Beauty
New Client Welcome Message for Salons: What to Send Before the First Visit
By MAXORI Studio · Updated 18 October 2026 · 6 min read
New clients ask the same questions every time: how long, how much, where to park, what happens if I am late. A short sequence of messages answers them before they ask and sets the rules kindly. This guide lists the messages worth sending between the first enquiry and the first visit, with a sample wording you can adapt.
The messages that matter before the first visit
You do not need many. These cover most of the questions.
- Reply to the first enquiry: thanks, the service in question, price and duration range, a booking link.
- Booking confirmation: service, date, time, address and the policy in one line.
- Deposit request, if you take one, and a note when it has arrived.
- What to expect and what to bring: how long, how to prepare, photos or product names if useful.
- Arrival details: address, parking or entrance, who will meet them.
- Reminder a day or two before, with a way to reschedule.
A short sample to adapt
Hi {name}, thank you for booking {service} on {date} at {time} at {address}. It takes about {duration}. If anything changes, please let us know as early as you can so we can offer the slot to someone else. We look forward to meeting you!
Keep each message to what the client needs at that moment. Fill the placeholders from one master sheet so details never differ between messages.
Write the booking policy before you need it
Deposits, late arrival, rescheduling and cancellation are awkward to explain in the moment. Decide your rules once, write them in plain and friendly words, and send the short version with the confirmation and keep the full version on a printed sheet at the desk.
Rules on deposits, cancellation fees, consumer rights and data protection differ by country, so check what applies to you. This guide is general communication advice, not legal advice.
A simple routine
Make the sequence the same for every new client.
- Write your details (salon name, address, contact, booking link, policy) once on a fill-in sheet.
- Copy the right message for the moment and replace each placeholder.
- Check date, time and amount before sending.
- Hand a printed welcome card or policy sheet at the first visit.
- Note any question that came up and add it to your messages.
Tone and what to avoid
Be warm and concrete, in your own voice. Do not promise results or give health advice in a booking message, and never send a message without checking that the client has agreed to be contacted in the way you plan.
Questions
What should a new client welcome message include?
The service, date, time, address, duration, how to reach you and your booking policy in one or two lines. Add what to bring or how to prepare if it matters for the service.
When should I send it?
Right after booking, then a reminder a day or two before the visit. Send deposit or policy wording together with the confirmation, not later.
How do I word a deposit request kindly?
Say what it is for, the amount, how and by when to pay, and what happens if plans change. Keep it short, neutral and in line with your local rules.
Do I need a legal check for my cancellation policy?
Rules differ by country, so check what applies to you. Templates are a starting point and are not legal advice.
Ready-made tools for this
The New Client Welcome & Booking Policy Message Kit has 25 messages for before and at the first visit and 3 printable sheets, in English, Italian, Spanish, French and German, as printable PDF (A4 and US Letter) and TXT to copy and paste. They are general templates, not legal advice, and messages for after the visit are not included.
