Salon and Spa WhatsApp Messages

Booking confirmation messages

Confirm every booking in writing. Repeat the service, date, time and who will look after them, and mention your cancellation policy in a friendly way.

Placeholders in double curly brackets are columns in your appointment sheet: {{name}} the client, {{service}} the treatment, {{stylist}} the team member, {{date}} and {{time}} the slot.

1. Standard

   Hi {{name}}, your {{service}} with {{stylist}} is booked for {{date}} at {{time}}. We can't wait to see you!

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2. Short

   Confirmed: {{service}}, {{date}}, {{time}} with {{stylist}}. See you soon, {{name}}!

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3. With policy

   Hi {{name}}, you're booked for {{service}} on {{date}} at {{time}}. If you need to cancel or move it, please let us know at least 24 hours before. Thank you!

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4. Spa

   Dear {{name}}, your {{service}} at our spa is confirmed for {{date}} at {{time}}. Please arrive 10 minutes early to relax and settle in.

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5. New client

   Welcome {{name}}! Your first visit is booked: {{service}} with {{stylist}} on {{date}} at {{time}}. Here is our location pin – we're on the ground floor.

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6. Deposit

   Hi {{name}}, to secure your {{service}} on {{date}} at {{time}}, please pay the {{amount}} deposit using the link below. It comes off your final bill.

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7. Bridal

   Hi {{name}}, your bridal trial is booked for {{date}} at {{time}} with {{stylist}}. Bring photos of looks you love and your outfit colours if you can.

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Appointment reminder messages

Send a reminder the day before, and for long treatments maybe a short one on the morning. Ask clients to reply so you can fill a cancelled slot.

1. Day before

   Hi {{name}}, a reminder of your {{service}} tomorrow at {{time}} with {{stylist}}. Reply YES to confirm or let us know if you need to change it.

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2. Same day

   Good morning {{name}}! See you today at {{time}} for your {{service}}.

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3. Short

   Reminder: {{service}}, {{date}} at {{time}}. Reply C to cancel. Thanks {{name}}!

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4. Prep tip

   Hi {{name}}, looking forward to your colour appointment tomorrow at {{time}}. Please come with dry hair and skip washing it the day before for the best result.

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5. Spa prep

   Hi {{name}}, your {{service}} is tomorrow at {{time}}. Avoid heavy meals an hour before and let us know of any allergies or health changes.

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6. Waxing prep

   Hi {{name}}, a reminder of your waxing appointment on {{date}} at {{time}}. Hair should be about 5 mm long, and please avoid exfoliating 24 hours before.

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7. Formal

   Dear {{name}}, this is a courtesy reminder of your appointment for {{service}} on {{date}} at {{time}}. We look forward to welcoming you.

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Reschedule and cancellation messages

Things change, on both sides. Make rescheduling easy and offer a couple of specific slots instead of an open "when suits you?".

1. Client cancelled

   No problem, {{name}}, your {{service}} on {{date}} has been cancelled. Would you like to rebook? We have openings on {{new_date}}.

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2. Stylist unavailable

   Hi {{name}}, we're so sorry – {{stylist}} is unwell and can't make your appointment on {{date}}. Can we move you to {{new_date}}, or would you like another stylist at the same time?

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3. Moved

   Done, {{name}}! Your {{service}} is now on {{new_date}} at {{time}}. See you then.

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4. Missed

   Hi {{name}}, we missed you at your {{time}} appointment today. Hope all is well! Reply here and we'll find you a new slot.

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5. Late running

   Hi {{name}}, we're running about 15 minutes behind today. Feel free to come a little later – your {{service}} is still on.

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6. Slot opened

   Hi {{name}}, a {{time}} slot just opened up on {{date}} with {{stylist}}. You asked to hear about earlier times – would you like it?

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Aftercare messages

An aftercare message the evening after a treatment shows you care about the result, not just the booking. Keep it to two or three practical tips and invite questions.

1. Hair colour

   Hi {{name}}, hope you're loving your new colour! For the first 48 hours, avoid washing your hair, and use a colour-safe shampoo after that to keep it vibrant.

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2. Keratin

   Hi {{name}}, a few tips after your keratin treatment: no washing, tying or clipping your hair for 72 hours, and use sulphate-free shampoo afterwards.

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3. Facial

   Hi {{name}}, thank you for your facial today. Skip makeup for the rest of the day, drink plenty of water and use sunscreen tomorrow. Your skin will thank you!

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4. Nails

   Hi {{name}}, to keep your gel nails perfect, wear gloves for cleaning and use cuticle oil daily. Message us if anything lifts in the first week.

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5. Massage

   Hi {{name}}, hope you're feeling relaxed after your massage. Drink lots of water today and take it easy. A little tenderness tomorrow is normal.

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6. Lashes/brows

   Hi {{name}}, for your lash lift: keep them dry for 24 hours, avoid steam and oil-based products, and don't rub your eyes. Enjoy!

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7. Check-in

   Hi {{name}}, how is your {{service}} settling in? If anything doesn't feel right, reply here and we'll take care of it.

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Rebooking nudges

Most clients mean to rebook and simply forget. A nudge timed to the service – about four to six weeks for a cut, two to three for nails – is helpful, not pushy.

1. Haircut

   Hi {{name}}, it's been about 5 weeks since your last cut. Ready for a refresh? {{stylist}} has slots this week – reply and we'll book you in.

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2. Colour

   Hi {{name}}, your roots might be saying hello by now! Shall we book your next colour with {{stylist}}?

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3. Nails

   Time for a fill, {{name}}? It's been 3 weeks since your last appointment. Reply with a day that suits you.

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4. Spa

   Hi {{name}}, you deserve another moment of calm. Book your next {{service}} this month and we'll add a free hand treatment.

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5. Barber

   Hey {{name}}, fresh cut time? Chairs are open this Friday and Saturday. Reply with a time and you're in.

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6. Lapsed client

   We've missed you, {{name}}! It's been a few months since your last visit. Come back before {{date}} and enjoy 10% off any service.

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Birthday and special offer messages (opted-in clients)

Send offers only to clients who agreed to hear from you, for example on your client card or booking form. A birthday message is welcome when it is personal and comes with a small, genuine treat.

1. Birthday

   Happy birthday, {{name}}! To celebrate, enjoy 20% off any service this month. Reply to book your birthday treat.

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2. Birthday

   Happy birthday {{name}}! From all of us at the salon, a free blow-dry with your next appointment before {{date}}. Have a beautiful day!

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3. Seasonal

   Hi {{name}}, wedding and party season is here! Book a styling or makeup appointment before {{date}} and get a free brow shape. Reply STOP to opt out.

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4. Referral

   Hi {{name}}, love your results? Bring a friend for their first visit and you both get 15% off. Reply STOP to unsubscribe.

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5. Quiet day

   Hi {{name}}, midweek treat: 15% off all treatments on Tuesdays and Wednesdays this month. Reply to grab a slot.

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6. Festive

   Hi {{name}}, our festive gift vouchers are here – the easiest present for anyone who loves a pamper. Reply to order one.

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7. New service

   Hi {{name}}, we've just added {{service}} to our menu! Be one of the first to try it with an introductory price of {{amount}}.

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Review request and thank-you messages

Ask for a review the day after the visit. Ask for honest feedback, not only five stars, and never pay or discount in return for positive reviews.

1. Review

   Hi {{name}}, thank you for visiting us! If you loved your {{service}}, a quick review would mean the world to {{stylist}}: {{review_link}}

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2. Feedback

   Hi {{name}}, how did you find your appointment yesterday? We'd love your honest feedback so we keep getting better.

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3. Photo

   Hi {{name}}, you looked amazing yesterday! Would you be happy for us to share a photo of your new look on our page? Totally fine if not.

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4. Thank you

   Thank you for your lovely review, {{name}}! {{stylist}} was so happy to read it. See you next time.

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5. Short

   Thanks for coming in, {{name}}! Rate your visit from 1 to 5 by replying with a number.

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How to send to all your clients with each name and appointment

Tomorrow's reminders, rebooking nudges and birthday offers go to many clients at once. Rapid Sender is a free tool for WhatsApp that runs in your browser and sends from your own WhatsApp, one chat per client, with each name, service and time filled in from your sheet. Numbers do not need to be saved in your phone.

It has no scheduling, no auto-reply and no booking-system integration. Export your appointments to Excel or CSV and send when you are ready.

1. 1

   Export your appointments

   Make an Excel or CSV file with columns such as name, phone, service, stylist, date and time. Up to 5,000 rows per upload.

2. 2

   Link your WhatsApp

   Open Rapid Sender, then on your phone go to WhatsApp, Linked devices, Link a device and scan the QR code, or use the pairing code. No install or sign-up.

3. 3

   Upload and personalise

   Upload the sheet; column names become placeholders such as {{service}} and {{stylist}}. Paste a template and check the live preview.

4. 4

   Add a picture if you like

   Attach one photo, video or PDF – a price list or a birthday card. Rapid Sender can even print each client's name on a photo card.

5. 5

   Test and send

   Send a test to yourself, then send. A random 7 to 10 second pause between messages means 100 reminders take about 16 minutes. Download the report as Excel afterwards.

Tips for salon messages clients welcome

• Ask for WhatsApp consent on your booking form or client card, and keep a column in your sheet for it.

• Send reminders in business hours, ideally the afternoon before. Late-night messages feel intrusive.

• Use the stylist's name – clients book people, not just salons.

• Keep promotions to a couple a month and always offer a way to stop.

• Do not put sensitive details such as medical skin conditions in messages others might see on a lock screen.

• Message only clients who know you. That lowers the risk of reports, though no tool can guarantee a number won't be restricted.