Client Missed a Meeting? 14 Email and SMS Templates to Respond

Missed appointments are a headache. And they cost you.

In a perfect world, every client would show up right on time, every time. But we live in the real world, where life gets in the way and missed appointments still happen, even with reminder emails and policies in place.

While you can’t control every no-show, you can control how you respond. Having the right message on hand protects your time, your business, and your sanity.

In this guide, we’ll share with you:

• Different strategies to prevent missed appointments
• How to write a missed appointment message
• Email and SMS templates you can use to respond to clients

We’ve got a lot to cover, so let’s jump right in!

A single missed appointment might not seem like a big deal, but the ripple effects add up quickly.

The healthcare industry is a prime example. According to one study, missed appointments cost the U.S. healthcare system $150 billion annually.

No-shows are also a major issue in the beauty industry. They’ve become such a problem that a few years ago, hair salons in the United Kingdom began introducing no-show fees to protect their income.

And while you might not be running a hospital or a salon, the principle remains the same: every no-show chips away at your revenue, disrupts your schedule, and impacts your ability to run a sustainable business.

When you think about it, there’s virtually no customer-facing, service-based business that isn’t affected by no-shows. So, when a client doesn’t show up, here’s what’s really on the line:

• Lost revenue: Every no-show means you're not getting paid for that time slot. For solo entrepreneurs or small teams, these no-shows can add up fast.
• Wasted time: You blocked out the hour, prepped for the appointment and your client never showed up. That’s a total waste of your time!
• Longer wait times for other clients: If your calendar is packed, missed appointments delay availability for clients who do show up—hurting the overall customer experience.
• Productivity loss: It might throw your whole day off if you suddenly have a random block of time you weren’t expecting.

As much as this article is about what to do after a missed appointment, let’s be honest—prevention is always better than follow-up.

You can’t eliminate no-shows entirely (unless you’ve got psychic powers—if so, please call us ☎️ ). But there are a few smart strategies that can drastically reduce them.

Let’s unpack them together. 👇

Make rescheduling easy

Sometimes a client just can’t make it—but they do intend to come back. If they have to dig through emails or call you directly to reschedule, they’re more likely to ghost altogether. Give clients an easy way to change their appointment without friction.

With YouCanBookMe (YCBM), rescheduling is as simple as clicking a link in their confirmation or reminder email. Clients can select a new time in seconds, without needing to contact you. This self-serve rescheduling not only improves the customer experience but also drastically cuts down on no-shows by removing the friction that often leads to missed appointments.

Plus, YCBM lets you set reschedule limits, so clients can’t make last-minute changes that leave your schedule in limbo.

Reduce no-shows for good

With YCBM, all your clients can receive confirmations and automatic SMS and email reminders, keeping them informed about their upcoming appointments.

Offer remote meeting options

Depending on your business, running remote meetings may not always be possible (looking at you, massage therapists 👀). But if you're a consultant, coach, or marketing agency, you should consider offering remote meetings.

Giving clients the choice to join a video call instead of commuting means fewer missed appointments and more flexibility for everyone. Bonus: it’s often easier to fit into their day, which leads to higher attendance rates.

Send reminders

Life is chaotic. People forget. So, consider using automated meeting reminders.

Most scheduling tools support this feature—YouCanBookMe certainly does. Our tool can send SMS and email notifications automatically, so you don’t have to worry about a thing! You can even customize your messages to reflect your brand voice.

Reminders won’t stop every no-show, but they can help jog the memory of your more forgetful customers.

Require a deposit or prepayment

When money is involved, people tend to take things more seriously. Asking for an upfront payment or deposit before the appointment helps filter out the “maybe I’ll show up” crowd. Even a small deposit can create a psychological commitment to the appointment.

If someone does cancel, you’ve at least recouped some value from that time slot.

YouCanBookMe supports payment collection at the time of booking, so you can require a deposit—or the full amount—before confirming an appointment.

Set a clear cancellation policy

Having a cancellation policy is one of the best ways to prevent no-shows. It helps you:

• Set expectations
• Protect your time
• Increase client accountability
• Protect your income by allowing you to charge fees for late cancellations or no-shows

Also, don’t just have a policy—enforce it. Make clients agree to it so there’s no confusion or backpedaling later.

YouCanBookMe allows you to display your cancellation and rescheduling terms directly on your booking page, requiring clients to acknowledge them before proceeding. If they don’t agree, they won’t be able to schedule the meeting.

For example, lawyer Christian M. Frank Fas, Esq., CEO of USADefend LLC, includes his cancellation policy at the bottom of his booking page and form, and requires customers to agree to it before the meeting is set up.

Okay—despite your best efforts… your client no-showed. What now?

Rather than stewing in frustration (tempting, we know), it’s best to follow up quickly with a message that’s polite, professional, and proactive.

A missed appointment doesn’t have to be the end of the relationship. It’s a chance to reset expectations and maybe even get the client to rebook.

Here’s what to keep in mind when crafting your message to the client.👇

Be polite

Even if you’re annoyed, keep your tone calm and respectful. You never know what caused the no-show—life happens, tech fails, emergencies pop up. Assume good intent, and lead with empathy.

Be clear and honest

Let them know they missed their appointment. You don’t need to sugarcoat it or use vague language like “I think you had something booked today.” 

Be direct, but kind: “You had a scheduled session at 2:00 PM today, and I didn’t hear from you.”

Offer them a chance to rebook

You might be tempted to write someone off as a flaky client who won’t show up again—but it’s always a good practice to offer a chance to rebook. Because sometimes, there’s a very real reason behind the no-show.

A few years ago, I got rear-ended in a car accident. (Thankfully, nothing serious.) But I spent the entire afternoon dealing with paperwork and talking to the other driver. I had a call scheduled with one of my writing clients that day—and completely forgot about it. It wasn’t until hours later that I realized I had missed the meeting.

I felt awful. It was totally unintentional, but I knew how unprofessional it looked. I emailed the client right away to explain the situation and apologize. Luckily, they were incredibly understanding.

The point is: life happens. Emergencies, stress, or unexpected situations can derail even the most well-meaning client. Sure, there are serial no-showers—but many people genuinely want to make things right. Offering a second chance can go a long way toward keeping the relationship (and the booking) intact.

Be timely

The sooner you follow up, the better. Sending a message within an hour to 24 hours after the missed appointment is best. Wait too long, and the moment’s passed.

Automate it

If you’re spending time manually writing no-show messages, there’s a better way!

YouCanBookMe has a built-in no-show tracker that lets you mark missed appointments and automatically trigger follow-up emails. After the scheduled start time, you can mark a client as a no-show from your Bookings dashboard.

This option stays available for up to one week after the appointment. Once marked, your custom email or SMS notification will trigger—so the client hears from you right away.

Pretty handy, right?

Ready to automate your follow-up emails and texts?

Don’t waste time sending messages after every missed appointment—let YCBM handle it.

Let’s get to the templates now. This is your last resort to get the client to book again after they failed to attend!

Below you’ll find email templates that you can plug directly into your YouCanBookMe no-show notifications. Fields in {curly brackets} will be auto-filled by YCBM, while fields in [square brackets] are for you to customize.

Basic template

If you’re looking for a straightforward template to let the client know they missed the appointment, this one will do the trick.

With personality

If your business leans casual and friendly, this one keeps the tone light and upbeat.

No-show fees

This template is great if you have a cancellation policy that includes a fee for no-shows and want to reinforce it professionally.

With a strike system

Use this template if you track missed appointments and want to gently reference your booking policy after repeated no-shows.

Urgency-based

When timing matters—maybe you're booked solid or running a time-sensitive promotion—this template helps create a bit of urgency.

Apologetic & empathetic

Ideal for when you want to lead with kindness and show understanding—especially if you're unsure why the client missed.

VIP / loyal customer approach

This message is perfect for high-value or long-time clients who rarely miss appointments. It acknowledges their loyalty and offers a one-time courtesy to maintain goodwill.

That said, use this approach sparingly. If a client becomes a repeat no-show, it’s important to protect your time and enforce your standard policies. A little flexibility can go a long way—but too much can cost your business.

Master Your Inbox: The Small Business Guide to Client Communication

Do your clients prefer SMS messages over emails? Here are seven templates you can use.

Basic template

Keep it simple and professional—just a polite notification about a missed appointment and an easy way to rebook.

With personality

If you want to inject a bit of personality into your text because that’s your brand, this SMS template is perfect for you.

No-show fees

This one is for when you need to reinforce your cancellation policy clearly but respectfully.

Strike system

Ideal if you track repeat no-shows and want to gently enforce your boundaries.

Urgency-based

Send this quick SMS if you want your client to rebook fast.

Empathetic

When in doubt, lead with kindness. This SMS template helps you show concern and leaves the door open.

VIP / loyal customer

Perfect for long-time or high-value clients—this message keeps things friendly and flexible.

To sum up

We get it—chasing down no-shows isn’t the most fun part of your job. But with clear communication, a solid policy, and a few copy/paste messages, it doesn’t have to derail your day (or your business).

Stop rewriting the same “You missed your appointment” email every week.
YouCanBookMe lets you automate those messages with your tone, your policy, and your rescheduling link. Start automating follow-ups today with YCBM today.

Get started at no cost.

FAQs

When to send a no-show follow-up message?

The sweet spot is between 1 hour and 24 hours after the missed appointment. You want to give your client a little breathing room in case something urgent came up—but don’t wait too long or the moment passes.

What to do if you missed your appointment?

If the roles are reversed and you’re the one who missed the appointment (hey, it happens), take responsibility right away. Don’t delay or try to dodge it. Send your client a professional apology email to own the mistake. In that message, briefly explain what happened and try to make amends by offering a new time to meet.