textcuts

New client welcome texts: 13 messages for a first visit

A new client has just booked. They do not know where to park, what to bring, how long it takes, or whether you will charge them if plans change. The first messages you send answer all of that before they have to ask. These 13 welcome texts cover the address and parking, what happens in the visit, the intake form, a patch test notice for lash or color, your cancellation policy, and a clinic version that keeps health details out of the chat. Copy any message, or add all 13 to your keyboard and send them from iMessage, WhatsApp, Instagram or any other app in one tap.

Add these 13 templates to your keyboard Add the 6 essentials

Works in WhatsApp, iMessage, Instagram, Messenger and every other app.

Words in {{double braces}} are blanks. In the textcuts keyboard you fill them with one tap, and the names you used recently come back.

Right after booking

Welcome after booking

Essential
Welcome, {{name}}, and thank you for choosing us. You're all set for your first visit. Message me here any time before then if you have a question.

When to send: Right after a new client books.

Why it works: It makes the first contact personal and invites questions before they become doubts.

Where to find us

EssentialPro
{{name}}, here's where to find us: {{address}}. Look for the door with the green sign, and ring the bell if it's closed. We'll be expecting you.

When to send: In the confirmation, or the day before. Edit the door detail to match your place.

Why it works: A visual detail, like the sign, helps more than the address alone.

Parking tip

Parking tip, {{name}}: the lot behind the building is free for clients, and the side street usually has space too. Give yourself five extra minutes on your first visit.

When to send: With the address, where parking is awkward. Edit it to match your street.

Why it works: It solves the most common reason a new client arrives late and stressed.

Before the first visit

What to expect

Here's what to expect, {{name}}: we start with a short chat about what you want, then the service, then a final look together. Plan for about 90 minutes in all.

When to send: The day before the first visit.

Why it works: Knowing the order of the visit lowers first appointment nerves.

New client form

EssentialPro
{{name}}, please fill in the short new client form before you arrive: {{link}}. It takes about three minutes and saves us time on the day.

When to send: After booking, or a day or two before.

Why it works: A time estimate makes people more likely to actually do it.

Arrive a little early

Essential
Thanks for booking, {{name}}. Please arrive five minutes early on your first visit so we can settle you in without rushing.

When to send: In the reminder before the first visit.

Why it works: It is a kind request with a clear reason, not an order.

What to bring

Quick tip, {{name}}: come with clean, dry hair and no product, and bring a photo of the look you like. That helps me a lot.

When to send: Before a first hair visit at a salon.

Why it works: It asks for something small that makes the result better for both of you.

Patch test notice

Pro
Good morning {{name}}. Before a first color or lash service we do a small patch test at least 48 hours ahead, to see how your skin reacts to the product. Could you stop by on {{day}}? It takes two minutes.

When to send: When a service needs a patch test before the first visit.

Why it works: It frames the test as part of caring for them, with a specific day to act on.

Allergies and sensitive skin

{{name}}, if you have allergies or sensitive skin, please tell me before your visit, and mention any advice your doctor has given about products. I'd rather adjust the plan than guess on the day.

When to send: Before any first service with products on skin.

Why it works: It invites the information you need without asking for a medical history by text.

Policies and clinics

Cancellation policy

Essential
{{name}}, one thing I tell every new client: please give 24 hours notice if you need to move your appointment. A late cancellation fee can apply, as shown on the booking page. Thank you for understanding.

When to send: In the welcome or confirmation, before the first visit.

Why it works: Saying it early, and to everyone, makes it a house rule and not a personal complaint.

Clinic first visit

Essential
Hello {{name}}, welcome. Your first visit is booked. Please bring a photo ID and your insurance card if you have one, and plan to arrive 15 minutes early to complete forms. There is no need to text us any health details.

When to send: For a clinic or dental office, after booking.

Why it works: It says what to bring and keeps health information out of the chat.

The day and after

Morning of the first visit

Good morning {{name}}, I'm looking forward to meeting you today. We're at the green door, and I'll be ready at your time. Message me if you can't find it.

When to send: The morning of the first visit.

Why it works: It gives a warm, practical last note, and lowers the chance of a no show.

After the first visit

Thank you for coming in, {{name}}. It was great to meet you. If anything about the visit wasn't what you hoped, tell me directly, I'd like to know.

When to send: The evening after the first visit.

Why it works: It gives an unhappy client a direct way to tell you, so you can make it right.

When to send each message

WhenMessageNote
Right after bookingWelcome after bookingAlways.
In the confirmationWhere to find usAdd the parking tip if it is needed.
After booking, or a day or two beforeNew client formSend the link once.
48 hours or more beforePatch test noticeOnly for services that need it.
The day beforeWhat to expectWith the arrive early note.
The morning of the visitMorning of the first visitShort and warm.
The evening afterAfter the first visitOnce.

Do not say

  • Asking a new client to text you their health history, medications or conditions.

    Instead: Use your intake form and keep the text to logistics.

    Source

  • Naming the procedure in a clinic welcome ("your whitening consult").

    Instead: Say "your first visit".

    Source

  • Promising a result in a med spa or aesthetic clinic welcome ("guaranteed results", "look ten years younger").

    Instead: Say what the visit will look like, not how it will turn out.

    Source

  • Springing a cancellation fee on them after the first visit.

    Instead: Mention the policy in the welcome or the confirmation.

  • Skipping the patch test notice to save time.

    Instead: Send it early enough that they can come in before the appointment.

  • Adding promotions to the welcome text.

    Instead: Keep it service only. Send offers separately, to people who agreed to get them.

  • A wall of text with every rule at once.

    Instead: Spread the information across two or three short messages.

Add these 13 templates to your keyboard Add the 6 essentials

Works in WhatsApp, iMessage, Instagram, Messenger and every other app.

Frequently asked questions

What should a new client welcome text include?

Your name or the business name, the date and time, where to find you and park, whether to arrive early, and your cancellation policy. Add the intake form link and what to bring. Keep each message short and send the details in two or three, not one.

Is it fine to send a patch test notice by text?

Yes, as a plain scheduling message: why it happens, how long it takes and when to come. Follow your product maker's instructions for the test itself, and leave medical advice out of the text.

Can a clinic text a new patient?

A clinic can send routine messages about the visit. Keep them to the practice name, date, time and logistics, and leave the procedure and health details out. The HHS guidance on appointment reminders is a good starting point, and your own compliance advisor knows your obligations. If a patient asks you to reach them another way, such as a call instead of a text, do that.

Can I send these in WhatsApp, iMessage and Instagram?

Yes. textcuts is a keyboard, so the messages work in every app where you type.

Do these templates work on the free plan?

Yes. 10 of the 13 use a single blank, which fills in on the free plan. The address, intake form and patch test messages use two blanks and need Pro to fill both from the keyboard. Free holds 8 textcuts and 1 folder, and imports are never blocked.

Related