How To Send Reminder Emails for Beauty & Wellness Businesses
Learn how to send a reminder email for your beauty or wellness business. We cover best practices, tips, and templates to help keep your clients on track.
Keys, wallet, appointment – everyone forgets things sometimes. But as a salon or spa owner, you can’t afford to let clients no-show.
A reminder email is a small but powerful tool. It reduces missed appointments and enhances customer relationships while you're juggling bookings, staff schedules, and finances. What's not to love?
Here’s how to send a reminder email and when to do so, along with helpful templates for writing your own.
What’s a Reminder Email?
A reminder email alerts clients about their scheduled appointments so they don’t forget. This message helps them attend their bookings, avoiding missed appointments, lost income, and wasted time. You can also confirm dates and times via text instead of email.
Communicating with clients through email or SMS marketing is crucial for small business owners because it protects your revenue by reminding them to attend. Even with a deposit system in place, unless your policies specify that clients have to cover 100% of the service price if they no-show, you’ll earn less than if they came.
Sometimes, all it takes is a quick nudge to bring scheduled clients in the door and avoid an empty chair. For example, if you run a spa, your busy client Sara might forget to add her upcoming facial appointment to her calendar when she books. Sending her a confirmation text a day or two before her visit reminds her she has another to-do on her calendar. She gets her facial (and some time to relax), and you provide a great experience with money in your pocket.
[CTA_MODULE]
When Should You Send Appointment Reminder Emails?
Worried about cluttering clients’ inboxes? There’s a time and a place for reminders. Send a professional email in these situations:
1. Upcoming Appointments
Like we mentioned above, you should always remind clients of their upcoming appointments. Send an email or text the day before, and to go the extra mile, communicate the week before as well. This way, if a client forgets, they have more time to retool their schedule and make sure they don’t miss it.
For example, if your hair colorist, Emily, has a balayage appointment with Mike on Thursday at 11 a.m., you could send Mike reminder texts on Sunday at 11 a.m. and Wednesday at 11 a.m. The first lets him reschedule or cancel without incurring any of the fees in your cancellation policy, and the second double-checks that he’s ready.
2. Post-Service Follow-Ups
Reminder messages are about more than just pre-appointment details. Send them after a self-care service like a facial or a tattoo session to thank the client for their business and remind them of any aftercare or maintenance details. While you may have told them during the appointment itself, sending an email or text gets this information in writing so they don’t forget. It’s also a good time to ask a client for a review.
For example, after tattooing a client, send a follow-up email reminding them to avoid sun exposure and keep the area clean. You can throw in a link to drop you a review on Yelp or Google as well. The benefits of sending this reminder are threefold: Your client feels valued because you took the time to reach out, the client's tattoo is more likely to heal correctly, and they are more likely to help you promote your services to other people looking for a tattoo.
Also, if the client books a follow-up while they’re in person, sending an appointment confirmation serves as a preliminary reminder if they forgot to put it in their calendar on the spot.
3. Missed Appointments
When a client misses a class or esthetics treatment, email a reminder to encourage them to reschedule. It’s also a good time to remind them about them of your cancel and no-show policies, so they know what they’ll be on the hook for.
If you work as a personal trainer and your weekly client Tom misses his session, a friendly nudge can prompt him to rebook so his training (and your revenue) stays on track.
4. Membership Renewals
If your self-care business runs a membership program, send polite reminder emails when someone’s account is about to expire. This encourages timely renewals and keeps people coming in the door.
Imagine your gym offers an annual membership for $250. Send reminders a month before clients' subscriptions expire. This gives them time to renew or cancel, depending on their needs. Any retention boosts profits.
5. Special Promotions and Events
Email marketing is the perfect way to remind clients about promotions, sales, and special events. When clients don’t come in or check your website consistently, emails and texts are the only ways they’ll know about the deals on odder. The more you remind people, the more business you get in return.
If your spa hosts a holiday event with discounted services every winter, send clients a gentle reminder the week before. Telling them about the upcoming event – and building hype for it – drives engagement and attendance, boosting sales.
Sign up for a 14-day free trial with GlossGenius!
How To Write a Reminder Email: 5 Steps
Follow these five steps to write a friendly reminder email:
1. Start With a Strong Subject Line
A powerful subject line tells clients what the email is all about before they open it. If you use a vague or confusing subject, the client may delete the reminder without opening it, defeating the purpose of sending it. They’ll know right away that it’s not a random marketing message – it’s an important reminder.
A straightforward subject line like "Your Upcoming Appointment at XYZ Spa" does the trick, but don’t be afraid to add some flair with emojis.
2. Personalize the Greeting
If an acquaintance came up to you and just said “Hello,” you might get confused about their tone and intentions. But if they said "Hey [Name]!" with a smile, you’d be more receptive to starting a conversation. That’s because addressing you by name shows they remember you and care about the interaction.
The same goes for client communications. Call people by their names whenever possible to catch their attention and show an extra level of effort. A solid client management system should be able to personalize communications seamlessly.
3. Make the Reason Clear
State the purpose of the email immediately. This eliminates any confusion by giving all the necessary details at a glance. For example, after greeting the client, start with, "We're excited to see you for your [Service] at [Business] on [Appointment date] at [Time]."
4. Include a Call to Action
If applicable, add a call to action (CTA) – a line of text that prompts an action, whether that’s clicking a link to reschedule an appointment or RSVP to an event. CTAs remove any ambiguity about what a client’s supposed to do so they actually do what you want them to instead of skimming and closing the email.
For example, "Confirm your appointment by clicking here: [Confirmation link]" is straightforward and gives the reader everything they need to take action.
5. Close on a High Note
The message’s final line is just another chance to build excitement and show gratitude. Let the client know you're genuinely eager to see them by saying something like, "We’re so excited to see you soon! Have the best day :),"
A warm closing makes clients feel appreciated, and that makes them more likely to rebook and spread the word about your business.
Reminder Email Examples
Let clients know about upcoming appointments and more with one of these reminder email templates:
Standard Salon or Spa Appointment Reminder Email
Subject Line: Reminder: Your glow-up is tomorrow! 🌟
Hi [Name],
We can't wait to see you on [Appointment date and time] for your [Service] at [Business]!
If you need to reschedule, please let us know at least 48 hours in advance. Please view our cancellation policy here: [Cancellation policy link]. If you need to reschedule, no worries! Just click this link here: [Booking link].
See you soon!
[Your name/business]
Special Self-Care Business Event or Promotion Reminder Email
Subject Line: 🎉 Don't Miss Our Anniversary Party! 🎉
Hey [Name],
You're invited to [Business]’s birthday party! Join us at [Business] on [Event date] at [Event time] for exclusive discounts, drinks, appetizers, and more. Plus, enter a raffle for a free [Service]!
RSVP here: [RSVP link].
We can't wait to celebrate with you!
Best regards,
[Your name/business]
Follow-Up Gym or Yoga Studio Class Appointment Reminder
Subject Line: Ready for your yoga class? 🧘
Hi [Name],
You're signed up for a yoga class at [Name] on [Class day, date, and time]. This is just a friendly reminder – we can't wait to help you find your zen!
Please reschedule at least 12 hours in advance via our booking link: [Booking link].
Namaste,
[Your name/business]
Missed Appointment Reminder Email
[CTA_MODULE]
Subject Line: We missed you today 😢
Hey [Name],
We missed you at your appointment today. As per our no-show policy [Link], your card will be charged [Amount].
We know life gets busy, so if you need to reschedule your [Service], we've got your back.
Click here to rebook: [Reschedule link]
We look forward to seeing you soon!
Have a beautiful day,
[Your name/business]
After Appointment Reminder Email
Subject Line: ✨ Important Aftercare Instructions for Your [Service] ✨
Hi [Client],
We loved seeing you for your [Service]! Please follow these aftercare instructions to get the most out of the healing process:
[Instruction 1]
[Instruction 2]
[Instruction 3]
If you had a good experience, share with others by leaving us a review on [Platform w/ hyperlink to your profile]. Ifhave any questions or need further assistance, get in touch! We’re happy to help.
Take care,
[Your name/business]
Streamline Your Appointment Reminders With GlossGenius
Tired of typing? GlossGenius has your back. Our all-in-one platform makes managing everything from automatic reminder emails and scheduling to business expenses and employees, all from the same platform.
Schedule, customize, and send reminders via email or text to save over 10 hours every week. We're one of the only booking and payments platforms in the beauty and wellness industry that doesn't charge major add-on fees for confirmations, thank-yous, and follow-up texts and emails. We don’t believe simplifying your business shouldn't cost more! See more on GlossGenius pricing and features here.
Sign up for a 14-day free trial with GlossGenius!
If you're ready to elevate your Client Management and Online Booking game, sign up for a free 14-day trial with GlossGenius.
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Join Our Genius Newsletter
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Keys, wallet, appointment – everyone forgets things sometimes. But as a salon or spa owner, you can’t afford to let clients no-show.
A reminder email is a small but powerful tool. It reduces missed appointments and enhances customer relationships while you're juggling bookings, staff schedules, and finances. What's not to love?
Here’s how to send a reminder email and when to do so, along with helpful templates for writing your own.
What’s a Reminder Email?
A reminder email alerts clients about their scheduled appointments so they don’t forget. This message helps them attend their bookings, avoiding missed appointments, lost income, and wasted time. You can also confirm dates and times via text instead of email.
Communicating with clients through email or SMS marketing is crucial for small business owners because it protects your revenue by reminding them to attend. Even with a deposit system in place, unless your policies specify that clients have to cover 100% of the service price if they no-show, you’ll earn less than if they came.
Sometimes, all it takes is a quick nudge to bring scheduled clients in the door and avoid an empty chair. For example, if you run a spa, your busy client Sara might forget to add her upcoming facial appointment to her calendar when she books. Sending her a confirmation text a day or two before her visit reminds her she has another to-do on her calendar. She gets her facial (and some time to relax), and you provide a great experience with money in your pocket.
[CTA_MODULE]
When Should You Send Appointment Reminder Emails?
Worried about cluttering clients’ inboxes? There’s a time and a place for reminders. Send a professional email in these situations:
1. Upcoming Appointments
Like we mentioned above, you should always remind clients of their upcoming appointments. Send an email or text the day before, and to go the extra mile, communicate the week before as well. This way, if a client forgets, they have more time to retool their schedule and make sure they don’t miss it.
For example, if your hair colorist, Emily, has a balayage appointment with Mike on Thursday at 11 a.m., you could send Mike reminder texts on Sunday at 11 a.m. and Wednesday at 11 a.m. The first lets him reschedule or cancel without incurring any of the fees in your cancellation policy, and the second double-checks that he’s ready.
2. Post-Service Follow-Ups
Reminder messages are about more than just pre-appointment details. Send them after a self-care service like a facial or a tattoo session to thank the client for their business and remind them of any aftercare or maintenance details. While you may have told them during the appointment itself, sending an email or text gets this information in writing so they don’t forget. It’s also a good time to ask a client for a review.
For example, after tattooing a client, send a follow-up email reminding them to avoid sun exposure and keep the area clean. You can throw in a link to drop you a review on Yelp or Google as well. The benefits of sending this reminder are threefold: Your client feels valued because you took the time to reach out, the client's tattoo is more likely to heal correctly, and they are more likely to help you promote your services to other people looking for a tattoo.
Also, if the client books a follow-up while they’re in person, sending an appointment confirmation serves as a preliminary reminder if they forgot to put it in their calendar on the spot.
3. Missed Appointments
When a client misses a class or esthetics treatment, email a reminder to encourage them to reschedule. It’s also a good time to remind them about them of your cancel and no-show policies, so they know what they’ll be on the hook for.
If you work as a personal trainer and your weekly client Tom misses his session, a friendly nudge can prompt him to rebook so his training (and your revenue) stays on track.
4. Membership Renewals
If your self-care business runs a membership program, send polite reminder emails when someone’s account is about to expire. This encourages timely renewals and keeps people coming in the door.
Imagine your gym offers an annual membership for $250. Send reminders a month before clients' subscriptions expire. This gives them time to renew or cancel, depending on their needs. Any retention boosts profits.
5. Special Promotions and Events
Email marketing is the perfect way to remind clients about promotions, sales, and special events. When clients don’t come in or check your website consistently, emails and texts are the only ways they’ll know about the deals on odder. The more you remind people, the more business you get in return.
If your spa hosts a holiday event with discounted services every winter, send clients a gentle reminder the week before. Telling them about the upcoming event – and building hype for it – drives engagement and attendance, boosting sales.
Sign up for a 14-day free trial with GlossGenius!
How To Write a Reminder Email: 5 Steps
Follow these five steps to write a friendly reminder email:
1. Start With a Strong Subject Line
A powerful subject line tells clients what the email is all about before they open it. If you use a vague or confusing subject, the client may delete the reminder without opening it, defeating the purpose of sending it. They’ll know right away that it’s not a random marketing message – it’s an important reminder.
A straightforward subject line like "Your Upcoming Appointment at XYZ Spa" does the trick, but don’t be afraid to add some flair with emojis.
2. Personalize the Greeting
If an acquaintance came up to you and just said “Hello,” you might get confused about their tone and intentions. But if they said "Hey [Name]!" with a smile, you’d be more receptive to starting a conversation. That’s because addressing you by name shows they remember you and care about the interaction.
The same goes for client communications. Call people by their names whenever possible to catch their attention and show an extra level of effort. A solid client management system should be able to personalize communications seamlessly.
3. Make the Reason Clear
State the purpose of the email immediately. This eliminates any confusion by giving all the necessary details at a glance. For example, after greeting the client, start with, "We're excited to see you for your [Service] at [Business] on [Appointment date] at [Time]."
4. Include a Call to Action
If applicable, add a call to action (CTA) – a line of text that prompts an action, whether that’s clicking a link to reschedule an appointment or RSVP to an event. CTAs remove any ambiguity about what a client’s supposed to do so they actually do what you want them to instead of skimming and closing the email.
For example, "Confirm your appointment by clicking here: [Confirmation link]" is straightforward and gives the reader everything they need to take action.
5. Close on a High Note
The message’s final line is just another chance to build excitement and show gratitude. Let the client know you're genuinely eager to see them by saying something like, "We’re so excited to see you soon! Have the best day :),"
A warm closing makes clients feel appreciated, and that makes them more likely to rebook and spread the word about your business.
Reminder Email Examples
Let clients know about upcoming appointments and more with one of these reminder email templates:
Standard Salon or Spa Appointment Reminder Email
Subject Line: Reminder: Your glow-up is tomorrow! 🌟
Hi [Name],
We can't wait to see you on [Appointment date and time] for your [Service] at [Business]!
If you need to reschedule, please let us know at least 48 hours in advance. Please view our cancellation policy here: [Cancellation policy link]. If you need to reschedule, no worries! Just click this link here: [Booking link].
See you soon!
[Your name/business]
Special Self-Care Business Event or Promotion Reminder Email
Subject Line: 🎉 Don't Miss Our Anniversary Party! 🎉
Hey [Name],
You're invited to [Business]’s birthday party! Join us at [Business] on [Event date] at [Event time] for exclusive discounts, drinks, appetizers, and more. Plus, enter a raffle for a free [Service]!
RSVP here: [RSVP link].
We can't wait to celebrate with you!
Best regards,
[Your name/business]
Follow-Up Gym or Yoga Studio Class Appointment Reminder
Subject Line: Ready for your yoga class? 🧘
Hi [Name],
You're signed up for a yoga class at [Name] on [Class day, date, and time]. This is just a friendly reminder – we can't wait to help you find your zen!
Please reschedule at least 12 hours in advance via our booking link: [Booking link].
Namaste,
[Your name/business]
Missed Appointment Reminder Email
[CTA_MODULE]
Subject Line: We missed you today 😢
Hey [Name],
We missed you at your appointment today. As per our no-show policy [Link], your card will be charged [Amount].
We know life gets busy, so if you need to reschedule your [Service], we've got your back.
Click here to rebook: [Reschedule link]
We look forward to seeing you soon!
Have a beautiful day,
[Your name/business]
After Appointment Reminder Email
Subject Line: ✨ Important Aftercare Instructions for Your [Service] ✨
Hi [Client],
We loved seeing you for your [Service]! Please follow these aftercare instructions to get the most out of the healing process:
[Instruction 1]
[Instruction 2]
[Instruction 3]
If you had a good experience, share with others by leaving us a review on [Platform w/ hyperlink to your profile]. Ifhave any questions or need further assistance, get in touch! We’re happy to help.
Take care,
[Your name/business]
Streamline Your Appointment Reminders With GlossGenius
Tired of typing? GlossGenius has your back. Our all-in-one platform makes managing everything from automatic reminder emails and scheduling to business expenses and employees, all from the same platform.
Schedule, customize, and send reminders via email or text to save over 10 hours every week. We're one of the only booking and payments platforms in the beauty and wellness industry that doesn't charge major add-on fees for confirmations, thank-yous, and follow-up texts and emails. We don’t believe simplifying your business shouldn't cost more! See more on GlossGenius pricing and features here.
Sign up for a 14-day free trial with GlossGenius!
If you're ready to elevate your Client Management and Online Booking game, sign up for a free 14-day trial with GlossGenius.
Download Now
Join Our Genius Newsletter
Get the latest articles, inspiring how-to’s, and educational workbooks delivered to your inbox.
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