Email Client Notifications Best Practices

These suggestions are based on real feedback from clinics and design principles that help your emails feel more professional and user-friendly.

1. Use your company brand color for buttons

Your primary button (e.g., for links to forms or the client portal) should always match your clinic's branding color. This ensures a consistent visual identity across all communications and helps clients immediately recognize your brand.

How to do it: When editing the email template, navigate to Buttons & Attachments color, and apply your brand color using the color picker or hex code input.

2. Keep your logo size above 100px

Make sure your clinic’s logo is sized at 100px or larger to ensure clarity and visibility. A crisp, high-quality logo at the top of the email reinforces brand trust.

3. Use soft or neutral background colors

Choose soft pastels or neutral tones (like light grey, beige, or white) for the background color of your email. These colors create a calm and professional appearance while keeping the focus on your message.

Avoid: Harsh or dark colors that can be difficult to read or visually overwhelming.

4. Turn off appointment action buttons if you prefer managing changes manually

By default, your email notifications include buttons that let clients confirm, reschedule, or cancel their appointments. If you'd rather manage changes yourself or want to reduce last-minute cancellations, we recommend deselecting these options in the Appearance section of the email editor.

This removes those buttons from the email and gives you full control over any booking changes.

5. Include social media icons in the footer

Adding links to your clinic’s social media accounts in the email footer gives clients an easy way to follow your content, see before/after results, or read reviews — all of which strengthen your reputation.

How to do it: Add Facebook, Instagram, or other icons in the footer section, and they will be linked to your business profiles that you've imported into the system. If you want to set social media profiles into your business profile in Pabau please refer to this artical. 

6. Attach the relevant medical form (if needed)

For appointment reminders or confirmations, we recommend attaching the relevant medical intake or consent form directly in the email. This speeds up the check-in process and ensures clients arrive prepared.

Clients can fill out the form ahead of time, saving both your team and the client valuable time at the clinic.

7. Recommended Email Layout

Here’s a basic layout we suggest for client notifications:

1. Logo (at least 100px)

2. Greeting (e.g., “Hi [Client First Name],”)

3. Appointment details (clear and concise)

4. Action button (link to intake form or portal)

5. Secondary message (e.g., “Please arrive 10 minutes early”)

6. Social media icons in footer

7. Contact info (phone number, address, reply-to email)

8. Example Email Content (You Can Copy This)

Subject Line: Your Appointment at [Clinic Name] – [Date & Time]
Email Body: 

At the end of the day, your clinic’s tone and branding are unique — and that’s a good thing. But by following these best practices, you’ll ensure that every email looks clean, trustworthy, and easy for clients to take action on.

You can still personalize your messages to fit your tone of voice — just make sure the structure, color scheme, and key actions are consistent across all notifications.

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