How to Book and Attend an Appointment Using American Sign Language

What to expect when you book an appointment in ASL

When you book an appointment using American Sign Language, you're working with an interpreter or a Deaf staff member who communicates in ASL rather than spoken English. The appointment itself—whether it's at a salon, car service, bank, or medical office—happens the same way it would for any other customer, but the communication happens through sign language instead of speech. You'll need to arrange the interpreter ahead of time, and the business will need to know you're coming so they can prepare.

The key difference is timing and planning. Booking by phone through a relay service, video relay service (VRS), or directly with a Deaf receptionist takes longer than a quick phone call, so you'll want to start the process earlier. Most businesses are used to accommodating interpreters, but some smaller offices may need a day or two notice to arrange the space and brief their staff.

Key Takeaways

• You can book through a video relay service (VRS), a phone relay service, or by contacting a business that has Deaf staff who sign.
• Tell the business upfront that you'll be using an interpreter so they can prepare the space and let staff know what to expect.
• Book at least one to three days ahead when possible, because arranging an interpreter takes more time than a phone call.
• The interpreter is there for you—they communicate what you sign to the staff and what the staff says back to you, and they stay neutral.
• Arrive a few minutes early so the interpreter can get settled and you can brief them on any specific terms or names they should know.

Using a video relay service to book

A video relay service (VRS) lets you sign to an interpreter on a video screen, and that interpreter speaks to the business on your behalf. You call the business through the VRS app or website, and the interpreter relays everything both ways. This works well for booking because you can see the interpreter's face and sign naturally, and the business gets a clear phone conversation on their end.

Popular VRS providers include Sorenson, Convo, Purple, and ZVRS. Most are free to Deaf users. You'll need a smartphone, tablet, or computer with a camera and internet connection. When you call to book, have the date, time, and any details about your appointment ready to sign. The interpreter will relay your words exactly, so speak clearly about what you need—for example, "I'd like to book a haircut on Thursday at 2 p.m."

One thing to know: the business hears a voice on the phone, not your voice. Some businesses are very familiar with VRS and won't bat an eye. Others may be surprised the first time, but they'll adjust quickly. If the business seems confused, the interpreter can explain that they're relaying for a Deaf caller.

Using a phone relay service to book

A phone relay service (TRS) works similarly to VRS but without video. You type or sign to a relay operator, who speaks to the business. This is slower than VRS because typing takes longer than signing, but it works if you don't have video access or prefer not to use it.

The federal relay service is free and available 24/7. You can also use commercial relay services like Hamilton Relay or Sorenson Relay. When you use TRS, the operator will ask you to hold while they call the business, then relay your message word for word. It's more formal and takes longer, so book when you have time and aren't rushed.

Booking directly with a Deaf receptionist or staff member

Some businesses, especially larger ones or those in areas with bigger Deaf communities, have Deaf staff who sign. If you know the business has a Deaf receptionist or scheduler, you can often reach them directly and book in ASL without needing an interpreter. This is usually the fastest and most natural option.

To learn about a business has Deaf staff, call the main number and ask, or check their website. Some businesses list this information. If they don't have Deaf staff but want to accommodate you, they may have a video phone or a way to connect you with an interpreter on the spot.

What to tell the business when you book

When you book, say clearly that you'll be using an interpreter and that an interpreter will be present at the appointment. Don't assume they know what this means—some staff may have never worked with an interpreter before. Give them a day or two notice if you can, because they may need to arrange seating, make sure there's enough space, or brief the person who will be working with you.

You don't need to explain why you need an interpreter or go into detail about your hearing. A simple statement is best: "I'm Deaf and will have an interpreter with me at my appointment." If the business asks questions, answer what feels comfortable, but you're not required to disclose medical information.

If you're booking through a relay service and the business seems confused or resistant, stay calm. The interpreter can explain that relay services are a standard accommodation. If a business refuses to work with you because you use an interpreter, that's discrimination under the Americans with Disabilities Act (ADA), and you can report it to your state's disability rights organization.

Preparing for the appointment day

If you're arranging your own interpreter (rather than using a relay service), confirm with them the day before. Give them the business name, address, and a brief description of what the appointment is for. If there are specific terms—like a car model, a medical procedure, or a product name—let the interpreter know ahead of time so they can prepare.

Arrive five to ten minutes early. This gives the interpreter time to get settled, ask any last-minute questions, and lets you brief them on anything that came up since you booked. If you're using a relay service, you'll be calling through the service at the appointment time, so make sure you have your phone or device charged and ready.

During the appointment, sign to the interpreter as you normally would. They'll relay to the staff, and when the staff speaks, the interpreter will sign back to you. The interpreter stays neutral and doesn't add their own opinions or advice—they're there to communicate, not to participate in the appointment itself.

What happens if the business isn't prepared

Sometimes a business forgets you're coming with an interpreter, or they didn't understand the message. If you arrive and the staff seems surprised or unsure what to do, stay patient. Let them know you have an interpreter and you're ready to proceed. Most staff will figure it out quickly.

If the business doesn't have enough space or tries to rush the appointment because of the interpreter, speak up. Interpreters don't add significant time to most appointments—a haircut, a car service appointment, or a bank visit takes about the same amount of time with or without one. If the business is genuinely unable to accommodate you that day, you can reschedule or ask to speak with a manager.

Frequently Asked Questions

Do I have to pay for an interpreter?

No. Under the ADA, businesses open to the public must provide interpreters at no cost to you. If you're using a video relay service or phone relay service, those are free to Deaf users. If you hire a private interpreter, you may pay them directly, but the business cannot charge you for the accommodation.

Can I bring my own interpreter instead of using a relay service?

Yes. You can bring a family member, friend, or a professional interpreter you hire. However, many Deaf people prefer using a relay service or professional interpreter because it keeps the appointment more private and professional. A family member or friend can work in a pinch, but they may not know specialized terms or how to interpret accurately.

What if the business says they don't work with interpreters?

That's against the law under the ADA. Businesses that serve the public must provide interpreters or relay services. If a business refuses, you can file a complaint with your state's disability rights organization or the Department of Justice. You can also ask to speak with a manager or call back and try booking with someone else at the business.

How much notice do I need to give?

One to three days is ideal, especially if you're booking through a relay service. Some businesses can accommodate same-day requests, but they may be rushed or unprepared. If you're using a relay service, the call itself takes a bit longer, so plan for that. If you have a Deaf receptionist or are booking in person, you may need less notice.

Will the interpreter tell the business personal information about me?

No. Interpreters are bound by a code of ethics that requires them to keep your information confidential. They only relay what you sign and what the staff says—they don't add commentary or share details about you beyond what's necessary for the appointment.