Guides · Updated 2026-09-29 · 4 min read
Appointment reminder messages for salons: templates and timing
Most missed appointments are forgotten, not skipped on purpose. A reminder with the date, the time and a simple way to cancel recovers most of them. Here is wording you can copy, and the timing that works.
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- The client's first name.
- Day, date and time, written out in full.
- The service and who it is with.
- Your address or the area you are visiting.
- How to cancel or move the appointment.
Template: two days before
"Hi Sarah, a reminder of your cut and colour with Jade on Thursday 9 October at 2:30pm at Studio Nine, 14 High Street. If you need to move it, please let us know by Wednesday 2:30pm."
Template: the day before
"Hi Sarah, see you tomorrow (Thursday) at 2:30pm for your cut and colour with Jade. Reply to this message if anything has changed."
Template: on the day
"Hi Sarah, your appointment with Jade is today at 2:30pm. Parking is free behind the salon. See you soon."
Template: after a missed appointment
"Hi Sarah, we missed you today at 2:30pm. We hope everything is all right. Would you like to rebook? Our cancellation policy applies to missed appointments, and we are happy to talk it through."
When to send them
One reminder a day or two ahead gives the client time to cancel and you time to fill the slot. One on the day catches the forgetful. More than two reminders starts to annoy people.
Reminders and the law
A reminder about an appointment the client has booked is a service message and does not need marketing consent. Offers and promotions are marketing: they need the client's agreement and a way to opt out. Keep the two apart.
What BookBook sends
BookBook emails the client when they request a booking, again when you confirm it, and sends an email reminder on the day of a confirmed appointment.
Frequently asked questions
Should I send reminders by text or email?
Texts are read fastest. Email is free and holds more detail. Many salons use email for the early reminder and a text or WhatsApp message on the day.
Do I need consent to send a reminder?
Not for a reminder about a booked appointment. You do need consent for promotional messages.
Should the reminder mention my cancellation policy?
The early reminder should, in one line. It is the client's last chance to cancel in time.