Salon Booking Enquiry Reply Templates (Hair, Nails & Beauty)

Salons get a steady stream of messages: "How much for balayage?", "Any space Saturday?", "Can I bring my daughter?". Answering each one from scratch between clients is tiring. These templates cover the most common salon enquiries. Copy them into WhatsApp Business quick replies, Instagram saved replies, or your email tool, then adjust the wording to sound like you. Replace [brackets] with your own details, and only state prices and policies you actually use.

First reply to a new enquiry

Hi [Name], thanks for getting in touch with [Salon]! 😊 What service are you interested in, and which days suit you best? If it's colour, a photo of your current hair and your inspiration photo helps us give an accurate price.

Price enquiries

Fixed-price service:

Our [gel manicure] is [$X] and takes about [45 minutes]. Would you like me to check availability for you?

Price depends on hair length or condition:

[Balayage] starts from [$X] for shorter hair. The final price depends on length, thickness and your current colour. If you send a photo, we can give you a closer estimate, or book a free consultation to confirm.

Availability

Slot available:

Good news, we have [Saturday at 11am] or [2:30pm] with [Stylist]. Which would you prefer? I'll hold it for you once you confirm.

Fully booked:

Sorry, we're fully booked that day. The closest options are [Friday 4pm] or [Monday 10am]. Or I can add you to our cancellation list and message you if something opens up — would you like that?

Deposits

To secure longer appointments, we take a [$X] deposit, which comes off your final bill. You can pay by [method]. Deposits are refundable if you cancel at least [48 hours] before your appointment.

Patch and strand tests

As you're new to colour with us, we'll need a quick patch test at least [48 hours] before your appointment. It takes about 5 minutes — you can pop in any time during opening hours. This is for your safety.

Booking confirmation

You're booked! ✨ [Service] with [Stylist] on [day, date] at [time]. Address: [address]. Please arrive 5 minutes early. Need to change anything? Just reply here.

Reminder (day before)

Hi [Name], a reminder of your [service] tomorrow at [time]. Reply YES to confirm, or let us know if you need to reschedule.

Running late

Thanks for letting us know! We'll do our best to fit you in. If you're more than [15 minutes] late, we may need to shorten the service or reschedule so other clients aren't affected.

Cancellations and no-shows

Customer cancels with notice:

No problem, thanks for letting us know. Would you like to rebook now? We have [option] or [option].

Late cancellation (state your real policy):

Thanks for letting us know. As it's within [24 hours], our policy is [a $X fee / deposit is kept]. We'd love to rebook you — what days work?

Common questions

Children:

[We offer kids' cuts for $X / For safety, we ask that young children are supervised by another adult while you're in the chair.]

Parking and location:

We're at [address], [landmark]. Parking is [details].

Products:

We use [brands]. Ask your stylist for recommendations for your hair at your appointment.

After the appointment

Thanks for coming in today, [Name]! We hope you love your [service]. For best results, [aftercare tip]. If you have a moment, a review helps our small salon a lot: [link]. Want to book your next visit in [6 weeks]?

Handling a complaint

I'm really sorry you're not happy with your [service], and thanks for telling us. Could you send a photo? We'd like to make it right — we can offer [a free adjustment within X days].

Complaints are best handled personally rather than by any automated system. Reply promptly and calmly, and move to a phone call if it's getting complicated.

Tips

• Always offer two specific times. It's easier to pick than "when suits?"
• Ask for photos for colour. It avoids surprises on price and time.
• Put policies in writing before the appointment, not after a problem.
• Use labels in WhatsApp Business (New, Booked, Deposit paid) to keep track.