Client Communication Scripts

Hi [client name], this is [your name] from [business name]. I had you scheduled for a session today at [time]. It's [time] now. I will go ahead and cancel today's appointment. Let me know if you'd like to reschedule.

Hi [client name], this is [your name] from [business name]. I had you scheduled for a session today at [time]. It's [time] now. Just checking to see if you are on the way or if we need to reschedule for another time.

Hi [client name], things happen. I normally charge for no-show appointments but I know life gets in the way sometimes. It was your first missed appointment so I've waived the fee this time. In the future though, if something comes up or we need to reschedule, just send us a message a couple days before your session and we can take care of it.

Hi [client name], this is [your name] from [business name]. I see you missed your appointment today / cancelled with less than [cancellation window] notice, so per our cancellation policy a [fee amount or %] fee has been applied to your account. Let me know if you'd like to reschedule, and feel free to reach out if you have any questions.

Hi [client name], just saw your cancellation and wanted to let you know that I have availability for [date] at [time] if you'd like to book that time, let me know. Otherwise, our next session is scheduled for [date] at [time].

Hi [client name], I just saw your cancellation. If you'd like to reschedule let me know, I have openings for [date]. If you prefer a refund for the deposit I'd be happy to do that too. Hope all is well!

Hi [client name], it's [your name] from [business name]. I'm so sorry but I'm not feeling well and need to reschedule our session today. I will be taking [discount %] off for the inconvenience. I have availability for [date] at [time]. Let me know if any of those times work for you and I'll update the appointment. Thank you for your understanding.

Hi [client name], just a quick note — I want to make sure I can give you my full attention and the best session possible, so I do need to keep us on schedule for the booked time. If you'd like more time in the future, just let me know when booking and I'm happy to schedule a longer session!

Hi [client name], this is [your name] from [business name]. I have a scheduling conflict and need to reschedule our appointment on [date]. I have availability for [date] at [time]. Let me know if this works for you and I'll update the appointment. Thank you!

Hi [client name], I will list my next availability below. Let me know if any of those times work for you. [dates/times] If none of these times are good, here is the link to my online booking site. It should show what I have available for the rest of the month. If you have any questions, let me know! [booking link]

Hi [client name]! Unfortunately, I'm totally booked for today, but if you want to book an urgent session I can see you after hours. [booking link] But if that doesn't work for you, I would be happy to get you scheduled for a later time. My next availability is for [date].

Hi [client name]! Unfortunately, I'm totally booked for today and don't have any after-hours availability. I'd love to get you in soon though — my next opening is [date] at [time]. Let me know if that works for you!

[business name]: Appointment Slots Available 🙌 When: [date range] You can book your next session in advance here: [checkout link]. If you have questions or need help booking, let us know! If you haven't already, you can join our cancellation list to be notified of any last minute openings in the future. Just text "[keyword]" and your first name to [business number].

Hi [client name], thanks for joining our cancellation list! You'll be notified ASAP if we get a last-minute opening sooner than what is available on our online schedule.

[business name]: Last-Minute Openings 🙌 When: [date] at [times] What: [session length] Session First come, first served! To schedule this appointment, text "[keyword]" to [business number] If you would like to be removed from this list, text "[remove keyword]" to [business number]

Hi [client name], thanks for joining the waitlist! You'll be notified ASAP if we get an opening sooner than what is available on our online schedule.

[business name] Waitlist [month] is filling up fast, book your session while we still have openings! 🙌 When: [date range] What: [session type/length] Ready to schedule an appointment? Text "[keyword]" to [business number]. To be removed from this list, text "[remove keyword]".

Hi [client name], this is [your name] from [business name]. You have an upcoming session and I am looking forward to working with you! Make sure to confirm the appointment and fill out the forms ahead of time. Here is the address to my office: [address] Written directions: [if applicable] Please make sure to wear comfortable clothes (like athleisure attire) that will allow you to move freely. [or your preferred attire note] Text me when you have arrived and I will meet you in the waiting room. If you have any questions or concerns, text or call me at [business number]. Thank you, see you [day]!

Hi [client name], this is [your name] from [business name]. Just wanted to check in and see how everything is feeling after our previous session. Hope all is well!

Hi [client name], this is [your name] from [business name]. This is a reminder to confirm your appointment. Please make sure to fill out any attached electronic forms (if applicable) before your next appointment. If you have any questions, please text [business number]. Thank you!

Hi, this is [your name] from [business name]! I'm hosting a small in-person [workshop name] (on [date] at [time]) where I'll teach [brief description of what's covered]. Spots are limited to [number]. Includes [what's included]. Save your spot here: [link]

Hi [client name], after working together I think what you're experiencing might be outside what I can best help with, and I want to make sure you get the right support. I'd recommend reaching out to [provider name/type], who specializes in [area]. Happy to answer any questions in the meantime!

Hi [client name], thanks for asking! I don't currently offer [requested service/modality], I specialize in [your specialty/focus]. If you're looking for that specifically, I'm happy to point you toward someone who does. Otherwise, I'd love to have you in for [your service] if that interests you!

Hi [client name], this is [your name] at [business name]. Just a reminder that your session with [therapist name or skip if yourself] this [date] will be at our new location [new location]: [new address] You're welcome to sit in the waiting room when you arrive. Thanks and take care!

Hi [client name], this is [your name] from [business name]. You have an unpaid package on your account and your card has declined. To finish the purchase all you have to do is follow the prompts: open the message, tap the pay button, and add your new card. [or your software's instructions] If you need any assistance, let us know.

Hi [client name], this is [your name] from [business name]. You have an unpaid session on your account and your card has declined. To finish the purchase all you have to do is follow the prompts: open the message, tap the pay button, and add your new card. [or your software's instructions] If you need any assistance, let us know.

[business name] Hi [client name], this is a reminder to confirm your session on [day], [date] at [time]. Click the link in your confirmation message to secure your spot. If you need the link resent, text "RESEND" to [business number]. Thank you.

Hi [client name], it's [your name] from [business name]. It looks like there's an overdue invoice for the appointment that was scheduled on [date]. I can resend it in a few minutes. Let me know if you have any questions or need any help. Thank you!

Hi [client first name], can you believe it's been 2 years already? We're so glad you chose [business name] for your therapeutic massage & bodywork needs! Please take a few minutes to fill out a new Health Intake form to help us continue to provide the best care possible. Health Intake Form: [link] If you have any questions or run into any problems, text or call [business number]. Thank you!

Hi [client first name], thanks for choosing [business name] for your therapeutic massage and bodywork needs! If you don't mind, we would love for you to leave us a review so that we can continue to provide the best experience for our clients. [review link]

Hi [client first name], this is [your name] from [business name]. I wanted to give you a heads up that starting [date], my rates will be adjusting to [new price] for [session length/type]. This helps me keep offering the quality of care you've come to expect, while also taking care of my own body and longevity in this work. Sessions booked before [date] will stay at the current rate. Thank you so much for your continued support, it means a lot!

[business name] Update: Hi [client first name], this is a reminder that today is the last day to purchase packages at our current rates. We will be changing our prices [date]! You can purchase packages and schedule here: [checkout link]. Click the link below to view our new price list: [link]

Hi, you have reached [business name]. [Sorry I missed your call. / We are currently out of the office and will return on [return date].] Our business hours are [days] [hours]. If you're interested in scheduling an appointment, please tap the link below: [booking link] If you're interested in purchasing a gift certificate, please use this link: [gift certificate link] If you have any questions, leave us a text or voicemail at [business number] and we'll get back to you [during business hours / once we return]. Thank you!

[business name] Update: Hi [client first name], the office will be closed [closed dates] for the holiday season. You can book your next session in advance here: [checkout link]. If you haven't already, you can join our cancellation list to be notified of any last minute openings. Just text "[keyword]" and your first name to [business number]. We hope you & your family enjoy the holiday and have a happy new year!

[business name] Our office will be closed until [date]. [your name] will be out of the office for a while to [brief, optional reason]. [team member/contact name] will be in contact to reschedule any appointments scheduled for this week. [massage membership] members: your [month] payment will be applied to [month], and you will not be charged again next month. If you missed your session for [month] and did not book for [month], you'll be given a refund for the missed appointment. Thank you so much for your continued understanding and support. If you have any questions, text us at [business number].

Hi [client name], this is [your name] from [business name]. I wanted to let you know that I'm adjusting my schedule for the next [timeframe] to take care of my own health [whatever your reason is], so I'll have fewer openings than usual. I'll do my best to get you in when I can, and I appreciate your patience and understanding. Thank you for trusting me with your care!

Thank you for choosing [business name] for your therapeutic massage & bodywork needs. Please take a minute to fill out this client survey so we can continue to serve you the best way possible! Click here: [survey link]

Hi [client name], thank you for taking the time to fill out our survey. As a thank you, we have applied a [discount %] discount to your account.

Happy Holidays, [client first name]! We hope you & your family are having a great time. Please enjoy this little gift from [business name] 🎁 [gift link]

Hi [client name], thank you so much for your thoughtful gift! It means a lot. I hope you and your family are having a great holiday and a happy new year.

Hi [client first name], in case you missed it, we have recently changed our name from [old business name] to [new business name]! 🎉 To make this transition easier we are sending out important links you might want to save. New website: [link] Booking site: [link] You can also download our booking app [app name]: [link] If you have any questions, let us know! Feel free to text us at [business number].

Hi [client name], this is [your name] from [business name]. How did you find out about us? I'm a [your credential/title] and primarily offer [specialty or modality focus]. Is that something you'd be interested in? If so, my next opening is for [date] at [time]. All of my treatments are [brief description of your style/what to expect]. All new clients must book an Initial Session first, which is [price] and includes [what's included]. You can read more about my prices and work here: [link to prices/services]. If you have any questions, let me know. Thank you!

Hi, this is [your name] from [business name]. Thanks for choosing us for your massage and bodywork needs! You can schedule through the app or online, by tapping the link below: [checkout link] If you need any assistance with scheduling or have any questions, call or text us at [business number].

Hi, this is [your name] from [business name]. Thanks for registering for my scheduling app! As a welcome gift, please enjoy this [discount %] discount off your first therapeutic bodywork session when you schedule through the app. Tap the link below and select Initial Session: [checkout link] If you have any questions or problems scheduling, I am happy to help. Call or text me at [business number].

Hi, this is [your name] from [business name]. Booking your first session at a new place can be daunting sometimes. So we want to gift you a [discount %] discount off your first therapeutic bodywork session to help make things easier! Not sure if [business name] is the right fit for you? Check out my Instagram (listed below) to get a better view of the work that we do. [social media link] Ready to schedule? Tap the link below and select Initial Session: [checkout link] If you have any questions or problems scheduling, I am happy to help. Call or text me at [business number].

Hi [client first name], this is [your name] from [business name]. Thanks for choosing us for your massage and bodywork needs, welcome! You can schedule, track your sessions, and message us through our app. Download here: [app link] If you prefer not to, no worries at all! You can still text us here and make direct bookings through this link: [checkout link]. Check out our Instagram [@handle] for lots of FREE self-care tips and more! If you need any help with scheduling or have any questions, text me at [business number]. If you prefer a phone call, leave me a voicemail and I will get back to you during business hours. Thank you!

Hi [client name], this is [your name] from [business name]. Welcome to the [membership name] membership! I wanted to share my online booking link so you can easily schedule your monthly massage and bodywork sessions. Tap here: [booking link]

[business name] Welcome to the [membership name] Membership. Your membership is officially active! You can book your monthly session anytime using the member link. Link: [booking link] A detailed welcome email is on its way with everything included in your membership. Looking forward to working with you and supporting your long-term wellness.

Hi [client first name], this is [your name] from [business name]. It has been a while and I wanted to check in. When life gets busy, self care is often one of the first things to go. Here is a gift you can use when booking your next [session length] therapeutic bodywork session. Tap the link below: [checkout link]. Questions? Text or call me at [business number].

Hi [client first name], this is [your name] from [business name]. It has been a while and I wanted to check in. When life gets busy, self care is often one of the first things to go. As a welcome back gift, here is a [discount %] discount you can use when scheduling your next [session length] therapeutic bodywork session. Tap the link below: [checkout link]. If you have any questions, call or text me at [business number].