No show follow up texts: 13 templates that keep the client

{{name}}, I missed you today and wanted to make sure you're okay. If something came up, that's fine. Let me know and we'll find another time.

When to send: Within an hour of the missed appointment.

Why it works: It leads with concern, which is the tone that brings people back.

We had you down for {{time}} and missed you. Is everything alright? Text me whenever you can and we'll find a new time.

When to send: The same afternoon, if the first message felt too long.

Why it works: It asks a question that is easy to answer and does not assume a reason.

Hi {{name}}, I'm sorry the day didn't work out. I've got an opening on {{day}} if you'd like to try again. Say the word and it's yours.

When to send: Same day or the next morning.

Why it works: It offers a ready made fix, which is easier than asking them to figure one out.

Easy to lose track of a day, {{name}}. If it slipped your mind, it happens to everyone. Want me to look at my schedule for this week?

When to send: When you suspect they simply forgot.

Why it works: It gives a graceful reason without accusing and moves straight to rebooking.

Checking in once more, {{name}}. I'd still love to see you, and I can usually find a time that works. Just tell me which days suit you best.

When to send: The day after, if there has been no reply.

Why it works: It repeats the welcome and shifts the work onto a simple preference question.

Hi {{name}}, no hard feelings about today. For next time, we ask for 24 hours notice to move a booking, as shown on your confirmation. Let's get you rebooked.

When to send: After a first miss, when no fee is charged.

Why it works: It explains the rule without a fee, which keeps the relationship while the policy sticks.

Hi, we missed you today. Under the policy you saw when you booked and in your confirmation, a missed visit carries a {{price}} fee. I'm glad to rebook you whenever you're ready.

When to send: Only when the client saw the policy at booking and in the confirmation.

Why it works: It is calm and exact, and it points back to something they already agreed to.

Hi {{name}}, since this is your first miss, I've waived the fee. From now on the 24 hour policy applies, so please let me know if plans change. Want to rebook?

When to send: When you decide to be generous the first time.

Why it works: A waiver feels good to receive, and the clear next step keeps it from repeating.

{{name}}, this is the second booking that didn't go ahead, so I want to be upfront: I'll need a deposit to hold future times. Does that work for you, or would a different schedule suit you better?

When to send: After a second miss.

Why it works: It states the change and invites a conversation instead of ending the relationship.

Thanks for getting back to me, {{name}}. Here's the link to rebook: {{link}}. A small deposit holds the slot and comes off your total on the day.

When to send: When they reply and want to rebook after a repeat miss.

Why it works: It shows exactly how to move forward and why the deposit is there.

Hello {{name}}, we missed you at your appointment today. Please call the office when you have a moment so we can find a new time.

When to send: For any medical, dental or aesthetic clinic, the same day.

Why it works: It says nothing about the reason for the visit and asks for a call, not an explanation.

Hello {{name}}, we haven't heard back and we'd like to help you reschedule. Our office is open Monday to Friday. Call anytime, or reply with the days that suit you.

When to send: A few days after the clinic's first message.

Why it works: It lists simple ways to reply and leaves the pressure out.

Hi {{name}}, I'm sorry I couldn't fit you in when you arrived late today. I had a client right after you. Can I give you the first opening on {{day}}?

When to send: After you declined a late arrival.

Why it works: It explains your side kindly and leads with a fix.