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[Download] 5 Email Templates You Should Be Sending Your Clients

5 email templates

If you aren’t using emails to communicate with your clients, you should be.  They are a very effective tool for communicating to clients.  Here are a few more reasons why you should be using them:

  • Emails help limit the number of no shows.  
  • They are quick.
  • Have high deliverability and open rates.
  • You can be as direct or indirect as you want to be.
  • Clients feel they are less intrusive than a call, a text, a poke.
  • Clients also have control over who can contact them.

Simply put, email can be a very valuable tool – especially if you know how to use it.

Here are the emails you should be using.

The Standard 5

  1. Appointment Confirmation: Sent the day they make an appointment.  To give peace of mind that their appointment is acknowledged and made.
  2. Appointment Reminder:  Sent a day or two before the appointment to reconfirm their time and date as well as give options to cancel their appointment.
  3. Cancel Appointment:  If you or they cancel the appointment, this email should be sent immediately after to acknowledge the cancelled appointment but also to reschedule the appointment.  Possible suggesting available dates.
  4. Request A Review:  This should be sent anywhere from 1-5 days after the appointment while the service is still fresh in their mind.  It should only be sent to people who haven’t reviewed your service.
  5. Save the Dates:  Their email can be sent quarterly, giving clients a heads up of special dates you may have scheduled like vacation, training, etc.

Two More

Here are two other emails that are worth adding to this list.

  1. Sick Policy: Send this out at the beginning of a new season when people are likely to get sick.  Think winter & beginning of the school year.
  2. Weather Policy:  Let your customers know what are the parameters for canceling during bad weather.

What’s the best way to deliver email?

You don’t need fancy software or to spend money to create them. You can do something as quick and budget friendly as setting them up in your Gmail account. Here’s a blog post you should check out if you’re interested in this method, click here.  

However, the most common method is using an appointment scheduler like Fullslate, Square, Genbook.  These usually have a monthly fee.  They also come preloaded with generic email templates.  I would encourage you to customize the emails with information that is specific to your practice.

Customized email template

Subject: Massage Appointment Confirmation

Hi Sally,

Your appointment with Hayes Bodywork on 1/1/18 at 12pm is now booked.

You can visit {appointment link} to view or modify your appointment.

Thank you,

Felicia Hayes, LMT

Phone: 000-000-0000

Text: 000-000-0000 (Please ONLY text quick messages.  I will ONLY respond during regular business hours.)


4256 Your Street

Your City, Your State, Your Zip


1.  Coming from  

2.  Coming from

3.  Coming from

Sick Policy:  You will not be charged for missed appointments due to being sick REGARDLESS of when you cancel your appointment.

Crazy Weather:  You will not be charged for missed appointments due to weather conditions REGARDLESS of when you cancel your appointment.

Keep in mind that your clients usually have limited time.  These emails should not infringe on their time. 

My clients often compliment me on having all the details in my email.  It makes everyone’s life easier.

These key elements should be in your emails.  

  • Contact information.
  • Address.
  • Directions.
  • Any policies you enforce.
Make your emails stand out too

Also, highlight important information that you want your clients to know either by changing the text color, bolding the lettering, highlighting the text, or making certain words larger/smaller and italicizing.  These are all fantastic ways to draw your clients eyes to parts of the email you want them to notice.

If you want people to think you are not a robot, add a bit of personality to your emails.  It doesn’t have to be riddled with sarcasm but add some of you to the content.  You will see this in my emails which you can download here.

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Start creating email templates now

Train yourself to get in the habit of sending emails to your clients regularly. Make the emails purposeful and appropriate. Nothing is more irritating than receiving an email without any purpose. Clients might mark your emails as spam and rethink whether or not they should come back to you. So be smart about your email.  Ask yourself, “Would I like to know this information?”.

Another word of advice would be to start a list of regular questions you receive from your clients. Take a mental note as to how often you hear the same questions. This will determine if an email template would be appropriate to responding to these questions. For example, I also have email templates about price increases, the best ways to contact me, how to have insurance pay for massages and so forth. Now I may not send these emails out regularly, but I do when they are appropriate.

Creating and using an email template can save you a lot of time, especially if you find yourself sending out the same replies to clients. With an email template you can save the information that you’re frequently asked so you don’t waste time retyping or even copying and pasting it every time. Instead, the appropriate template can be selected and any new information can then be added to it if necessary before emailing it to clients.

Download the editable version of my email templates here.  Plus get 2 bonus email templates too.   

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