One of the best ways to avoid no-shows and late appointments is to send clients a friendly reminder before their scheduled appointment, and having a salon reminder template ready to go will save you and your staff valuable time and money.
What You Will Learn
We’ll explain how to put together client appointment reminders for you, as well as give you plenty ready-to-use reminders templates to choose from or get inspired by.
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- What Are the Benefits of Using Salon Appointment Reminders?
- How to Write a Good Client Appointment Reminder?
- Free Appointment Reminder Templates
What Are the Benefits of Using Salon Appointment Reminders?
Hair appointment reminders are one of the best tools your business can use to help avoid no-shows, late cancellations or last-minute requests to reschedule.
Businesses in the beauty industry can see an average of about five weekly no-shows, which can add up to a lot of wasted resources and frustration for staff. Reminding clients with a quick text message 48 to 24 hours in advance can help to reduce this number dramatically.
Salon appointment reminder text messages are easier to see and more likely to be opened than a hair appointment email, which a customer might not check until the end of the day.
In the event that they need to reschedule their appointment time, this will give your team plenty of time to fill their time with other bookings, particularly if you have a waiting list of other people ready to contact in the event of a cancellation.
Salon software can help you to optimize your bookings by sending these automatic reminders by text or email, as well as by contacting people who are waiting for an opportunity to book services in the event of a last-minute opening.
How to Write a Good Client Appointment Reminder?
Creating convenient and effective beauty salon messages to remind people of their appointment time is easy to do. You just need to make sure to collect a few details beforehand and keep the message relevant, friendly and to the point.
Here are some tips to help you get started:
Make Sure You Have Up-to-Date Clients’ Data
If you want clients to receive your messages, then you’ll need to keep theory contact information up to date.
Whenever they come for a service, be sure to confirm their current phone number, email address and any personal details or a special date (such as birthdays) that your business keeps on file.
Include Necessary Information
When you confirm an upcoming visit, be sure to include more than just the date and time- please also remember to include the following:
Client’s Name & Greetings
Use 160-characters Max
Date & Start Time of the Appointment
Salon’s Phone or Action Button / Link (for instant confirmation, cancellation or changing the appointment)
Cancellation / No-show PolicyLink (if applicable)
You may also want to add related information about the appointment itself, such as the service that was booked or the stylist’s name, for instance.
Make It Short
Try to keep it under about 160 characters, so that it fits into one message. If the text is too long, you run the risk of people not reading it.
Keep It Focused
First and foremost, your reminder message has a very important goal: to make sure that clients don’t miss or reschedule their service appointments at the last minute.
If you include too much unrelated text (such as marketing materials or an overload of extra information or links to posts on your salon business site), they will start to get distracted and may not even read the whole message.
Choose the Right Tone
Just as with any other marketing, the tone of your SMS text or email should fit your salon’s brand image.
If you’re running a classy, luxury salon business, you probably don’t want to start off with “Hey…” Likewise, if your salon is more casual, informal or friendly, you can carry this forward into the way that you communicate with customers.
Start by sticking to one strategy and try to send each message at roughly the same time, consistently (such as 24 hours in advance).
A business that sends out reminders for hair appointments 24 or 48 hours before the appointment time, then suddenly switches to reminding customers the morning of the visit runs the risk of confusing regular clients.
Use Appointment Reminder Software for Salons
This is one of the most important tips that I can share. Using salon software is one of the easiest ways to stay organized, optimize your calendar and make the most out of each appointment.
You can use text message appointment reminder software for salons to avoid mistakes and save a lot of energy by automatically sending out reminders and follow-up messages using the names, email addresses and contact number for each client in your system.
Salon software also provides action buttons you can add to your automatic appointment reminders to let your clients confirm, reschedule or cancel their upcoming appointments with ease. They can also do it through the salon mobile app.
Additionally, it will allow you to accept bookings online, optimize your scheduling by minimizing downtime, and fill any last-minute gaps in your schedule by automatically contacting people on your waiting list.
It takes a lot of the human error and stress out of the scheduling process, leaving you and your team to focus on the services that you’re passionate about providing.
Do not miss our post about Salon Customer Tracking.
Free Appointment Reminder Templates
We’ve created five free appointment reminder template examples in different formats to help you get started. You can customize these message templates to fit the branding of your own salon business, or use them just as they are:
5 Appointment Confirmation Templates
Here’s an appointment text message sample, with a confirmation and phone number:
Hi CLIENT’S NAME! Your appointment with SALON’S NAME on DATE at TIME has been booked. If you need to reschedule or cancel, please call (###) ###-####.
Hello CLIENT’S NAME! Thanks for booking your upcoming appointment with SALON’S NAME on DATE at TIME. We look forward to seeing you then. Please let us know if you need to reschedule by calling us at (###) ###-#### or use THIS BUTTON to confirm.
Hi CLIENT’S NAME. We’re looking forward to seeing you DATE at TIME for your NAME OF SERVICE at SALON NAME.Please call us at (###) ###-#### or use THIS BUTTON to confirm. If you have any questions before this time please contact us or send us an email at EMAIL ADDRESS.
Good afternoon CLIENT’S NAME. This message is to confirm your upcoming appointment at SALON’S NAME on DATE at TIME. Please use THIS LINK to confirm. If you have any questions or need to reschedule, please call us at (###) ###-####. See you soon.
Hey, CLIENT’S NAME. We just wanted to confirm your appointment with STYLIST’S NAME on DATE at TIME. If you have any questions or need to reschedule, call us at (###) ###-####. We’re looking forward to seeing you soon!
5 Appointment Reminder Templates
Here are some customer reminder message sample texts that you can send out on either short (24 hours or less) or advance notice (even up to a few days beforehand).
These message templates can come in handy when your salon business has a no-show policy for clients and staff to follow. Always remember to include either a telephone number or a link that they can visit if they need to cancel or reschedule:
Hi CLIENT’S NAME! This is a reminder from SALON’S NAME about your appointment on DATE at TIME. Press 1 to confirm or 2 to cancel. If you need to reschedule, please call us at (###) ###-####. Thank you & see you soon!
Hello CLIENT’S NAME. You are scheduled for a one-hour appointment on DATE, TIME at SALON’S NAME. Press 1 to confirm or 2 to cancel. Please call us at (###) ###-#### if you need to reschedule. Thank you and have a great day.
Hey there CLIENT’S NAME. It’s SALON’S NAME. We just wanted to remind you about your appointment coming up tomorrow at TIME. If you have any questions or concerns, please give us a call at (###) ###-####, or you can visit us at WEBSITE. Thanks again and we’ll see you soon!
Good afternoon CLIENT’S NAME. We’re looking forward to seeing you DATE at TIME for your appointment. If you need to reschedule, please reply at least 24 hours in advance at (###) ###-####. Thank you.
Hi CLIENT’S NAME! It’s almost time for your appointment at SALON’S NAME. We’ll see you DATE at TIME. If you have any questions or concerns, please call us at this number (###) ###-####. Or you can reach us on our salon app at LINK. Thanks and have an awesome day!
5 Rebooking Reminder Templates
You can use one of these for the regulars when it’s time for their next appointment, but they haven’t scheduled it yet (also useful before you go on holidays or your vacation).
These can come in very handy when you need a salon appointment email template or just want to send a quick message out:
Hi CLIENT’S NAME! It’s SALON’S NAME. Seems like it’s almost time to refresh your haircut! Book your next appointment by clicking here: BOOKING LINK. Thank you & hope to see you soon!
Good afternoon CLIENT’S NAME. We noticed that you’re almost due for another hair appointment. If you’d like to book something now, you can reply to this message by clicking here: BOOKING LINK. Or, you can call us at (###) ###-####. Have a great day!
Hello CLIENT’S NAME. It’s been a while since we’ve seen you for a haircut or color. Remember to book your next appointment at BOOKING LINK. Hopefully we’ll see you soon.
Hi there CLIENT’S NAME. We here at SALON’S NAME have missed you lately and are wondering how you’re doing. If you’re ready to book another appointment, please let us know at BOOKING LINK. Thanks again and have an awesome day!
Hello CLIENT’S NAME. We here at SALON’S NAME value your business and wanted to follow up with you about any appointments that you may want to book soon. Please visit us at BOOKING LINK or call (###) ###-#### to set the date for your next appointment. We look forward to seeing you!
Whether you need an appointment reminder email example or are trying to craft the perfect SMS reminder to start reducing your no-shows, having a ready-made template can take a lot of guesswork out of the process.
First time clients and regulars all need help remembering their upcoming appointments, especially in today’s increasingly busy and stressful world.
Sending out a quick message by SMS or email can help keep your business thriving and keep clients engaged, too.
Investing in salon software and having a salon reminder template ready to go will make your life, and that of your stylists, much easier. Automated appointment reminders for salons will use your clients’ contact information to keep in touch with them and keep them coming back.
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