Client birthdays are one of the best excuses to offer a promotion or appointment reminder.  

You can make extra revenue by sending birthday emails to clients and offering special birthday discounts.

We’ll walk you through how to collect your clients’ birthday information, how to use our happy birthday email template, and what to say in your email.

In this blog:

What to Include in Your Birthday Emails to Clients


A discount is the easiest gift to give your clients. When you send a birthday email to your client, give them details of their special birthday offer: 

15% off one service or a free mini product when they make an appointment.

(Just don’t forget to include the “Book Now” button at the bottom of your email!)

Gift Bags/Presents

Gift bags are literally small presents, and birthday presents are the best. 

Put together a small birthday gift bag with trial-size products, samples, and/or snacks.

(You could throw in an old-school print coupon with that discount, too. 😉)

Special Services

Adding an extra (yet small) complimentary service to their appointment is a great gift. Check out these quick ideas:

  • If you’re doing a manicure, add a paraben wax hand treatment. 
  • Upgrade their haircut to include a deep conditioning or a complimentary birthday blowout.
  • Add hot stones to a 30-minute massage if booked on their actual birthday –– complete with celebratory champagne.
guide preview

Social Media Marketing 101

Deep-dive into trends, tools, and hashtags that will take your brand – and small business – to the next level.

Get the Guide

3 Happy Birthday Email Templates for Your Clients

Email Template with a Birthday Discount on a Service

Hey [Name]!

It’s your birthday month! 

It’s time to treat you to something extra special. During your birthday month, book an [XYZ service] with us for only [discount amount].

Enjoy that birthday cake, and then come party with us. 🥳 

We’ll see you soon!  

[Your Name] 

Email Template with a Birthday Discount on a Class

Hey [Name]!

Guess what? It’s your birthday month, and we’re throwing a party just for you at [business name]! 🎉

Let’s kick off the celebrations with some fun and fitness on the house

Book one class this month and get another one absolutely free. 

Double the fun, double the sweat! 💪

Here’s to another year of awesomeness — cheers to you! 🥳

[Your Name]

Email Template with a Birthday Package Deal

Hey [Name]!

Guess what? It’s your birthday month, and we’re ready to celebrate! 🎉

Introducing our “icing on the cake” package just for you! 

With this sweet deal, you can bundle [# of services or classes] and save big. 💰

But hurry! This offer is only valid during your birthday month. 

Blow out those candles and make a wish — we can’t wait to make your birthday month extra special! 🎂


[Your Name]

How to Create Birthday Emails to Clients on Schedulicity

Using the Automated Marketing feature on Schedulicity, you can set up and customize automatic birthday emails.

(Who has time to remember to send them every month? Put it on autopilot.)

Step 1: In your Birthday email tab in Email Marketing, click “Message Settings”.

Step 2: Choose from dozens of birthday templates, and find one you love.

Step 3: Write your custom birthday message. Include a birthday discount or other gift, using the email message templates from above. ⬆️ (Or make up your own birthday wishes!) 

How It Works: Birthday emails are automatically sent on the first day of their birthday month. (January 1, February 1, and so on.)

Your clients have until the end of the month to use their birthday discount. They can book up to a full year out.

Why You Should Collect Birthdays from Clients

Your small business allows you to create and build relationships with your client over time.

You see them frequently and spend a significant amount of time with them during appointments.

They depend on you for the service you provide. There’s a special bond there. 

By sending birthday emails, you’re cementing how much you care about your clients.

And, let’s be honest…

It’s also a way to promote your business through a feel-good (failsafe) communication.

Think about your birthday month…

When emails from your favorite brands start pouring in with discounts –– for just being born!

If you’re anything like me – come July – you tend to treat yourself… a lot. 🥳

If you send me a discount, or even just well wishes, you’re at the top of my list. 

Your business is where I’m going to spend Grandma’s birthday check.

But to do this, you have to have your clients’ birthdays on file. 

Don’t worry, we’ve got that covered.

How to Collect Client Birthdays on Schedulicity

It’s easy to collect birthdays as you save clients’ contact information to your Client List in Schedulicity.

There are two quick options for filling in the calendar:

Option 1: Ask when they come in for their next appointment. Go into their client profile, and click Edit. Then, fill in their birthday.

Option 2: Send an email (using our email marketing templates!) and ask them to reply with their birthday or to update their client profile.

(See how they can do that on Schedulicity here).

Email Template to Request a Client’s Birthday

Hello, [Client name]! 

[Your business] is starting a new birthday program where you get [discount] on a [service or class] during your birthday month!

All you have to do is:

  1. Reply to this email with your birthday or,
  2. Update your client profile in Schedulicity.

After that, you’ll automatically get a birthday discount at the beginning of your birthday month.

You can even send our video tutorial in the email! ⬇️ Free to include the link in your emails.

One email, and you’re off and celebrating.

With an intuitive calendar, marketing tools, and payment processing, Schedulicity gives you all the tools you need to run your business — all in one place!

Sign up for a free trial today or click below to learn more.