No-shows are a part of doing business, but that doesn't make them any less frustrating. A follow-up email is a simple way to re-engage clients and potentially get them back on the calendar.
Referring to a template for these situations means you can respond quickly and effectively without having to craft a message from scratch every time.
<template>
Subject: Apologies & Rescheduling Our Meeting
Hi [Client Name],
Please accept my sincere apologies for missing our appointment today. A [briefly explain reason, e.g., 'last-minute conflict' or 'technical issue'] prevented me from making our scheduled time.
I was looking forward to discussing [topic of meeting] and am still eager to connect. You can find a new time that works for you by visiting my scheduling page here: [Link to your booking page].
Thank you for your understanding. I look forward to speaking with you soon.
Best,
[Your Name]
[Your Title]
[Your Company]
</template>
<template>
Subject: Following up on our meeting
Hi [Client Name],
We missed you at our scheduled appointment on [Date and Time].
We understand things come up. If you’d still like to connect about [Topic of Meeting], we’d be happy to find a new time. You can reschedule by visiting our booking page here: [Link to your booking page].
Hope to hear from you soon.
All the best,
[Your Name]
[Your Title]
[Your Company]
</template>
<template>
Subject: Checking in on your appointment
Hi [Client Name],
We missed you at your scheduled appointment today at [Time of Appointment].
We were looking forward to discussing [Topic of Meeting] and want to make sure everything is alright. If you’d still like to connect, you can find a new time that works for you here: [Link to your booking page].
If your plans have changed, just let us know.
Best,
[Your Name]
[Your Title]
[Your Company]
</template>
<template>
Subject: Following up on your missed appointment
Hi [Client Name],
We’re writing to follow up on your missed appointment on [Date and Time].
As outlined in our booking terms, we have a [Number of Hours, e.g., 24-hour] cancellation policy. Since we didn't receive notice, a no-show fee of [Fee Amount] has been applied as per our policy. This helps us manage our schedule and serve all our clients effectively.
We understand that unexpected things can happen. If you'd like to reschedule, you can find a new time that works for you here: [Link to your booking page].
Please let us know if you have any questions.
Sincerely,
[Your Name]
[Your Title]
[Your Company]
</template>
<template>
Subject: A special offer to reconnect
Hi [Client Name],
We missed you at our appointment and wanted to reach out.
We were looking forward to discussing [Topic of Meeting] and would still love to connect. To make it easier to find a new time, we'd like to offer you [Specific Offer, e.g., a 10% discount on your next service, a complimentary add-on] when you rebook.
You can book a new time that works for you here: [Link to your booking page].
We hope to see you soon.
Best,
[Your Name]
[Your Title]
[Your Company]
</template>
While these five templates provide a solid foundation for handling missed appointments, automating them can save you even more time. Flodesk offers intuitive email marketing tools for small businesses, helping you grow your email list and connect with clients. Without needing coding or design skills, you can create, send, and automate messages that keep your audience engaged.
Our platform gives you everything you need for effective email marketing, minus the complexity. With a straightforward email builder, capable automations, and clean forms, Flodesk empowers both beginners and experts to send professional-looking emails that get results. It’s a simple way to manage your communications and build your business.
Handling missed appointments with care protects your client relationships and your time. Automating these follow-ups brings consistency to your communications and ensures no one slips through the cracks.
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