No-Show Follow-Up Email Template
Professional follow-up email after a client misses an appointment.
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FIRST-TIME NO-SHOW:
Subject: We missed you today, {{client_name}}
Hi {{client_name}},
We noticed you weren't able to make your appointment today:
š
{{date}} at {{time}}
šļø {{service_name}}
We hope everything is alright! Life happens, and we completely
understand.
We'd love to get you rescheduled. Here are some upcoming openings:
š
{{booking_link}}
If you need to reach us: {{phone}}
We look forward to seeing you soon!
Best,
{{business_name}}
---
REPEAT NO-SHOW:
Subject: Your missed appointment on {{date}}
Hi {{client_name}},
We noticed you were unable to attend your appointment today:
š
{{date}} at {{time}}
šļø {{service_name}}
We want to make sure our scheduling is working for you. If your
availability has changed, we're happy to find times that work
better.
As a reminder, our cancellation policy asks for {{notice_period}}
notice so we can offer the slot to another client. You can review
our full policy here: {{policy_link}}
Ready to rebook? {{booking_link}}
Thank you,
{{business_name}}How to Use This Template
Copy the Template
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Replace Variables
Swap {{variables}} with your business info
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Use manually or automate with SchedulingKit
Variables to Replace
{{client_name}}{{date}}{{time}}{{service_name}}{{booking_link}}{{phone}}{{business_name}}{{notice_period}}{{policy_link}}š” Pro Tips
Send within 1-2 hours of the missed appointment
Differentiate tone between first-time and repeat no-shows
Always include a rebooking link to make it easy to come back
Track no-show patterns per client for your records
Perfect For
When to Use This Template
Send automatically 1-2 hours after a client misses their appointment. For clients who cancel in advance, use the Cancellation Email template instead ā the tone and intent are different.
ā Best Practices
Lead with concern ("we hope everything is okay") rather than the missed appointment to keep the tone warm
Include a one-click rebooking link pre-filtered to the same service they missed
For repeat no-shows, reference the cancellation policy without sounding punitive
ā ļø Common Mistakes to Avoid
Using an accusatory or guilt-tripping tone that permanently damages the client relationship
Immediately charging a no-show fee without first sending a compassionate follow-up
Not differentiating the message between a first-time no-show and a repeat offender
Frequently Asked Questions
Should I charge for no-shows?
Most businesses benefit from a compassionate first-time policy (no charge) combined with a clear fee for repeat no-shows. Communicate the policy upfront during booking to avoid surprises.
How soon should I send a no-show follow-up?
Send within 1-2 hours of the missed appointment. Waiting until the next day reduces the likelihood of rebooking by more than 50%.
What if the client had a genuine emergency?
Always leave room for the client to explain. Include a phone number or reply option so they can share their situation. Waive fees for documented emergencies to preserve the relationship.
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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