Running a salon means juggling a million things at once—clients, staff, bookings, social media, and somehow finding time to breathe. With so much going on, it’s easy to overlook small but crucial details that make a big difference to your bottom line.

One of those details? How you communicate with clients about their appointments.

Many salon owners set up automated appointment messages but don’t put much thought into what those messages say, when they’re sent, or how they’re delivered. And that’s a missed opportunity.

So, let’s break it down: What’s the difference between appointment confirmations and reminders, what’s the best way to send them, and why should you personalise them?

Appointment Confirmations vs. Reminders: What's the Difference?

1. Appointment Confirmation (Sent Immediately After Booking)

This message reassures the client that their appointment is booked and locked in. It’s essentially a digital receipt—clear, instant, and professional.

Why it’s important:
✅ Reduces no-shows – Clients have written proof of their booking, making them less likely to forget or double-book.
✅ Builds trust – A prompt confirmation reassures clients that their appointment is secured.
✅ Sets expectations – It allows you to include key details like the date, time, service, and any deposit policies.

Best delivery method:
📧 Email – Great for detailed information, policies, and including an "Add to Calendar" link.
📲 Text (SMS) – Useful for immediate visibility, as texts are read faster than emails.

Example:
Hi [Client’s Name], your appointment at [Salon Name] is confirmed for [Date & Time] with [Stylist’s Name]. We look forward to seeing you! If you need to make changes, please call us at [Salon Phone]. Click here to add to your calendar: [iCal/Google Calendar link].

2. Appointment Reminder (Sent 24-48 Hours Before the Appointment)

This is a friendly nudge to ensure the client remembers their appointment and shows up on time.

Why it’s important:
✅ Reduces last-minute cancellations – Clients get a chance to reschedule if needed, rather than just not showing up.
✅ Prepares the client – They can plan ahead, whether that means arriving on time or following any pre-appointment instructions.
✅ Keeps your schedule full – If a client cancels, you still have time to fill the spot.

Best delivery method:
📲 Text (SMS) – Preferred for reminders due to urgency.

Read rate of 98% – Almost every text message gets opened, with 90% read within 3 minutes.
Time-sensitive – People check texts faster than emails, making it ideal for last-minute reminders.

📧 Email – A useful backup for additional details, but read rates drop to around 20-30% on average.

Example:
Hi [Client’s Name], just a quick reminder about your appointment at [Salon Name] tomorrow at [Time]. We can’t wait to see you! If you need to reschedule, please let us know ASAP at [Salon Phone]. Click here to add to your calendar: [iCal/Google Calendar link].

Why Personalisation Matters

Many salons use generic appointment messages that feel robotic. But adding a personal touch can turn a simple notification into a client experience booster.

The Benefits of Personalised Messages

✅ Strengthens Client Relationships
A message that includes the client’s name and stylist makes them feel valued. They’re not just another booking—they’re a client you genuinely care about.

✅ Encourages Engagement
Adding a personal note like “Looking forward to your balayage refresh, Sarah!” makes the message more engaging and less transactional. Clients appreciate the extra thought.

✅ Boosts Retention & Loyalty
When clients feel recognised and appreciated, they’re more likely to stay loyal. A warm, personalised reminder can make a difference in how they perceive your salon.

✅ Reduces No-Shows Even More
People are less likely to ignore a message that feels like it was written for them, rather than just an automated script.

The Power of an "Add to Calendar" Link

One of the easiest ways to prevent missed appointments is by making it effortless for clients to remember them.

By including an "Add to Calendar" link in your confirmations and reminders, you:

📅 Reduce Forgetfulness – Once added to their phone calendar, clients get automatic alerts before their appointment.
📲 Increase Show-Up Rates – Calendar reminders are harder to miss than texts or emails that can get buried.
⚡ Enhance Client Experience – Clients appreciate convenience, and this small touch makes their life easier.

✅ Best Placement: Include the iCal/Google Calendar link in both appointment confirmations and reminders.

The Bottom Line?

Small changes like:
✔ Clear appointment confirmations
✔ Timely reminders via SMS
✔ Personalised messaging
✔ An "Add to Calendar" link

…can have a big impact on reducing no-shows, improving client relationships, and ultimately making you more money—without adding more work.

And the best part? Salon App does all of this for you.

If your appointment messages aren’t helping you grow your business, it’s time to update them. Need help? We’re here to make it easy.

💡 Want to optimise your client communication? Let’s get you set up with the right tools today.

Salon Appointment Confirmations vs. Reminders—And Why Personalisation Matters