DigiReminder
Writing the right message to a client is harder than it looks: too cold and it reads like an automatic notice, too long and nobody reads it, too pushy and it irritates. Here are 10 ready-made messages for an appointment reminder on WhatsApp and for the most common situations in a salon or beauty studio, to copy and adapt to your own style.
How to write a good reminder message
- Use the client's name: it makes the message personal.
- State the day, time and service: no room for doubt, and the client can check their own diary.
- One request only: for example "reply with an ok to confirm" or "let us know if you need to move it".
- Your own tone: if you're informal in the salon, write the same way here. One or two emojis are enough.
- An easy way out: say clearly how to reschedule or cancel, otherwise the client just disappears.
The 10 messages to copy
Replace the name, service, date and [salon name] with your own details.
- Confirmation after booking — "Hi Julia! We're confirming your facial on Thursday the 12th at 3:30 pm at [salon name]. If you need to move it, just message us here. See you soon!"
- Reminder the day before — "Hi Julia, a reminder of your appointment tomorrow at 3:30 pm for your facial. We look forward to seeing you! If you can't make it, please let us know as soon as possible so we can offer the slot to someone else."
- Reminder on the morning — "Good morning Julia! We're expecting you at 3:30 pm today for your facial. See you later!"
- Asking for confirmation — "Hi Julia, could you confirm you're coming on Friday at 10:00 am? Just reply ok here. Thank you!"
- Salon needs to reschedule — "Hi Julia, unfortunately we have to move your appointment tomorrow. Could you do Thursday at 4:00 pm or Friday at 10:00 am? Which do you prefer? We're sorry for the inconvenience."
- Client running late — "Hi Julia, are you on your way? We're expecting you, but if you're very late we may have to shorten the treatment or move it. Let me know!"
- After a no-show — "Hi Julia, we missed you at your 3:30 pm appointment today. Is everything ok? If you'd like to rebook, we'll gladly offer you a new time."
- Reminder to rebook a regular treatment — "Hi Julia, it's been a while since your last manicure: shall we keep a slot for you? We have space on Tuesday and Thursday."
- After the treatment — "Thank you for coming in today, Julia! If you have any questions about the aftercare tips, just message us. See you soon!"
- Birthday wishes — "Happy birthday, Julia! 🎉 From the whole team at [salon name], we wish you a wonderful day. See you soon! 💕"
A note on message 7: after a no-show, a neutral and welcoming tone works best, without blame. The goal is to get the client to rebook, not to end the relationship.
When to send them and what you can automate
| Message | When | Automatic with DigiReminder? |
|---|---|---|
| Confirmation | Right after booking | Yes |
| Reminder | Before the appointment, at the time you choose | Yes, from 3 to 72 hours before |
| Rescheduling notice | When you move the appointment | Yes, on the Pro and Business plans |
| Birthday wishes | On the birthday | Yes, if the client has a date of birth on file |
| Asking for confirmation, running late, after a no-show, rebooking, thank-you | When needed | No: you write them yourself from WhatsApp |
How to avoid typing them by hand
Writing confirmations and reminders to every client works while appointments are few; on busy days it's the first thing to slip. DigiReminder sends them automatically from your business's WhatsApp number: confirmation when the appointment is created, reminder at the time you choose, rescheduling notice (Pro and Business) and birthday wishes.
One thing to know: the automatic message texts are predefined (in the language chosen for your messages) and can't be freely rewritten. The templates above are for the messages you write yourself and for inspiration. If you need a WhatsApp number dedicated to your business, read how to set up WhatsApp Business. To understand why clients don't show up and how to cut missed appointments, see the guide to salon no-shows.