What makes a reminder work
An effective reminder does three things: it identifies who it is from, it states the exact day and time, and it gives a frictionless next action. Miss any of those and the message either gets ignored or generates a confused reply. Keep SMS messages short enough to read at a glance, and keep emails scannable with the key details up top.
Always include a way to reschedule, not just to cancel, and a way to confirm. A client who can fix a conflict in one tap is far more likely to keep or move the appointment than to ghost it. Personalize with the client name and service where you can; it reads as care, not automation.
- Say who it is from and the exact date and time.
- Offer a one-tap confirm and reschedule, not just cancel.
- Keep SMS short; keep email scannable.
Recommended reminder cadence
A reliable cadence for most salons is three touches: a confirmation the moment the client books, a reminder 24 hours before the appointment, and a final nudge about 2 hours before. The confirmation sets expectations and captures policy agreement, the 24-hour reminder surfaces conflicts while there is still time to refill the slot, and the 2-hour reminder catches the day-of forgetters.
Layer SMS and email rather than choosing one. Some clients live in their texts and never open email; others are the reverse. Sending both quietly raises the odds the reminder is actually seen. With Keptbookings, SMS and email reminders are included in the flat price and sent automatically, so you set the cadence once and it runs in the background.
- At booking: confirmation (SMS + email).
- 24 hours before: reminder with confirm/reschedule.
- 2 hours before: short final nudge.
Confirmation templates (sent at booking)
Use these the moment a client books to confirm the details and set expectations, including a nod to your policy.
SMS: Hi [First Name], your [Service] at [Salon Name] is booked for [Day], [Date] at [Time]. Reply C to confirm or use this link to reschedule: [Link]. A [48]-hour notice is appreciated for any changes. See you soon!
Email subject: Your [Salon Name] appointment is confirmed Email body: Hi [First Name],
Thanks for booking with [Salon Name]! Here are your details:
Service: [Service] Date: [Day], [Date] Time: [Time] With: [Provider] Location: [Address]
Need to make a change? You can reschedule any time here: [Link]. We kindly ask for at least [48] hours notice for cancellations or changes.
We look forward to seeing you! [Salon Name] | [Phone]
24-hour reminder templates
Send these one day before the appointment. This is the most important reminder for catching conflicts while you can still refill the slot.
SMS: Hi [First Name], a reminder of your [Service] at [Salon Name] tomorrow, [Day], at [Time]. Reply C to confirm or reschedule here: [Link]. Looking forward to seeing you!
Email subject: See you tomorrow at [Salon Name] Email body: Hi [First Name],
Just a friendly reminder of your appointment tomorrow:
Service: [Service] Date: [Day], [Date] Time: [Time] With: [Provider]
Please reply or tap here to confirm: [Link]. If tomorrow no longer works, you can pick a new time at the same link, ideally with at least [48] hours notice. See you soon!
[Salon Name] | [Phone]
2-hour reminder templates
Send these on the day of the appointment to catch anyone who lost track of the time. Keep them very short.
SMS: Hi [First Name], see you in about 2 hours at [Salon Name] for your [Service] at [Time]. Running late or need to reschedule? Let us know: [Link].
Email subject: Your appointment is in 2 hours Email body: Hi [First Name],
A quick reminder that your [Service] at [Salon Name] is today at [Time] with [Provider]. We are looking forward to seeing you. If anything has come up, reach us at [Phone] or reschedule here: [Link].
[Salon Name]
Rebooking templates (win clients back)
Use these to bring clients back after a visit or to re-engage someone you have not seen in a while. Rebooking reminders keep your chair full and reduce gaps in your schedule.
SMS (post-visit): Hi [First Name], thanks for visiting [Salon Name]! To keep your [Service] looking its best, most clients rebook in about [6] weeks. Want me to hold your usual spot? Book here: [Link].
SMS (win-back): Hi [First Name], we have missed you at [Salon Name]! It has been a while since your last [Service]. Here is [10]% off your next visit to welcome you back: book by [Date] at [Link].
Email subject: Time for your next visit, [First Name]? Email body: Hi [First Name],
It has been about [6] weeks since your last [Service] with [Provider], which is the perfect time to rebook. Pick a time that works for you here: [Link].
Prefer a specific day or stylist? Just reply and we will help you find the right slot.
See you soon! [Salon Name] | [Phone]