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Copy our appointment reminder email (example) and prevent no-shows

May 18, 2021 โ€” Amber

Salonized conformation email

A small reminder can have a huge impact. It will prevent that one no-show or remind someone to reschedule (avoiding the no-show).

Not 100% sure if your reminder email works? We got you! Use ours! Simply copy/paste the template into the programme you use to send your emails and replace the blank space with your own text.

We have written a formal and a casual reminder for you. Choose the template that suits your business and change it where necessary. Maybe it will inspire you to write one yourself!

  • If you are using Salonized, the text in brackets will automatically be replaced with your company information and services. Please make sure you use the correct tags if you are using a different email marketing programme.
  • Don't forget to include an option for the client to reschedule or cancel their appointment. Use a link for this or let your customers know how they can contact you.

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1. The formal reminder email

Subject: Appointment reminder {{company_name}}

Dear {{first_name}},

We would like to remind you that you have an appointment with us soon for the following services:

{{services_list}}

Your appointment will be on {{date}} at {{time}}.

See you then!

Kind regards,

[Name] from {{company_name}}

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2. The casual reminder email

Suggestions for a subject:

ยป Don't forget about me ๐Ÿ™‹โ€โ™€๏ธ

ยป We are happy to see you (tomorrow/soon) ๐Ÿฅณ

Hi {{first_name}},

On {{date}} at {{time}} we have a lovely appointment for {{services_list}}.

We are looking forward to it and we'll make it a day to remember!

Bye for now,

[Name] of {{company_name}}

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Tips for writing an appointment reminder by email

  • Keep it short but sweet and write in an active way;
  • Make sure all important information is included (service, date, time and location);
  • Most email servers have a calendar link that is automatically sent in the message so the client can add the appointment into their own calendar with a click;
  • Adjust the tone of voice so that it matches you or your company;
  • End it on a personal note, for example: Amber from Salonized;
  • Emojis are allowed, but keep it at one. After all, it is a short email.

When is the best time to send an appointment reminder?

It is common practice to send the first reminder 24 hours in advance and the second reminder 2 hours before the appointment. One hour is also possible, but if someone forgets their appointment, it is more likely that you will be able to fill up the spot with a bit more time.

Get the most out of your contact time

One thing that absolutely does not hurt is to turn the appointment reminder email into a marketing tool. The last thing you want to do is spam your customers with too many emails. Therefore, make smart use of your contact time.

Incorporate a current campaign in your email by adding a sentence at the bottom of the email. For instance:

If you show this email, you will receive a 10% discount when you buy 2 products in the salon (only valid on the day of the appointment).

It is also a last chance to upsell. Suggest a service that matches the appointment. For example:

Do you want to leave the salon totally summer proof? Book a fun gel polish colour with your pedicure and stop worrying about your feet.

Please note: the appointment reminder is sent automatically, so if you have short term promotions in the reminder, don't forget to remove them from the template once the promotion has expired.

Good luck with setting up your appointment reminders!

Amberp

Amber Provoost

Content Marketeer

Amber loves 90's dance classics, craft beers and radiant light shows. As part of the Growth Marketing team, she likes to inspire you through social media and loves to share all her knowledge with you on her blogs.

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