What To Say When Booking A Hair Appointment: 2 Guides For You

You might think booking a hair appointment is easy—just call, pick a time that suits you and the salon, and you’re good to go. But there’s actually a little more to it. Believe it or not, there’s an art about what to say when booking a hair appointment, so everything goes smoothly and you get the desired results.

Many of us don’t know how long certain services take or what they need to do before they book, which can lead to confusion and disappointment in service.

By booking your appointment with the right info in hand, your visit can go off without a hitch, and you’ll walk out feeling great about your new look.

Here’s what you need to say when booking your hair appointment.

What To Say When Booking A Hair Appointment

Booking a hair appointment can feel a bit tricky, especially if you’re not sure what to say. But don’t worry—it’s actually quite simple. Here’s a step-by-step guide to help you book your next hair appointment with confidence.

Greet the Salon Staff

Start with a friendly greeting. This sets a positive tone for the conversation.

• A simple “Hello” or “Good morning” works just fine. 

Introduce Yourself 

When you call the salon, start by introducing yourself. You might say:

• “Hi, my name is [Your Name]. I’d like to book a hair appointment, please.”

This simple introduction lets the person on the phone know who you are and what you want.

Mention the Service You Need

Be clear about what kind of service you’re looking for. Do you need a haircut, hair color, or maybe a trim? Here’s how you might say it:

• “I’m looking to get a haircut.”
• “I’d like to book an appointment for highlights.”
• “I need a trim, please.”

If you’re not sure exactly what you want, it’s okay to ask for advice:

• “I’m not sure what style would suit me. Can I get a consultation?”

Choose a Time and Date

Next, let the salon know when you’d like to come in. You can ask if they have availability at a specific time:

• “Do you have any openings on Saturday morning?”
• “Is there a time available after 5 PM on Thursday?”

If you’re flexible, you can ask for their next available time:

• “When is your next available appointment?”

Mention Any Special Requests

If you have any special needs or preferences, now is the time to mention them. For example:

• “Can I book with [Stylist’s Name]?”
• “I have curly hair—do you have someone who specializes in that?”

Ask About Availability

It’s a good idea to ask the availability of the preferred person when not available. This way, you can find a time that works for both you and the stylist. You can say, 

• “When is their next available appointment?” 

Confirm the Details

Before ending the call, make sure to confirm the appointment details:

• “Just to confirm, my appointment is on [Date] at [Time] with [Stylist’s Name]. Is that right?”

This ensures that there’s no confusion about your appointment.

Thank Them

Finally, ending on a polite note goes a long way in making the experience pleasant for everyone. 

• “Thank you!” or “I appreciate your help.” 

Dialogues Between You and Salon

Client: Hi there.
Salon: Hey, how can I help you today?

Client: I’m Jessica Parker. I need to make an appointment for a haircut.
Salon: Nice to meet you, Jessica Parker. What kind of haircut are you looking for?

Client: Just a trim to keep it tidy.
Salon: Got it. When were you thinking of coming in?

Client: How about Sunday morning? Do you have any slots around 8:30?
Salon: Let me check… We have 8:30 available. Does that work for you?

Client: Perfect! And if possible, I’d prefer to have Hazel do it.
Salon: Let me see if Hazel is free… Yes, she’s available at 8:30.

Client: Awesome, that works for me.
Client: So just to confirm—Sunday at 8:30 AM with Hazel for a trim.
Salon: Yep, that’s right.
Client: Thanks for setting that up.

Salon: No problem. We’ll see you on Sunday.
Client: Thanks, see you then.

Booking a Hair Appointment Through Email

To make things easier for you and the salon staff, it’s important to provide clear and detailed information in your email. This info applies to all clients, whether old or new.

Step 1: Introduce Yourself

Start your email by introducing yourself. If you’re a returning client, mention that you’ve visited the salon before. If you’re a new client, let them know how you found out about the salon. This helps the salon staff quickly identify who you are and how to address your needs.

Step 2: Specify the Service You Need

Make sure to be specific about what you need. Whether it’s a haircut, color, treatment, or a mix of services, being clear ensures the salon can schedule you appropriately and be fully prepared for your appointment.

Step 3: Suggest Appointment Times

Give the salon some dates and times you’re available, and ask them; before you request an appointment, check my available hours. Mention your specificity—like you can come in after work. Check the salon’s hours before suggesting your preferred time slots. Providing options helps the salon to fit you with available time slots without a lot of back-and-forth emails.

Step 4: Share Photos (If Necessary)

If you’re a new client or planning a significant change, including photos can be very helpful. Send a current photo of your hair and, if applicable, a photo of the look you’re hoping to achieve. This gives your stylist a better understanding of what you want and helps them prepare for your appointment.

Step 5: Mention Any Special Details About Your Hair

If there’s anything specific the salon should know about your hair, include that information in your email. This could be the thickness of your hair, any previous treatments, or the fact that you’re looking for a major change. The more details you provide, the better prepared your stylist will be.

Email Sample:

Subject: Hair Appointment Request – Samantha Lee

Hi there,

My name is Samantha Lee, and I’m a new client who found your salon through Instagram. I’ve been really impressed with the work I’ve seen, and I’m excited to schedule an appointment!

I’d like to book an appointment for a haircut and a full-color treatment. I’ve been wanting to go lighter for a while now, and I’m hoping to achieve a soft caramel blonde look. My current hair color is dark brown, and I haven’t had it colored in about a year.

In terms of availability, I’m flexible during the week but would prefer an afternoon appointment. I’m available next Tuesday or Thursday around 2 PM, but if those times are booked, I can also make it on Friday morning.

I’ve attached two photos to give you a better idea of what I’m looking for. The first photo is of my current hair, taken in natural lighting. The second photo is an example of the caramel blonde shade I’m aiming for.

Additionally, It’s medium thickness and reaches my mid-back, I’ve had a few layers added over the past year, but I’m open to trying a new style that complements the color. I’m also considering adding some soft waves, so if you have any suggestions, I’d love to hear them.

Please let me know if these times work, and if there’s anything else you need from me before the appointment. I’m really looking forward to working with your team to achieve this new look.

Thank you for your time, and I hope to hear from you soon.

Best regards,
Samantha Lee

Final Words

Booking a hair appointment is more than just picking a time and date—it’s about ensuring your needs are clearly communicated so you walk out of the salon with the perfect look. When you know what to say when booking a hair appointment, you can confidently book your appointment, even if it’s over the phone or via email. 

Whether you’re introducing yourself, specifying the service you need, or confirming the appointment details, each step plays a crucial role in setting the stage for a successful salon visit. So next time you’re ready to refresh your style, keep these tips in mind to secure a smooth, stress-free experience that delivers the results you’re hoping for every time.

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