Ready-to-Use Templates
Copy these templates and customize them for your needs. Each includes HTML and plain text versions.
Confirmed: {{serviceName}} with {{stylistName}} on {{appointmentDate}}
Your appointment is booked. Here's what you need to know before your visit.
Time for a refresh? It's been {{weeksSince}} weeks, {{clientName}}
Your last {{serviceName}} was {{weeksSince}} weeks ago. Book your next appointment before your preferred time fills up.
Happy birthday, {{clientName}}! A gift from {{salonName}}
It's your birthday month — enjoy a special treat from us.
Love your look? Share {{salonName}} and you both get rewarded
You looked amazing walking out. Share the love — give a friend {{referralGive}} and get {{referralGet}} for yourself.
Best Practices
Include the stylist's name in appointment confirmations — it personalizes the experience and reduces mix-ups
Time rebooking reminders to each service type: 4 weeks for cuts, 6 weeks for color, 2-3 weeks for nails
Send birthday offers 5-7 days before the birthday so clients have time to book
Ask for referrals right after a service when the client feels great, not weeks later
Include available time slots in rebooking emails to reduce the friction of scheduling
Add a cancellation policy reminder in confirmations to reduce last-minute no-shows
Common Mistakes
Generic rebooking reminders that don't mention the specific service or stylist
Birthday offers with restrictive terms that feel like marketing rather than a genuine gift
Sending referral requests to clients you haven't seen in months — it comes across as desperate
No reschedule option in appointment confirmations — clients cancel instead of rebooking
Rebooking reminders sent too soon (before the client actually needs the service again)
Forgetting to include the salon address and phone number — some clients need to call
Subject Line Examples
Timing & Performance
Personalization Tips
Salons live and die on repeat bookings. The clients who come back every 4-6 weeks like clockwork are the ones that keep your business profitable — and they don't happen by accident. Consistent, well-timed email communication is what turns first-time visitors into regulars who wouldn't dream of going anywhere else.
These templates cover the four most impactful touchpoints in the salon client lifecycle. Appointment confirmations that reduce no-shows. Rebooking reminders timed to each service's natural cycle. Birthday offers that make clients feel valued. And referral requests that leverage the moment when clients look and feel their best.
Every template is designed for the way salons actually operate — with stylist names, specific services, real availability, and pricing transparency. Customize them with your salon's branding and let automation keep your appointment book full while your team focuses on what they do best.
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Frequently Asked Questions
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