Client Birthday Email Template
Birthday greeting email with a special offer or discount to make clients feel valued and drive rebookings.
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Subject: Happy Birthday, {{client_name}}! š A Gift from {{business_name}}
Hi {{client_name}},
Happy Birthday! š
We hope your day is as wonderful as you are. To celebrate, we have a special gift just for you:
š {{offer_description}}
Use code: {{promo_code}}
Valid through: {{expiry_date}}
Book your birthday treat now: {{booking_link}}
Wishing you the happiest of birthdays!
With love,
{{business_name}}How to Use This Template
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Replace Variables
Swap {{variables}} with your business info
Send or Automate
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Variables to Replace
{{client_name}}{{business_name}}{{offer_description}}{{promo_code}}{{expiry_date}}{{booking_link}}š” Pro Tips
Send on the morning of the client's birthday for maximum impact
Set a 2-week expiry on the offer to create urgency
Make the offer feel like a genuine gift, not a marketing ploy
Ensure your CRM has accurate birthday data before automating
Perfect For
When to Use This Template
Send on the morning of the client's birthday. Requires accurate date-of-birth data in your CRM. If you don't collect birthdays, add the field to your intake form and backfill over time.
ā Best Practices
Automate birthday emails through your CRM so they fire on the client's actual birthday morning without manual effort
Set the offer expiry for 14-30 days after the birthday ā long enough to be useful but short enough to create urgency
Frame the discount as a "gift" or "treat" rather than a "promotion" to maintain the personal, celebratory tone
Include a direct booking link pre-loaded with the promo code so redeeming is frictionless
ā ļø Common Mistakes to Avoid
Sending the birthday email days late, which feels automated and impersonal rather than thoughtful
Offering a discount so small it feels insulting (10% off a $50 service is $5 ā consider a meaningful offer)
Not setting an expiry date on the offer, which removes urgency and tanks redemption rates
Including other promotions or news in the same email, diluting the birthday moment
Frequently Asked Questions
What kind of offer works best for birthday emails?
A free add-on service or upgrade outperforms percentage discounts because it feels like a gift. If you use a discount, make it meaningful ā 20-25% off or a dollar amount like $25 off.
How do I collect client birthdays?
Add a birthday field to your online intake form or booking widget. You can also run a one-time "update your profile" campaign to collect birthdays from existing clients.
Should I send birthday emails to inactive clients?
Absolutely. Birthday emails are one of the best re-engagement tools because the personal touch reminds lapsed clients you value them. Include a booking link to make it easy to return.
Explore More Resources
Further Reading
- HubSpot: Free Business Templates ā Curated collection of professional business templates.
- SCORE: Technology Resources ā Free mentoring and guides for small businesses.
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