Rebook a client who left without booking

The prompt

Paste it into ChatGPT, Claude or Gemini and fill in each part in [BRACKETS]. Salon owners, stylists and whoever runs the front desk.

Copy prompt

I run a salon. Some clients leave without booking their next appointment, and most of them meant to do it later. I want a short, personal text that reaches them around the time their hair is due, not a sales message.

What I have:
- The client's first name, their last service, the stylist, and the date of the visit: [LAST VISIT]
- How often that service usually needs doing, in my words: [USUAL GAP]
- That stylist's open times around the date they are due, from the booking app: [OPENINGS]
- How I sound with clients: [MY TONE]

What I want:
1. Work out when they are due, using the visit date and the usual gap.
2. Write a short text from the stylist, in my tone, that names their last service and offers two of the openings.
3. Write a second, shorter text for a week later if they do not reply.
4. Tell me the date to send the first one.

Rules:
- Write a draft for me to read. Do not send anything.
- Use only what I gave you. If something is missing, ask me instead of guessing.
- Never quote a price, offer a discount or claim anything I did not give you.
- Do not guilt them or say their hair looks overdue. Keep it light.
- Leave out the client's full name, card details and anything about their health.

Give me back:
- The first text and the follow-up, ready to edit
- The date to send the first one

When to use it

A client checked out without booking their next visit, and they are coming up on the time their cut or color usually needs doing.

When not to

Do not use it for a client who left unhappy or mentioned a problem with the service or a product. Call them yourself first.

What to paste in

• [LAST VISIT]: First name, last service, stylist and visit date. No last name or phone number.
• [USUAL GAP]: How many weeks that service usually lasts, the way you would say it to a client.
• [OPENINGS]: The stylist's open times around when the client is due, from your booking app.
• [MY TONE]: Three or four words for how you sound, or a text you sent before that you liked.

Never paste

• The client's full name or phone number
• Card details

A filled-in example

LAST VISIT: Rosa, root touch-up and gloss with Jess, September 3.
USUAL GAP: Roots every 6 weeks for most of Jess's color clients.
OPENINGS: Jess: Tue Oct 14 10:00, Thu Oct 16 4:00, Sat Oct 18 9:00.
MY TONE: Like a stylist who knows them, warm and brief.

What you should get back

• A short, warm text that names their last service and offers two openings
• A shorter follow-up for when the first gets no reply
• The date to send it, worked out from when they are due
• No discount and no guilt

What stays with you

The prompt writes a draft. You decide what happens to it, and nothing should reach a client until you have read it. Decisions about money stay with a person every time, and so do health questions and complaints. When KeenHand builds a routine like this, every message carries the same four decisions: Automate, Approve, Revise, Reject.

Related

• Fill slow weekdays with your regulars. A short text to regulars who are due for a cut or color soon, offering the open weekday times, with any offer left entirely to you.
• Answer 'anything Saturday?' with real openings. A reply to the 'anything Saturday?' text that offers only openings long enough for the service they want, with the stylist they asked for.
• See your rebook rate and empty chair hours. A short weekly read of how many clients left with their next appointment and which chair hours sat empty, with the math shown.

More: every prompt for salons, bookings and no-shows, and AI for salons.

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