Ready-to-use appointment reminder samples for salon and spa owners

appointment reminder samples for salon and spa

We have already discussed why appointment reminders are an absolute necessity and how they can help you to save time and money, as well as boost your customer service (you can read it here). Today we will focus on writing the perfect appointment reminder for your spa or salon – what information you have to include, what should you avoid and how to word the message to keep it both clear and informative.

Tip: The samples included in this article can be easily entered to the Versum’s automatic appointment reminders feature and turned into a template. Thanks to that, you will no longer have to send every message by hand. Try the software for free!

Information to include

Creating a reminder can be tricky – on the one hand, you have to keep your messages short, while on the other, you have a good few things to cover.

The absolute necessities include:

  • The name of your business
  • The date & time of the scheduled appointment
  • Your business contact information (preferably a phone number)

It’s good to add:

  • An introduction (the name of the sender)
  • Your business address
  • A mention of your salon policies regarding delays, late cancellation and no-shows
  • If a client is supposed to bring something along or prepare in a certain way – a reminder on that

Mistakes to avoid

Being wordy

First of all, you should keep an eye on the number of characters. A single text message can consist of up to 160 characters, which is a pretty rigid limit. Of course, your reminder can be longer – but then the price per reminder doubles, as everything over 160 characters is treated as a second SMS. This problem, of course, doesn’t occur in email reminders

Adding too many elements

Even if the higher price doesn’t really bother or relate to you, you still have to remember that an appointment reminder is supposed to be short and straight to the point. It’s not a place for wordplay and lengthy bloviations. Seeing such “walls of text” makes customers less willing to really pay attention to the message – so if you add too many unnecessary details, clients may easily overlook the crucial part of the reminder.

Tone issues

Reminders are an integral part of your business’ communication process. It’s important to fit their tone to your branding. In general, the appointment reminders should be kept as professional as possible, but you can still accent the style of your business with the right choice of words. What’s more, when you are writing such a short and straightforward message, you can unintentionally start to sound stiff or even unfriendly. Make some space for courtesy and polite phrases!

Ready-to-use appointment reminder samples

Short, universal reminders (up to 160 characters)

Hello, it’s [BUSINESS NAME]. We want to remind you about your appointment on the [DATE] at [TIME]. To reschedule, please call [PHONE NUMBER]. See you soon!

[BUSINESS NAME] would like to remind you about your visit on the [DATE] at [TIME]. Please call [PHONE NUMBER] if you have to reschedule. Thank you!

Hi! It’s [BUSINESS NAME], writing to remind you about your visit planned for the [DATE] at [TIME]. Please, call [PHONE NUMBER] if you cannot make it. See you!

Hi! Just a quick reminder from [BUSINESS NAME] of your visit planned for the [DATE] at [TIME]. To reschedule, please call [PHONE NUMBER]. See you soon!

Your visit to [BUSINESS NAME] is planned for the [DATE] at [TIME]. If you need to reschedule your appointment, please call [PHONE NUMBER]. See you there!

Advanced reminders

Hello, it’s [YOUR NAME] from [BUSINESS NAME]. We are awaiting your visit on the [DATE] at [TIME]. If you need to reschedule, contact us at least 24 hours before the appointment – please check our cancellation policies on [YOUR WEBSITE]. Contact number: [PHONE NUMBER]. We are looking forward to seeing you!

Just a friendly reminder about your visit at [BUSINESS NAME] planned for the [DATE] at [TIME]. If you need to reschedule, please call [PHONE NUMBER] at least 24 hours before the appointment. Thank you and see you then! [THE FACILITY ADDRESS]

Your visit to [BUSINESS NAME] is planned for the [DATE] at [TIME]. If you need to reschedule your appointment, call [PHONE NUMBER]. Please, mind our cancellation policies (you can find them on [YOUR WEBSITE]). Thank you! We are looking forward to seeing you!

Hello! It’s [YOUR NAME] from [BUSINESS NAME], [THE FACILITY ADDRESS]. I’m happy to remind you about your appointment on the [DATE] at [TIME]! If you need to reschedule your visit, please call [PHONE NUMBER]. Thank you and see you there!

Hi, it’s [YOUR NAME] from [BUSINESS NAME]. We are expecting you on [DATE] at [TIME]. Please, mind that you may be temporarily unable to drive a car after the appointment. If you need to reschedule, call [PHONE NUMBER]. Thank you and see you soon!

Hello! Your visit to [BUSINESS NAME] is planned for the [DATE] at [TIME]. Please, remember to bring along comfortable clothes! 🙂 If you need to reschedule, call [PHONE NUMBER]. Thank you and see you soon! [THE FACILITY ADDRESS]. 

Hello, it’s [BUSINESS NAME]. We are awaiting your visit on the [DATE] at [TIME]. We recommend you to get acquainted with the treatment preparation instructions available on [YOUR WEBSITE]. If you need to reschedule, please call [PHONE NUMBER]. Thank you, we are looking forward to seeing you!

Well-written appointment reminders are an integral element of great customer service. Make sure yours include all the necessary elements and are truly welcoming! Also, if you don’t use Versum to make your reminders fully automated, you are really missing out on a great convenience. Give the system a ride for free and reduce the number of no-shows by up to 70%!

Try Versum for free

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