Message templates for salons to use during the COVID-19 outbreak

Message templates

In the current circumstances, good communication is key. You need to stay in touch with your clients, reacting as soon as possible when an emergency occurs. Clear and responsive communication processes allow you to not only quickly manage difficult situations, but also keep your customers informed of current safety procedures and promote responsible behaviours. What’s more, well-informed clients are usually the most loyal ones, as they feel a connection with your business and are more likely to react to your marketing campaigns.

We’ve prepared 4 different types of SMS templates for you to use at your salon during the COVID-19 outbreak. If you are using Versum, all you have to do is personalise them with your data and then use our text bulk message feature to easily have them sent to a chosen group or all of your customers. If you don’t have a Versum account yet, start your free, two-week trial (with no hidden costs and no credit card required).

Templates for introducing new safety procedures

As the situation progresses, safety regulations are changing to better fit the current circumstances. For example, face coverings used to be optional for salon clients, but now they are required to wear them unless their age or state of health disallows from doing so.

Tip: Make sure you are up to date with the restrictions – you will find all relevant information in our article on updates in the safety guidelines for salons in the UK.

Let’s make it clear: legally, it is not your duty to make sure your customers know how to prepare themselves for the visit, but it surely is very courteous to ensure they know how to behave and what to expect. Not to even mention – it works in your favour as conscious clients make your working environment much safer. Such messages are also a good way to reassure customers that you care for their safety during the COVID-19 pandemic.

Hello, [CLIENT’S NAME], it’s [YOUR NAME] from [BUSINESS NAME]. We care deeply about the safety of both our clients and staff. This is why we ask you to familiarise yourself with the new safety regulations – you will find everything you need to know on our website: [LINK]. We can’t wait to see you again!

Hi [CLIENT’S NAME], it’s [BUSINESS NAME]. We fully follow the government’s guidelines and hence we’ve introduced new safety regulations to ensure your and our well-being. You will find them on our website: [LINK]. We are looking forward to your visit!

Hello, it’s [BUSINESS NAME]. We are introducing new safety regulations and asking you kindly to familiarise yourself with them prior to your next visit: [LINK]. Thank you!

Templates for appointment reminders with information on the updated safety procedures

Appointment reminders are the best way to significantly reduce the number of no-shows. They are also a great way to make sure your client will grab their face covering before arriving at your doors! When you are wording a message to clients regarding the COVID-19 situation, you need to find a healthy balance between being polite and assertive.

Tip: If you are using Versum, you can take advantage of our automatic appointment reminders feature!

Hello, it’s [BUSINESS NAME], writing to remind you about your visit planned for [DATE] at [TIME]. Remember to check our updated safety regulations prior to your appointment: [LINK]. Thank you!

 [BUSINESS NAME] would like to remind you about your visit on [DATE] at [TIME]. Remember to wear a face covering. Check other safety regulations on our website: [LINK]. Thank you!

Hello, it’s [BUSINESS NAME], reminding you about your visit planned on [DATE] at [TIME]. Please, remember to familiarise yourself with the updated safety regulations you can find on our website: [LINK]. Thank you!

Templates for inviting clients to your online store

In the current situation, more and more customers are growing to appreciate professional home-care hair or beauty routines. If you offer fantastic retail products in your salon, they are now more than ever likely to catch clients’ attention. But why would you limit yourself to selling them only to clients with appointments? Offering them online is a smart option to ensure profit, no matter the circumstances, and to lower the possibility of cross-contamination. However, it’s crucial for you to spread the word about this option – otherwise, your online store may simply go unnoticed!

Tip: Would you like to sell online, but it seems too complicated? We have you covered – learn more about one of our newest features, the Online store!

How are you? It’s [YOUR NAME] from [BUSINESS NAME]. Did you know that you can buy your favourite hair care products from the comfort of your own home? Visit our online store at [LINK] and take advantage of our special offer for loyal customers!

Hello, [CLIENT’S NAME]! It’s [BUSINESS NAME]. We are happy to announce that now you can buy your favourite products from our online store – visit us at [LINK]. Hurry up, only this week we offer our bestseller at a discounted price!

Great news, [CLIENT’S NAME]! Now you can buy your favourites from our online store, available at [LINK]. Pssst – we have a special gift for our loyal clients for their first purchase!

Tip: Remember that marketing is not always enough – check our tips on how to sell retail products successfully!

Templates for appointment cancellations

It may happen that one of your employees might fall ill and will have to self-isolate (read more about the new laws on self-isolating in our article). It’s very important to act responsibly and not brush off a rising body temperature or a developing cough – in such circumstances, you should send the person in question home and inform all of their booked clients about the situation in the kindest way possible.

Remember that whenever you have to cancel some appointments, you shouldn’t name the affected employees (even if it is easy to guess) or explain their status (close contact of someone infected, showing symptoms, waiting for the test results, tested positive). If these clients in question haven’t met this employee yet, it is irrelevant anyway. It’s up to the Test and Trace crew to contact the employees’ close contacts – you, as the salon owner, should simply apologise to their booked customers and ask to reschedule.

Hello, [CLIENT’S NAME], it’s [YOUR NAME] from [YOUR BUSINESS’ NAME]. I’m very sorry to inform you that unfortunately, due to circumstances beyond our control, we have to reschedule your appointment planned on [DATE], at [TIME]. Please, contact us to discuss the new date. 

Hello! Unfortunately, due to circumstances beyond our control, your visit planned on [DATE] at [TIME] has to be rescheduled. Please, contact us to reschedule. Best regards, [YOUR BUSINESS’ NAME].

Hi, it’s [YOUR BUSINESS’ NAME]. Due to circumstances beyond our control, we need to reschedule your visit to our salon planned on [DATE], at [TIME]. Please, give us a call to discuss the rescheduling. Our sincere apologies.

Wording messages to clients regarding the coronavirus situation can be a challenging task. It’s not easy to keep the positive attitude when there’s so much uncertainty surrounding the topic and when the restrictions are getting more and more intense. However, once again – communication is absolutely essential and ensuring that your clients know what you do to keep everyone safe and why you ask them for certain things is the backbone of the new reality in your salon. To make things easier, automate the process of sending messages as much as possible – start your free trial with Versum today and enjoy our well-rounded set of features that will help you to get through these challenging times!

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