Appointment Text/WhatsApp Message Templates

Ready-to-paste SMS and WhatsApp messages for bookings, reminders, follow-ups, cancellations and price increases.

BeautyKiln Document Hub - Appointment Text/WhatsApp Message Templates - Free to use, no attribution required

Ready-to-Use Messages

Copy and customise the sections in [square brackets]. Save these as templates in your phone, WhatsApp Business quick replies or booking system.

Booking Confirmation

Hi [name], your appointment is confirmed: [treatment] on [date] at [time] with [your name]. Please arrive 5 mins early. If you need to reschedule, let me know at least [24/48] hours in advance. See you then! [Your name]

24-Hour Reminder

Hi [name], just a reminder of your appointment tomorrow: [treatment] at [time]. If you can't make it, please let me know as soon as possible. See you tomorrow! [Your name]

Patch Test Reminder

Hi [name], a reminder that your patch test appointment is on [date] at [time]. This is required before your [colour/tint/lash] appointment on [later date]. Please don't skip it - I can't go ahead with your treatment without a clear patch test. [Your name]

Post-Appointment Follow-Up (Same Day)

Hi [name], thanks for coming in today! I hope you're happy with your [treatment]. If you have any questions about aftercare, just message me. [Your name]

Rebooking Prompt (1 Week Before They Are Due)

Hi [name], it's been [X weeks] since your last [treatment] - shall I book you in for your next one? I have availability on [date] and [date]. Let me know! [Your name]

Lapsed Client Check-In (Sent at Twice Their Normal Interval)

Hi [name], it's been a while since your last visit and I just wanted to check in. If you'd like to book, here's my link: [booking URL]. No pressure - just wanted to say hello! [Your name]

Cancellation Acknowledgement

Hi [name], I've cancelled your appointment on [date]. Your deposit of [amount] has been [refunded / forfeited per our booking terms]. If you'd like to rebook, just let me know. [Your name]

Price Increase Notice

Hi [name], just a heads up that my prices are increasing from [date]. Your next appointment will be at the new rate. This is to keep up with rising costs (products, rent, insurance). I really appreciate your continued support. [Your name]

Waitlist Availability

Hi [name], a slot has opened up on [date] at [time] for [treatment]. Would you like it? Let me know by [deadline] and I'll book you in. [Your name]

Deposit Request

Hi [name], to secure your appointment on [date] at [time], I need a deposit of [amount]. You can pay by [bank transfer / PayPal / card link]. Once I receive it, I'll confirm your booking. [Your name]

Review Request

Hi [name], thanks again for your visit! If you have a moment, I'd really appreciate a review on [Google / Facebook / your platform]. It makes a huge difference to my small business. Here's the link: [review URL]. Thank you! [Your name]

How to use this template

Copy the messages you need and replace everything in [square brackets] with your own details. Save them as templates in your phone (most phones let you create text shortcuts), as WhatsApp Business quick replies, or as canned responses in your booking system. Consistent, professional communication builds trust and reduces no-shows. Send reminders at least 24 hours before appointments - this alone can cut your no-show rate significantly.