There are only a certain number of appointment slots on your calendar each day as a salon or spa owner. You’ve worked hard to fill each one of them, and when one doesn’t show up, that’s costing you money. One way to potentially reduce this risk is to send an appointment reminder message.

An appointment reminder message is a critical tool for any self-care business where clients may be tempted to simply miss the opportunity. When the salon appointment reminder text goes out, it provides a simple way for clients to answer if they need to do so, which allows you time to rebook that time. Otherwise, they’re more likely to arrive on time for their appointment.

This allows for two key benefits:

• It helps you to enhance your client experience
• It reduces the risk of costly no-shows

To help you to make the most out of this message, take into consideration our appointment reminder template and a few strategies to help you send reminders in a reliable, efficient manner.

How Can You Remind Your Clients About Their Salon and Spa Appointments?

Appointment reminder messages are a must and a tool that companies have been using for a long time. Before the digital age, customer service reps would call the client to remind them of their appointment (some still do this to create a more personalized experience). Today, you have more options to consider, including the following:

Appointment Reminder Text

Most people keep their smartphone in their hand, which means a text is going to be seen quickly. One of the best options then is to use tax reminders. An SMS text message is set up to automatically send a notification to the person’s phone about the missed appointment. This is a simple and straightforward method.

Appointment Reminder Email

Another option is to send an appointment reminder email. Emails are an excellent choice for those who may want to build a reputation, provide added information (emails give you more room for promos, too) or ask clients to provide more information. For example, you can include directions in the email or provide a way for clients to upgrade their service or learn about an upcoming promotion.

Appointment Reminder App

If you have an app for your company and service, you can set up appointment reminders within it to help encourage people to reach out to update their appointment if they cannot make it in. A appointment reminder app feature costs a bit more but provides perhaps the most straightforward way of building and maintaining a relationship with your clients over time.

With GlossGenius, you can send appointment reminders via SMS and email. That gives you the best way to continuously connect with your clients and get them into the salon or spa every time they book an appointment.

Utilizing more advanced tools like this, it’s possible to set up appointment reminder messages to be sent automatically. This enhances your productivity and helps minimize the risk that a client will not get that valuable appointment reminder to come in.

5 Templates for Appointment Reminder Texts

When it comes to salon text message marketing, you always need to have permission of the client and provide a way for them to remove themselves.

Appointment reminder texts are used for clients who are on the go and don’t check their email regularly. There are a few key things to remember about any appointment reminder text:

Date and time of the appointment: Make sure the appointment reminder text provides clarity on the date and time of the appointment. Try to incorporate the date but also the day of the week it’s on.

Name of the business: Be clear about not just the name of the business but if there is more than one location, including information about where the appointment is, such as indicating a city name, street name, or other geographic element to help them know where to go.

Information about the appointment: The appointment reminder text also needs to include a specific step for the reader to take. This generally will include:

• Confirm appointment
• Cancel appointment
• Reschedule appointment

The reminder text should include specific steps the customer can take to make one of these three decisions (such as responding with a confirmation).

Here are five text appointment reminder messages you can use:

1. Friendly approach

“Hi (name)! This is a reminder from (Name of company) about your appointment at (time) on (Day and Date) at (location address). Reply with “confirm” to let us know you’re coming or call us at (phone number) to cancel and reschedule.”

2. Simplistic approach

“This is an appointment reminder for (name) for your (type of appointment) on (day and date) at (time) with (name of provider) at (name of company). Please call our office at (phone number) to change your appointment.”

3. More Direct approach

“Confirmation required. This is a courtesy appointment reminder from (name of company) for your appointment on (day and date) at (time). Please respond with “confirm” to maintain your appointment with our staff. Failure to arrive after a confirmation could subject you to fees.”

4. Salon Appointment Reminder Text

“Hey (name)! We’re excited to see you booked for your salon (or spa) appointment at (name of company) on (day and date) at (time). If you can’t make it, give us a call at (number) to set up a new time.”

5. Tattoo Appointment Reminder Text

“Don’t forget your next appointment with (name of tattoo shop) is on (date including day and date, with time) for the next phase of your project. Note that there’s a $50 cancelation fee if you cancel in under 24 hours of your appointment. Respond here with “confirm” to let us know you’re coming.”

3 Templates for Appointment Reminder Emails

Reminder emails are a must for many of the same reasons – they bring people into your location. They also offer a bit of branding help and more information to the reader. You can also include confirmation buttons and steps for the reader.

Here are three email appointment reminders you can use:

1. Simple email

“Name,

We’re sending you a message to remind you of your appointment on (day and date) at (time) for (procedure/service). Click the “confirm” button here to let us know we should continue to hold your appointment time or give us a call at (name) if you need to reschedule.

It’s a great time to check out our latest promotion and blog too. Thanks for booking with (name of company)! We look forward to seeing you soon.”

2. Professional with information request

"Hey (Name), are you ready for your pre-planned appointment with makeup artist (name of provider)? We have you scheduled for an appointment on (day and date) at (time). We encourage you to arrive 15 minutes early so that we can ensure you're set up and ready to go. In the meantime, take our survey at this link and let us know what you're looking for or how we can help you with your needs.

If you need to reschedule, please do so with at least 24 hour notice by calling (number). We look forward to seeing you!”

3. Direct

“Dear (name),

You are scheduled to arrive at (time) on (day and date) for your appointment with (practitioner's name). We require at least 24-hour notice of cancellation, or your account may incur a $50 fee for a missed appointment.

Your time is valuable. Please contact us in advance to set up your paperwork and if you have any questions. For more information about changing this appointment, call (number).

Do’s and Don’ts for Appointment Reminder Messages

Before you get started with sending out a salon appointment reminder text or drafting the perfect appointment reminder email for your tattoo shop, there are a few rules to keep in mind that will make salon text message marketing (and email marketing) more effective.

Do: Personalize your message

Always include the name of the person, the time and date, and any other important information. Make sure to make it personal so they know you’re talking directly to them.

Do: Be clear and concise

Keep the entire message short and to the point. That way, people read the whole thing and take the appropriate action.

Don’t: Forget to tell them how to rebook

If they cannot make the appointment, don't give them a direct "cancel" button. Instead, directly ask the client to rebook their appointment so you don’t lose it.

Don’t: Overuse emojis

Too informal is often not desirable. Keep it simple and easy to read.

Don’t: Overshare confidential information

There’s rarely a need to provide details about why the person is coming in for the appointment. That could be protected information.

Don’t: Be overly promotional

Appointment reminders are not a place to do any type of hard selling.

Automate Your Appointment Reminder Messages with GlossGenius

Salon and spa owners need to ensure they are sending appointment reminder messages to minimize forgotten appointments. Yet, that’s a big time commitment if you are trying to do so directly. Instead, automate the process.

Automated appointment reminder messages are far more effective because they do not take any time away from your day, and they are always going to go out. They are better for customer service and scheduling teams, too. They are one of the best ways to deal with salon cancellation rates that are on their way up.

GlossGenius is an all-in-one platform offering features like Scheduling, Client Management, and SMS and email marketing tools. These tools allow you to send reminders in no time, allowing you to effortlessly keep your clients coming in. GlossGenius’ built-in AI tool can help make this even simpler.

Learn more about our services by starting your free trial now (no credit card required).