Home / Salons and barbershops / SB-035
Tell salon clients about a new deposit kindly and clearly
Draft one clear deposit announcement and short, kind notes for each group of clients, all in your own policy words, for the owner to check and send.
- Who it suits
- Salon owner, booth renter, solo stylist, front desk lead
- Time saved
- About 1 to 2 hours of writing and rewriting the announcement and the notes to regulars (estimate)
- Level
- Easy
- Updated
- Nov 3, 2026
Why this task
After one too many empty chairs, you are starting a booking deposit. The hard part is telling your clients. A blunt text can make a client of ten years feel accused, and some clients quietly stop booking when asked to pay up front. An agent can draft one clear announcement and a short, warm note for each group of clients, all in your exact policy words. You check every note, phone the regulars you want to tell yourself, and send the rest.
You help [SALON NAME], a [HAIR SALON, NAIL SALON, BARBERSHOP OR SPA] in [TOWN], tell clients about a new booking deposit. Our deposit policy (use these words, add nothing): Who pays: [NEW CLIENTS, SERVICES OVER A LENGTH, OR EVERYONE] Amount: [AMOUNT OR PERCENT] How it is taken: [AT BOOKING, BY CARD, BY LINK] Comes off the final bill: [YES OR NO] When it is kept: [YOUR EXACT WORDING] Cancellation window: [HOURS] Start date: [DATE] Grace period or exemptions: [WHO, OR NONE] Bookings made before the start date: [DEPOSIT APPLIES, DOES NOT APPLY, OR ASK US] Why we are starting it: [ONE PLAIN SENTENCE] How we sound: [FOR EXAMPLE: WARM, PLAIN, FRIENDLY] The opt-out wording our texting tool requires: [PASTE IT] Clients (one per line): [FIRST NAME | NEW OR REGULAR | NEXT BOOKING DATE IF ANY | TEXT CONSENT YES OR NO] Do this: 1. Write one announcement of 90 words or fewer for our booking page and social pages. Say what is changing, when, and why, using our reason above. 2. For each client, write one note of 50 words or fewer that uses their first name. Regulars get a thank-you for their loyalty first. Anyone with a next booking on or after the start date is also told whether the deposit applies to it, using only our line on bookings made before the start date. If that line says ASK US, put the client on the [CHECK] list instead. 3. Never mention any client's past cancellations or no-shows. Never blame or scold. 4. Use only the amounts, dates and windows in our policy, word for word. Do not invent a discount, a waiver or an exception. 5. A client marked TEXT CONSENT YES may get a text, signed off with our opt-out wording. Every other client gets an email. 6. If a client line is unclear, put it on a [CHECK] list. Do not guess. Also draft three short, calm replies we can adapt for clients who push back on the deposit, using only our policy. Return the announcement, then the notes, then the replies, then the [CHECK] list. You only draft. I read and send every message myself.
Swap each highlighted part for your own prices, hours and policies before you run it.
Steps
- Write the policy in plain words first: who pays a deposit (new clients, long color services, or everyone), how much, how it is taken, whether it comes off the final bill, when it is kept, your cancellation window, the start date, whether it applies to bookings made before that date, and one plain sentence on why you are starting it.
- Read your card processor's terms on deposits and refunds, and check that your booking app can take the deposit the way you plan. Then have a lawyer look over the policy before you send anything.
- Decide whether anyone gets a grace period or is exempt, such as clients with standing appointments. Write that down too.
- Sort your clients into new clients and regulars, and note anyone with a booking already on the calendar on or after the start date. Use first names only and note who agreed to receive texts.
- Paste the policy, the client list and the prompt below into the AI (artificial intelligence) tool your salon already uses. Leave out card details and phone numbers.
- Read the announcement and every note. Check that each amount, date and time window matches your written policy word for word.
- Some long-time clients deserve to hear it from you. Call them or tell them at their next visit, and skip sending them a note.
- Send the rest yourself: texts only to clients who agreed to texts, with your opt-out line, and email to everyone else.
- Put the same policy words on your booking page and service menu before the start date, so the notes and the booking page say the same thing.
What you get
One short announcement for your booking page and a warm note for each client, every one using your exact deposit amount, dates and window. No note mentions a client's past no-shows, and three calm replies are ready for clients who push back.
What could go wrong, and what to double-check
A note gets the amount, date or cancellation window wrong, and a client is charged something they were never told.
CheckThe prompt uses your policy word for word, and you check every number against the policy before sending.
A loyal client feels accused and stops booking.
CheckNotes never mention past no-shows, regulars are thanked first, and you phone the regulars you want to tell yourself.
The policy breaks a local rule on fees or refunds, or your card processor's terms.
CheckStep 2 has you read your processor's terms and have a lawyer look over the policy before anything goes out. Nothing here is legal advice.
A client who never said yes to texts gets one.
CheckYou mark text consent for each client in step 4, and prompt item 5 emails everyone not marked YES and signs texts off with your opt-out wording.
The booking page and the notes say different things.
CheckPut the same policy words on the booking page and service menu before the start date.
Private client information leaks into a chat tool.
CheckStep 5 pastes first names and booking dates only, never card details or phone numbers, into the AI tool your salon already uses.
Related setups
Reply to "how much?" messages with a starting price and a consult
Draft friendly replies to price questions in direct messages, giving your real starting prices and inviting a quick consult, for the stylist to check and send.
Draft rebooking reminders timed to each salon service
Draft rebooking texts timed to each service, such as color at six weeks or a fade at three, from your own client list, for a person to approve.
Rewrite your salon service menu with clear times and who it suits
Turn a short list of salon services into a clear menu with plain descriptions, appointment lengths and who each service suits, using your own facts.