Client no-shows are a bummer, but they happen. Having a plan for when they do can make all the difference in how you handle the situation and maintain your client relationships.
That's where a good email template comes in—it takes the guesswork out of what to say. We've put together five different templates you can adapt for any no-show scenario.
<template>
Subject: Reminder: Your appointment on [*Date*] at [*Time*]
Hi [*Client Name*],
This is a friendly reminder about your upcoming appointment scheduled for [*Date*] at [*Time*]. We are scheduled to meet at [*Location/Platform*] to discuss [*Topic of meeting*].
If you need to reschedule, you can find a new time that works for you here: [*Link to your booking page*]. If you can no longer make it, please let us know.
We look forward to connecting with you.
All the best,
[*Your Name*]
[*Your Title*]
[*Your Company*]
</template>
<template>
Subject: Following up on our meeting
Hi [*Client Name*],
Just checking in, as we missed you at our scheduled appointment today at [*Time*]. I hope everything is okay.
I understand things come up. If you'd still like to connect about [*Topic of meeting*], you can find a new time that works for you here: [*Link to your booking page*].
If your priorities have shifted, no problem at all—just let me know.
All the best,
[*Your Name*]
[*Your Title*]
[*Your Company*]
</template>
<template>
Subject: Let's find a new time for our meeting
Hi [*Client Name*],
Sorry we missed each other for our meeting on [*Date*]. I'd still love to connect when you have a moment.
I understand that schedules can get hectic. If you're still interested in discussing [*Topic of meeting*], feel free to pick a new time that works best for you directly from my calendar: [*Link to your booking page*].
Let me know if your priorities have changed. Otherwise, I look forward to speaking with you soon.
Best,
[*Your Name*]
[*Your Title*]
[*Your Company*]
</template>
<template>
Subject: Following up on our missed appointment
Hi [*Client Name*],
I'm writing to follow up on our missed appointment on [*Date*] at [*Time*]. I hope everything is alright.
As a reminder of the policy agreed upon at booking, we charge a fee for appointments missed without notice. In line with this, an invoice for [*Fee Amount*] will be sent to you shortly. This helps us ensure we can provide dedicated time for all our clients.
If you'd still like to connect, I'd be happy to find a new time. You can reschedule directly using my calendar: [*Link to your booking page*].
Please let me know if you have any questions.
Best,
[*Your Name*]
[*Your Title*]
[*Your Company*]
</template>
<template>
Subject: A quick question about our missed meeting
Hi [*Client Name*],
I'm writing to follow up on our missed appointment on [*Date*]. I hope everything is okay.
We're always looking for ways to improve our booking process and would value your feedback. If you have a moment, could you let us know if there was anything we could have done to make scheduling easier for you? Any insight you can provide would be very helpful.
If you'd still like to connect, you can find a new time that works for you here: [*Link to your booking page*].
Best,
[*Your Name*]
[*Your Title*]
[*Your Company*]
</template>
Once you've customized these no-show email templates, Flodesk can help you put them to work. We offer intuitive email marketing tools for small businesses, helping you manage and expand your email list. Without needing any coding or design background, you can build, dispatch, and automate emails that resonate with your clients and support your business goals.
Flodesk provides everything you need for your email marketing, stripped of the usual complexity. With a straightforward email builder, powerful automations, and clean, effective forms, our platform is built to be accessible for beginners and experts alike. We empower you to send professional-looking emails that get results, simply and effectively.
Having a plan for client no-shows protects your time and maintains professional relationships, and these templates give you a foundation to build from.
Flodesk helps you put these communications on autopilot with an intuitive email builder. Sign up to start sending emails that support your business.
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