New Client Welcome Email Template for Salons (Copy and Paste)
A good new client welcome email thanks them for booking, confirms the service, day, and time, and covers the practical first-visit details: where to go, how to prep, and when to arrive. Point to your policy once and invite questions. The templates below cover a general salon, a service that needs prep, a hard-to-find studio, and a thank-you after the first visit.
A first-time client worries about small things. Where do I park? Clean hair or not? Which door? Answer those before they ask.
When should you send a new client welcome email?
Send it the day they book, or two to three days before the visit. Same day works when the appointment is close. A few days out works when they booked weeks ahead.
Your welcome goes alongside the booking confirmation, not instead of it. The confirmation carries the facts. The welcome carries the human part: who you are, what to expect, and what to do before they arrive.
One welcome per new client is plenty. A second “can’t wait to see you!” note the next day reads like a form letter.
What should a new client welcome email say?
A new client should read it in under a minute and know exactly what to do.
- A real thank-you. One sentence, in your own voice.
- The booking. Service, day, and time, so they can spot a mistake.
- Where to go. Address, entrance, parking, and anything odd about finding you.
- How to prep. Only what applies: clean hair, no brow makeup, a patch test.
- The policy, once. One line and a link to your salon cancellation policy.
- An open door. “Just reply with any questions” beats a phone tree.
Prep and directions are the whole point. If the email would read the same at every salon, it is not doing its job.
What should a new client welcome email look like?
Swap the brackets. Cut any line that does not apply.
General salon welcome
Use this for most first bookings: a cut, a blowout, a manicure.
Subject: Welcome to [Studio name], [Name]!
Hi [Name],
Thanks for booking with us. You’re set for [service] on [day] at [time], and we’re excited to meet you.
We’re at [address]. Plan to arrive about 5 minutes early so we can get you settled.
Our cancellation policy is here: [policy link]. Need to move your visit? The link in your confirmation email does it in a few taps.
Any questions? Just reply. This comes straight to me.
See you soon, [Your name], [Studio name]
Service that needs prep
Use this for color, lash, brow, wax, or anything with a patch test or homework first.
Subject: Getting ready for your [service] on [day]
Hi [Name],
Welcome to [Studio name]! You’re booked for [service] on [day] at [time].
A few things help this go well:
- [Prep step, e.g. come with dry hair, unwashed since the day before]
- [Prep step, e.g. skip retinol on the area for a few days]
- [Patch test, e.g. we’ll do a quick one on [day] at [time]]
Plan for about [length] in the chair. If anything has changed with your skin or health, reply and tell me before you come in.
Our cancellation policy is here: [policy link].
Looking forward to it, [Your name], [Studio name]
Home studio or hard-to-find suite
Use this when Maps gets clients close but not to your door.
Subject: How to find us on [day]
Hi [Name],
Thanks for booking [service] on [day] at [time]. A quick heads up so you don’t end up circling the block.
Address: [address] Parking: [e.g. free spots behind the building] Getting in: [e.g. Suite 204, second floor, or use the side gate and ring the bell]
Running late or can’t find us? Reply here or call [phone].
Our cancellation policy is here: [policy link].
See you soon, [Your name], [Studio name]
Thank-you after the first visit
Send this the day after their first appointment. It turns a first visit into a second one.
Subject: Thanks for coming in, [Name]
Hi [Name],
Thank you for trusting us with your [service] yesterday. It was great to meet you.
[One personal line, e.g. Let me know how the color settles after the first wash.]
Most clients come back in about [number] weeks. Grab a time that suits you here: [booking link]
Talk soon, [Your name], [Studio name]
Want the confirmation, reminders, and booking link handled for you, so your welcome email can just be warm? Rezzy does the logistics on every plan. Try Rezzy with a 30-day money-back guarantee.
What should you leave out of a welcome email?
Leave out anything that turns the first email into a sales pitch. A new client should feel looked after, not marketed to.
- A wall of policy. One line and a link, not five paragraphs of fees.
- A discount. They already booked at full price. A coupon now teaches them to wait for the next one.
- Upsells and your whole menu. Save add-ons for the chair, once you know what they need.
- A deposit chase. Send that as its own message. Our deposit request message templates cover it.
New client welcome email do’s and don’ts
| Do | Don’t |
|---|---|
| Restate the service, day, and time | Make them dig up the confirmation |
| Give real directions: door, suite, parking | Paste the address and hope Maps works |
| List only the prep this service needs | Send one generic checklist for every service |
| Link the cancellation policy once | Open with fees before you say hello |
| Invite replies to your real inbox | Send from a no-reply address |
| Send one welcome, then the thank-you | Add a promo email in the first week |
Short, specific, and signed by a person. That is the whole formula.
How does Rezzy help with new clients?
Rezzy sends the confirmation automatically. On Unlimited you can turn on a two-email welcome series. On any plan you can send a one-off email from the client’s page.
- The confirmation goes out on every plan the moment they book: service, day, time, length, your address with a map link, a private link to reschedule or cancel, and a calendar invite. Reminders follow before the visit. See what clients can do on their own.
- The welcome series is Unlimited only: two emails, on day 1 and day 7, off until you turn it on. See put your emails on autopilot.
- A one-off email starts on the client’s page: open them in Clients, choose Actions, then Send email. It goes out under your studio’s name, replies come to the owner’s inbox, and it lands on the client’s timeline. Team members can send it too. See email a client.
- Consent decides who gets them. The welcome series and one-off emails only reach clients who opted in to marketing email, and a brand-new client may not have yet. For anyone who hasn’t, send the welcome from your own inbox. See how marketing consent works.
- Client notes keep what you learn at the first visit: formula, sensitivities, how they take their coffee. See add a client and keep notes.
- Prep notes on your booking page. Each service has a Description that shows under its name when clients book, so a short prep line reaches them early. See set up your booking page.
- Saving these four emails as reusable templates, along with campaigns and autopilot, is on Unlimited. See save and reuse email templates and plans on the homepage.
Deposits and card-on-file fees are on every plan too, so if you take one at booking, the policy line in your welcome email points to something the client already agreed to.
Run your front desk on Rezzy
Online booking, a client book that builds itself, automatic reminders, and rebooking that runs on its own.