12 Client Text Messages You Must Automate on Your Salon & Spa Software

12 Client Text Messages you must automate on your Salon Software
12 Client Text Messages you must automate on your Salon Software

Keep your clients coming by sending out text message for clients automatically at every stage of your client journey.

There are 12 important text message for clients that you need to send out to your customers throughout their journey, and doing them all manually is never a possible option. You need not worry when you have free & advanced salon management software to fully automate the text message for clients.

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In this blog, we have explained the complete client journey and the messages you can automate.

Here goes the notification journey of a single appointment!

Table of Contents:

1. New Appointment Confirmation Message

2. Appointment Rescheduling Message

3. Appointment reminder messages at different intervals

4. Appointment Cancellation Message

5. Appointment Completed Message

6. Digital Invoice – Receipt Message

7. Feedback Request Message

8. Recurring Appointments Reminder Message

9. Automate Client Engagement Notifications Messages

10. Upcoming Birthday and Anniversary Messages

11. Salon & spa Offer messages for the season and festive events

12. Low-business/low-peak hours offers

1. New Appointment Confirmation Message

Why should you send confirmation messages? 

➢ Whether the client books the appointment online, 

➢ Or, you are creating the appointment for clients over the phone; the client needs to be notified with the confirmation message that contains appointment details, date, time, venue, and stylist who will be addressing the services, etc. 

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It is the acknowledgment of receipt to fully confirm the appointment. An appointment without confirmation will always have psychological discomfort for the client, leaving them confused regarding the appointment status. So, sending out confirmation is a great way to build trust in your salon. You can send notifications via email, text/SMS, or WhatsApp.

[Sample Message]

Hi Dave, your appointment schedule is confirmed on 1st Nov 2022 at 11:30 AM with Beauty palace, Chennai. If you can’t make this appointment please click here <confirmation link> or call us at Tel: +1 408 413 0905

2. Appointment Rescheduling Message

If there is a circumstance of rescheduling an appointment, Let the client know the new timing of the appointment to avoid confusion.

The appointments tend to get rescheduled for various circumstances, like

➢ The client wants to change the schedule

➢ The staff taking leave and wanting to reschedule

➢ Business undergoing maintenance

➢ Emergency business closure to not accommodate the appointments, etc

It would be best if you communicated the change in appointment timing to the client, and staff, so no one gets surprised at the last minute. Sending instant notification on the new timing is critical, and the rescheduled or old appointments could fall in the next 30-60 minutes. Every small delay is a concern and could lead to a bad experience.

[Sample text message for clients] 

Hi Dave, your appointment is rescheduled for 1st Nov 2022 at 11:30 AM with Beauty palace, Chennai.

3. Appointment reminder messages at different intervals

A busy world with so many errands in one’s personal life makes it very difficult to keep track of the appointments and their timing. Clients could either be booking appointments for today or appointments that fall after a couple of weeks. It is very important to send timely reminders to your client at various intervals. 

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Reminders for today’s and tomorrow’s appointments. For these appointments, you can send reminders at the following intervals

➢ A day before

Hi Dave! This is a reminder from Beauty palace about your appointment on tomorrow 1st Nov 2022 11:30 am if you need to reschedule call us at Tel: +1 408 413 0905 see you soon!

➢ One in the morning

Hi Dave! This is a reminder from Beauty palace about your appointment for today at 11:30am if you need to reschedule call us at Tel: +1 408 413 0905 see you soon!

➢ One in 30 minutes before your appointment

Hi Dave! This is a reminder from Beauty palace about your appointment in 30 minutes, please arrive early so that your timing is proper, for any queries, call us at Tel: +1 408 413 0905 see you soon!

You must send weekly reminders for appointments that fall a couple of weeks apart. There is a high chance that the client might have surprises in the personnel schedule. With the advanced reminders, they can re-align their schedule or reschedule the appointments. Advanced reminders for these appointments are critical to avoid no-shows.

The good news is that you can create custom reminder internals based on your business needs in MioSalon Lite – A free salon management software.

Apart from sending the notification, you can automatically synchronize the appointments into your client’s phone calendar using Google Calendar integration, so they get the reminder on their phone’s calendar.

The reminder by google calendar for the appointment,

Sample reminder screenshot
Sample reminder screenshot

Fully automate the reminders at your custom intervals with MioSalon Salon Software.

 

4. Appointment Cancellation Message

The appointment could get canceled for various reasons like clients canceling by themselves; your staff could go on unexpected leave, emergency business closure, etc. It is important to keep clients updated on the change in appointment schedule or if it is canceled. Sending an automated message is nothing short of less.

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[Sample appointment cancel message]

Hi Dave, your appointment with Beauty Palace on 14 Jun 2022 at 11:20 AM is canceled. Book Next Appointment here <LINK> WAFFOR.

Don’t close the loop. Provide an option for your client to book the next appointments on cancel notification.

5. Appointment Completed Message

Collecting feedback is an opportunity to thank the client for allowing you to serve them and ask them for their review. Gathering feedback is very critical to stay competitive in the business. 

Check how to collect feedback automatically and increase the digital brand at no cost.

[Sample appointment completed message]

Hi Dave, Thank you for visiting Pretty salon. Your bill details $400 on 14 Jun 2022 at 11:20 AM Book your Next Appointment here <LINK>. Thank you

6. Digital Invoice – Receipt Message

Provide a paperless invoice and send a digital receipt of the service with the rewards that clients have redeemed, the balance they have in their e-wallet and a link to book the next appointment. A digital invoice will act as a great way to keep your clients loyal to you, while a thermal paper receipt will fade away in a few days to weeks. 

Next time the client wants to book an appointment with you, they can open the previous receipt and click to book an appointment. 

[Sample text message for clients with next booking option]

Hi Dave, Please click the link to download your invoice <LINK>. For upcoming bookings, please use the following link, <LINK>

80% of the manager/staff operated salon or spa are identified to do one or other form of pilferage activities from canceling the bill of past dates, editing the old bills, redeeming the client’s credits, etc. 

[Sample Message]

Hello CUSTOMER,

Thank you for your time today, We hope our service was satisfactory.Your bill amount for the service is $25. Your current prepaid balance is $100. Click the link below to view your invoice. <LINK>

7. Feedback Request Message

Collecting feedback is critical, so it should be a continuous process to ensure the business practice doesn’t deteriorate over time. But collecting feedback should be private and anonymous as much as possible or offline to give clients the comfort of sharing a true opinion. 

The Best Way to Collect Feedback from your Salon Clients

Paper feedback, oral feedback, or phone feedback are all old-styled models where the true view of the client may be compromised. Allow clients to share feedback on their own by sending feedback links.

[Sample feedback request message]

Hi Dave, thanks for your time today, I hope our service was satisfactory. It would be great if you shared your feedback with us so that we can make changes accordingly. Kindly share your Feedback in the below link <LINK>

If the client is unhappy with the service, the manager and staff will immediately be notified to remediate the issue. A timely action to fix the bad experience will have a high chance of retaining the client. 

[Alert message for negative feedback]

Hello,

This is to inform you about the negative feedback given by the client for the Haircut service. Customer contact: +1 408 413 0905. Kindly address the issue and do the needful. For more details please visit your feedback report page. 

Feedback plays a crucial role in increasing client retention and also in getting new clients. 

Check out – Automate the feedback evaluation for your salon & spa and increase your google rating.

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Asking for feedback from your client is good practice. Still, in case it is in written copy, it makes your cashier’s work tough and creates discomfort for your client. There is also a chance of forgetting to collect the feedback, so start sending digital feedback survey links via SMS/Email/Whatsapp and capture every single client’s feedback immediately before they leave your salon. 

[Sample feedback link invoice message]

Hi Dave, your bill details $4000 on 14 Jun 2022 at 11:20 AM with Pretty Salon, Please share your valuable feedback <LINK> WAFFOR

8. Recurring Appointments Reminder Message

Bundled Package with multiple services is very common across salon and spa as the clients who booked packages may need to visit for multiple appointments. Using Salon/Spa software, you can automatically send reminders for each appointment, saving a ton of your time.

Let’s take a case where the client books a massage service scheduled for Monday at 4 PM every week from the week ahead.

Reminder Message
Reminder Message

9. Automate Client Engagement Notifications Messages

To look attractive is everyone’s expectation, and to maintain that, people would have to regularly take the services like haircuts, facials, spas, threading, waxing, etc. Every service has its interval days, after which the client would want to avail of the service again.

A timely reminder about the service will help to

➢ Recall your brand

➢ Book an appointment for next time

Doing this helps in increasing client retention and footfall. You will need salon/spa software where you can configure the reminder specific to the service intervals like

➢ Reminder for Haircut in 25 days

[Sample Message]

Dear CLIENT’S NAME, this is a reminder from SALON NAME you are due for your Haircut! Avail of our service and get exciting Discounts! To book your appointment. Call: +1 408 413 0905

➢ Reminder for facial in 45 days

      [Sample Message]

Dear CLIENT’S NAME, this is a reminder from SALON NAME about your next facial appointment. Avail of our service and get exciting Discounts! To book your appointment Call: +1 408 413 0905

➢ Reminder for hair spa for every 90 days

      [Sample Message]

Hi Dave, it’s time to color your hair again. It’s been 25 days since you refreshed your colors. Book an appointment now <LINK> Pretty Salon.

➢ Reminder for high-frequency pedicures and manicures, etc

  [Sample Message]

Hi Dave, it’s time to color your hair again. It’s been 25 days since you refreshed your colors.   Book an appointment now <link> Pretty Salon.

You should have a mechanism to send a reminder in a defined number of days after the day service takes the client.

Reminder with days interval
Reminder with days interval

10. Upcoming Birthday and Anniversary Messages

Everyone would love to get treated and want to look great on their important days of life, for which one will start planning for it well ahead. Many take the beauty service 0-2 days before their birthday/anniversary.

You could send the wishes in advance, starting at least 7 days before the event. Doing this will be a great chance to remind them of your brand through your client’s high decision-making time.

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Apart from being the first to convey birthday or anniversary wishes to your client, you can also give a special offer to celebrate their day.

Sending Wishes 7 days before

[Sample message]

We wish you a very Happy Birthday from the Pretty salon Team. We’re giving you a 20% discount on your next service as a special birthday treat! Book in with us before the end of the week to avail your offer. Book your Appointment here <LINK>

Sending Wishes 4 days before

[sample message]

We wish you a very Happy Birthday from the Pretty salon Team. You have 4 days to celebrate the day. Avail 20% discount on your next service as our special birthday treat! Book in with us before the end of the week. <LINK>

Sending Wishes 2 days before

[sample message]

We wish you a very Happy Birthday from the Pretty salon Team. We’re giving you a 20% discount on your next service as a special birthday treat! Book your Appointment here <LINK>

Sending Wishes 1 day before

[sample message]

We wish you a very Happy Birthday from the Pretty salon Team. We’re giving you a 20% discount on your next service as a special birthday treat! Book your Appointment here <LINK>

Sending Wishes on the day of the event

[sample message]

We wish you a very Happy Birthday from the Pretty salon Team. We’re giving you a 20% discount on your next service as a special birthday treat! Book your Appointment here <LINK>

Let’s take an example:

If you have a customer base of 2400 with a Date of Birth (DD/MM) and their birthdate is evenly spread across the calendar year, you would be sending 200 automated wishes every month. 

Even if 25% of these clients turn to your services, that would be a huge success with an excellent Return on Investment. So you get 50 clients back by simply using automated wishes in the background.

Note: Knowing the Date and the Month of their Birthday would suffice. Generally, the client will not share the birth year but will be okay to share the date and month.

11. Salon & spa Offer messages for the season and festive events

We come across many festivals, including New Year, Women’s day, May day, Father’s day, Independence Day, Christmas, Diwali, Thanksgiving, etc., increasing the chance to tap your revenue. Send promotions with custom and pre-configured messages (pick from 1000+ messages)

1000+ Messages for Indian and International Festivals

15 New Year Offer messages for Salon & Spa

21 Valentine’s day messages for Salon & Spa 

10 Daughter’s Day Messages for Salon & Spa

World Smile Day SMS Templates for Salon & Spa

Halloween SMS Templates for Salon & Spa

World Kindness Day SMS Templates for Salon & Spa

International Men’s Day SMS Templates for Salon & Spa

Thanksgiving Day SMS Templates for Salon & Spa

12. Low-business/low-peak hours offers

Generally, the weekdays are always less filled compared to weekends. You can set up offers with a good discount to fill the floor during the Low-business/low-peak hours, so your resources, like staff hours, rooms, equipment, etc., are utilized efficiently.

➢ Afterall it’s a Monday Offer

[Sample Message]

Fight your Monday blues by pampering yourself using this amazing Monday offer! Get a 20% OFFER on whatever service you avail. HURRY as it is only a Monday offer!

➢ Terrific Tuesday Offer

[Sample Message]

EXCLUSIVE TUESDAY OFFER!! Yes, you heard it right! Make your Tuesday less boring. We are giving a 20% OFFER on all Haircut services! 

➢ Wonderful Wednesday Offer

[Sample Message]

Make your Midweek all about yourself as it’s a Wonderful Wednesday Offer! We are giving a Flat 10% OFF on all our spa services!

➢ Thursday happy hours

[Sample Message]

It’s Thursday and still not ready for the weekend? Get 30% OFF on all your favorite color streaks and other Hair coloring services!

➢ High Five Friday Offers

[Sample Message]

Get ready for your weekend by availing of a Facial service! Get 20% OFF on all facial services!

You can also automate the notifications to your staff and managers to keep them in the loop for critical and time-sensitive information to perform their service more effectively.

Sending automated text message for clients is not just for messaging alone but also for brand building. A typical human remembers only two brands for a type of service.

You need to automate every message to make sure you remind your brand to the client twice a week.

Automate all the text message for clients with free salon & spa management software. Sign-up here.

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