorry you are in pain. A member of the team will contact you right now. If you cannot wait, call [number]; after hours, [emergency guidance]. Please do not take more than the recommended dose of any painkiller.
Broken or knocked-out tooth
If a tooth has been knocked out, keep it moist in milk or saliva and come in as soon as possible. A member of the team will message you now with the earliest slot.
Recalls and reviews
Six-month recall
Hi [name], it has been six months since your last check-up. Regular scaling keeps things simple. Want a slot next week? I have [slots].
Review request
Thank you for visiting us today. If you were happy with your care, a review here helps other patients find us: [link]. If anything was not right, tell me first and we will fix it.
No-show
We missed you today at [time]. It happens. If you would like to rebook, I have [slots].
Missed call
Sorry we missed your call. Tell me what you need here and I will reply right away.
Every template here can be a taught answer or an instruction line in a ReplyKit agent, so price questions and bookings are handled at any hour and every pain message reaches a person without a person copying and pasting. The agent asks the questions in order, fills the lead card, and hands over when the template says a person should. Instructions are in how to write instructions.
The full dental setup is in the dental clinic guide, and the general clinic templates in clinic templates.
Frequently asked questions
Can a dental clinic answer clinical questions on WhatsApp?
Only the dentist can, after seeing the patient. The template offers a consultation instead of an answer.
What should a dental appointment reminder include?
Treatment, date, time, dentist, arrival instruction, and a YES or CHANGE reply.
How do I handle a dental emergency message?
Acknowledge, promise immediate contact from the team, give the emergency number and any after-hours guidance, and hand over.
Can I send six-month recalls on WhatsApp?
Yes, to patients who gave the number for it, with a slot offer and an easy no.
Can these be automated?
Yes, as taught answers in a ReplyKit agent, with the clinical and emergency handovers built in.
Bookings answered, the clinical line held
Twenty dental replies as taught answers. 7-day free trial.
Sources and further reading
- WhatsApp Business Messaging Policy · opt-in, opt-out and prohibited-use rules every business must follow
- Cochrane Review, Mobile phone messaging reminders for attendance at healthcare appointments (Gurol-Urganci et al., 2013) · reminder messages improve attendance compared with no reminder
ReplyKit is an independent product and is not affiliated with or endorsed by Meta or WhatsApp. Aftercare wording is illustrative and must be replaced with your clinic's own approved instructions. Clinical questions must be answered by a licensed dentist.