Picture this: A client just walked out of your barbershop looking fresh and happy. You might think the job is done – scissors down, transaction complete, onto the next. But what happens after they leave the chair is just as important as the cut itself. In the world of service-based businesses (especially barbershops and salons), post-appointment follow-up messages are the secret sauce to turning one-time visits into loyal regulars. These friendly nudges whether it’s a “thank you” text, an appointment reminder, or a quick check-in help keep your business on your clients’ minds and make them feel genuinely cared for.
In this blog post, we’ll dive into why follow-ups matter, share examples of effective messages, sprinkle in some eye-opening stats, and give actionable tips on crafting the perfect post-appointment notes. Grab your clippers (and maybe your phone) let’s go beyond the chair and elevate that client experience!
Staying in touch with clients after they walk out your door isn’t just a nice gesture it’s smart business. Research shows that acquiring a new customer can cost five times more than retaining an existing one. In other words, keeping your current clients happy (and coming back) is far more cost-effective than constantly hustling for new business. One of the best ways to boost retention? You guessed it: thoughtful follow-up messages.
Consider the impact of great customer service on word-of-mouth: 59% of people would recommend a brand to friends after a great customer service experience. A quick “thank you” text or a check-in can transform a good haircut into a great experience that clients rave about. On the flip side, neglecting clients post-appointment can contribute to poor experiences – and globally, companies lose an estimated $3.7 trillion due to bad customer experiences. Ouch! The takeaway is clear: a little follow-up can prevent your business from becoming part of that statistic.
Follow-ups also help reduce no-shows and keep clients on track. Automated text reminders and post-appointment follow-ups have been shown to cut down no-show rates to almost zero. By sending a friendly reminder or “we missed you” message, you’re reminding clients that their presence matters. Consistent communication builds a connection and keeps your shop on their radar that’s brand loyalty in the making.
You might wonder, why send a text? Can’t I just email or call? While any follow-up is better than none, text messages have some major advantages in today’s fast-paced, phone-addicted world. For starters, people practically live on their smartphones 85% of Americans own a smartphone (97% can receive texts), and U.S. adults check their phones an average of 114 times a day. Your message is literally traveling with them in their pocket.
Here’s a jaw-dropping stat: Marketing text messages boast a 98% open rate, and 95% of SMS messages are read within three minutes. Compare that to the average email which might get buried in an overflowing inbox (email open rates hover around 20-30% on a good day). In short, if you want your client to actually see your follow-up, a text is the way to go. It’s immediate, personal, and hard to ignore (in a good way!). Plus, 91% of consumers say they prefer SMS for fast, personal updates, which is exactly the vibe your follow-up should have.
Of course, this doesn’t mean you should spam your clients with texts. It’s all about sending the right message at the right time and we’ll get into the how-to shortly. Just remember: a friendly 160-character note can pack a big punch in client engagement. As one salon management blog put it, using modern booking apps or tools to send timely reminders and follow-ups “helps you keep in contact with clients, build a connection, and keep your clients loyal” all with minimal effort on your part.
Alright, let’s talk practical examples. What kinds of follow-up messages can you send that feel natural and not “salesy”? Here are some tried-and-true types of messages that service pros (from barbers to nail techs) use to nurture client relationships:
This is the simplest and perhaps most powerful follow-up. A thank-you message sent shortly after the appointment shows gratitude and professionalism. It tells the client “You’re not just a number to me – I appreciate you.” Keep it genuine and conversational. For example:
· “Hi [Name]! It was great seeing you today – thank you for choosing Legends Barbershop for your cut. I appreciate you and can’t wait to see you next time!”
· “Just wanted to say thanks for your visit yesterday. You’re the reason I love what I do – hope you’re loving your new look!”
Notice how warm and personal those feel. In fact, many salons personalize thank-you notes to make clients feel extra special. As one salon software blog shares, even a short message like “Great seeing you yesterday and thank you for your business. I am honored to have clients like you!” can turn a one-time visitor into a loyal regular. The key is to send it promptly (within 24 hours is ideal) while the experience is still fresh in their mind.
Why it matters: A heartfelt thank-you increases the likelihood they’ll rebook with you instead of checking out the new place down the street. It’s all about making clients feel valued, which builds loyalty. And loyal clients are gold – they come back often and bring their friends (remember that 59% referral stat!).
After a service, especially something like a drastic haircut or a new hair color, it’s a great idea to follow up in a day or two to see how the client is doing with their new look. This isn’t just customer service – it’s smart damage control if needed. A message asking for feedback can uncover any issues before they turn into bad Yelp reviews. As one salon consultant notes, asking for feedback the day after the service “can squash any negative online reviews before [clients] post them”?
Try something like:
· “Hey [Name], just checking in – how’s your hair treating you? You still loving the cut? If there’s anything you think we could do better or any questions on styling it, I’m all ears!”
· “Hi [Name]! I hope you’re enjoying your new color. How’s it settling in? Let me know if you have any concerns or if there’s anything about the experience we could improve. Your feedback means a lot.”
This kind of message shows you care about their satisfaction even after you’ve been paid. It opens a door for the client to voice concerns privately. If they reply with “Actually, the bangs feel a bit short,” you have an opportunity to invite them back to tweak it, leaving them happier than if they just stewed silently (and maybe vented online). And if they are loving it, you’ve just reinforced their great experience by showing genuine interest.
Now, “upsell” doesn’t mean being pushy or sleazy. The idea is to provide additional value based on what the client liked. Think of it as a friendly suggestion for next time or a helpful tip to enhance their look. For instance, if a client came in for a basic haircut, you might mention a related service or product that could benefit them.
For example, a stylist might send:
· “Hi [Name], thanks again for coming by! By the way, if you enjoyed your haircut today, I think you’d love our hot towel shave service next time for that extra fresh feeling. I can send more info if you’re interested!”
· “Hey [Name]! It was a pleasure doing your hair. Just a tip: using a sulfate-free shampoo will help maintain the color we did. If you need one, we’ve got a great one at the shop – let me know and I can set it aside for you.”
These messages work best when they’re personalized and relevant. One salon owner gave a perfect example in a follow-up: “Anne, I thought that if you enjoyed your manicure today, you’d love the moisture treatment add-on. Here’s a little more info about it if you’re interested.”? It comes across as caring (“I want you to have the best!”) rather than just upselling for $$$.
The benefit here is two-fold: you’re educating your client on how to maintain or enhance their look, and you’re gently encouraging them to try more of your services or products. Even if they don’t bite this time, you’ve planted a seed. And when they do try that hot towel shave or buy that shampoo, they’ll remember you recommended it, strengthening their trust in your expertise.
Happy clients are often more than willing to sing your praises – but many won’t do it unless you ask. That’s why a post-appointment follow-up is a perfect chance to request a quick review, especially if the client expressed that they love the result. Timing is everything: you want to ask while they’re still in the honeymoon phase with their new haircut or style.
A gentle, polite way to ask is:
· “Hi [Name], I’m so glad to hear you love your hair! If you have a moment, I’d really appreciate you leaving a short review of your experience. It helps me grow my small business. (You can do that here: [link].) Thank you so much!”
· “Hey [Name], it made my day to see you happy with your cut! If you enjoyed your visit, I’d love for you to leave me a review when you get a chance. Reviews help others find us, and I’d be super grateful."
Notice the approach: it’s thankful, not demanding, and it explains why the review matters to you. According to one expert, good testimonials and social proof are essential to growing your clientele but “you can’t wait for people to send them out of the blue. You have to ask for it.”?
By including a direct link to your Google listing, Yelp page, or social media, you make it easy for the client to follow through. Even one or two sentences from them can work wonders in attracting new clients. Plus, a lot of people actually like helping out their favorite local businesses – they just need a friendly nudge.
Pro tip: Only send review requests to clients who you are confident had a great experience. If someone had a so-so visit (or you had to fix an issue), focus on a feedback follow-up instead of a review request. That way, you gather feedback privately and ask for public praise from the well-served. This strategy will keep your online ratings high and your continuous improvement on track.
One hallmark of a great salon or barbershop is that it helps clients maintain their look by encouraging regular appointments. Many clients honestly appreciate a reminder that it’s time for their next visit – life gets busy, and suddenly it’s been 3 months since that “4-week” trim. A follow-up message can prompt them to schedule the next service before things get overgrown.
For example:
· “Hey [Name]! Can you believe it’s been about 4 weeks since your last cut? Just a heads-up that now’s a great time to book your next appointment to keep your style on point. Let me know if you’d like to reserve a slot, or you can book online here: [link].”
· “Hi [Name], hope you’re doing well! I was looking at my schedule and noticed your fade from last month might be due for a touch-up soon. If you’re ready, hit this link to book your next visit: [link]. We’ll get you cleaned up in no time!”
If you know a client’s usual routine (e.g., most of your regulars get a haircut every 6 weeks), you can time this reminder accordingly. One spa owner shares a great template: “Most clients go four weeks between leg waxes. If you’d like, I can book you in for your next session, or you can grab a spot here: [online booking link]”?
. It’s friendly, helpful, and increases the likelihood they’ll stick to their schedule with you (instead of wandering off to another shop because they forgot to rebook).
Rebooking reminders can be automated through many scheduling systems. If you’re using a tool like Prolyncs or BookBarber, you might be able to set up automatic emails or texts that go out to clients who haven’t been back in a while. It’s like having a virtual receptionist who whispers to clients, “Psst, time for a haircut?” – keeping your chairs full and your clients looking sharp.
Beyond the standard follow-ups, consider sending messages on special occasions to show clients you remember them. Did a client mention their wedding next month during the appointment? Send a quick congrats and offer a last-minute trim or styling. Is it a client’s birthday? A “happy birthday, enjoy 15% off your next service” text can make their day. Holiday greetings (“Happy Holidays from all of us at [Your Shop]! Thanks for being part of our family.”) add a warm, personal touch that big corporate chains often lack.
These aren’t exactly post-appointment follow-ups for a specific visit, but they keep the relationship warm in between visits. It all contributes to that feeling of community and loyalty. Clients will think, “Wow, my barber remembers me,” which sets you apart from others. Just be sure to use these sparingly and sincerely – you don’t want to overdo it or come off as insincere. When done right, though, these surprise-and-delight moments can turn clients into lifelong fans.
Knowing what to send is half the battle. The other half is knowing when and how to send it. Here are some actionable timing tips for barbers and salon owners on follow-up messaging:
· Send “Thank You” notes ASAP: Aim to send your thank-you message within 24 hours of the appointment (or even within a few hours). It’s when the positive vibes are highest. A speedy thank-you shows attentiveness and reinforces the good feelings about the service.
· Ask for feedback early: If you’re going to do a satisfaction check-in, do it the next day or two after the appointment. This window is perfect the client has had time to live with the haircut or service for a day, but the experience is still recent. As noted, this can help catch issues early?, and if all is well, it often naturally leads to a review or referral request (“I’m so glad you love it! Mind leaving a review?”).
· Space out upsell or promo messages: Don’t hit clients with an upsell the same day as their appointment (unless it’s genuinely a direct aftercare tip as part of your thank-you). Give it a little breathing room. Maybe a few days to a week later, you can send a note about a product or an upcoming promotion. You want to add value, not feel like an immediate sales pitch.
· Time rebooking reminders to service intervals: Consider the typical lifecycle of your services. For haircuts, it might be 4–6 weeks. For color, maybe 6–8 weeks. Schedule your reminder text or email to go out around the time they’d usually need a refresh. Pro tip: many booking systems let you set this up automatically take advantage of that feature so you don’t have to remember manually.
· Be mindful of time of day: Treat texts like a casual call – don’t text clients at 2 AM or during dinner hours. The safest bet is to send during normal business hours or early evening. You know your clientele; if you usually chat by text in the evenings, that’s fine, but avoid anything that could be intrusive. Many people have notifications on, and a 11 PM buzz might not be appreciated (even if it’s a friendly thank-you).
· Don’t overdo it: This is super important. While follow-ups are great, less can be more. You do not need to send every type of message to every client for every visit. Choose what makes sense. A new client might get a thank-you, a next-day “how’d you like it?”, and a review request. A long-time regular might just get a thank-you and a rebooking reminder later on. Use your judgment and respect any client preferences (if someone opts out of texts or seems unresponsive, don’t push it). Remember, 28% of consumers have stopped using a brand because of excessive SMS messages you definitely don’t want to annoy people. Quality and relevance over quantity!
You might be thinking, “This all sounds great, but where do I find the time to send all these messages? I’m a one-person show!” The good news is you don’t have to do it all manually. There are plenty of digital tools and scheduling apps designed for service providers to automate client communication, so you can set it and (almost) forget it.
For example, scheduling platforms like Prolyncs and BookBarber are built with busy barbers and stylists in mind. They allow you to manage appointments and often include features for automated reminders and follow-ups. When a client books an appointment online, you can have the system send a confirmation text immediately and a reminder 24 hours before the visit – without you lifting a finger. As we saw earlier, using an online scheduling tool means automatic reminder texts, which leads to fewer forgotten appointments and no-shows. And fewer no-shows = more money and less headache for you.
Post-appointment, these same tools can send a pre-written thank-you or feedback request. You can usually customize the message template to sound like you. For instance, Prolyncs lets service providers send automated text reminders and follow-ups as part of their client communication suite (so you maintain that personal touch, but on autopilot). BookBarber is another barber-focused solution that simplifies scheduling and can help with client follow-ups by keeping all your client info and messaging in one place. The beauty of these platforms is consistency – no client falls through the cracks because you forgot to hit “send” on a thank-you text after a long day. The system has your back.
Even if you don’t use a fancy system, you can utilize simpler tools:
Calendar reminders: Set a reminder on your phone to follow up with Client X the day after their appointment.
Text templates: Save some go-to text message templates in your notes app (or as quick-text shortcuts in your messaging app) for thank-yous, reminders, etc. A little copy-paste can save time while still allowing you to personalize a greeting or detail.
Email scheduling: If you prefer email, services like Mailchimp or even Gmail’s schedule send feature can automate emails. (Just remember the open-rate stats – if critical, go for text.)
Lastly, track what works. Pay attention to client responses. If you notice lots of people responding positively to thank-you texts but not so much to upsell messages, adjust your approach. Every clientele is unique. Some barber shop clients might love banter and emoji-filled check-ins; high-end salon clients might prefer a more polished tone. Tailor your templates to fit your brand voice casual and fun, or warm and professional, or quirky and humorous whatever your style may be. The goal is to sound like you, not a robot. (Even if a robot is doing the sending on the back end!)
Before we wrap up, here’s a handy cheat-sheet of best practices when creating your follow-up messages. Keep these pointers in mind to make sure your notes hit the mark:
· Keep it short and sweet: A follow-up isn’t a novel. A few sentences or even one thoughtful sentence can do the trick. Respect your client’s time and attention span – they’ll appreciate the brevity. (Plus, standard SMS is 160 characters; if you go over, it might split into multiple texts.)
· Use the client’s name and specifics: “Hi Alex” is way better than just “Hi there”. Mention something specific if you can: “love your new undercut” or “that pompadour suited you” or “glad we finally fixed that cowlick!”. It shows the message isn’t automated (even if it might be).
· Be genuine and positive: The tone should be casual-professional, just like your in-person vibe. Friendly language, a bit of personality, and no stiff corporate speak. If you’d normally tell a joke in person, a light-hearted text is fine too. Authenticity builds trust.
· CTA (Call to Action) when appropriate: If you want the client to do something (book again, leave a review, try a product), politely include one clear call to action. Don’t overload the message with multiple links or requests. One message = one purpose, most of the time.
· Mind the frequency: We said it before, but it bears repeating: don’t bombard people. One follow-up per appointment is usually plenty, maybe two if one is a feedback request and later a rebook reminder. After that, give them space until the next appointment or a special occasion.
· Opt-outs and preferences: Always give an easy way for clients to opt out or change how they hear from you. Something as simple as “(Let me know if you’d prefer not to get texts like this.)” at the end of an initial message shows you’re considerate. And of course, if someone says they prefer email or no messages at all, respect that.
By following these guidelines, you’ll craft messages that feel like thoughtful postcards from a friend, rather than generic spam from a faceless business.
Engaging clients with follow-up messages is about extending your hospitality beyond the shop door. It’s the difference between a one-time transaction and an ongoing relationship. When you check in with a client after a service, you’re essentially saying “I care about you looking and feeling your best, even when you’re not in my chair.” That sentiment goes a long way in an industry built on personal trust and style.
Barbershops and salons thrive on repeat business and word-of-mouth. Every thoughtful thank-you text or friendly reminder strengthens the invisible threads that keep clients coming back. It’s not just about filling your calendar (though that’s a nice result); it’s about building a community of clients who feel connected to you and your brand. They’ll stick with you through bad hair days and scheduling hiccups because they know you’ve got their back.
So, start thinking about your own follow-up routine. If you’re new to it, begin with simple thank-you messages and see how clients respond. If you’re already doing some of this, consider leveling up with a feedback request or a rebooking automation via your scheduling software. Maybe explore tools like Prolyncs or BookBarber to lighten the load of managing these communications.
Beyond the chair, there’s a world of opportunity to delight your clients. A few friendly words at the right time can lead to more appointments, glowing reviews, and clients who feel truly valued. In the end, those follow-up messages might be tiny gestures, but their impact on your client retention, brand loyalty, and overall customer satisfaction is huge. It’s like adding a finishing touch to a haircut – a little product, a final comb that extra effort makes all the difference. So go ahead and send that text: your clients (and your business’s bottom line) will thank you for it!
Cheers to great cuts, happy clients, and messages that keep them coming back for more.
Fitness
Beauty
Health & Wellness
Events & Entertainment
Coach & Consultants
