Use these templates to follow up missed appointments calmly, explain policy, and make rebooking simple.
Hi [Name], we missed you for your [service] appointment today at [time]. I hope everything is okay. As this slot was reserved for you, our no show policy may apply. You can rebook here: [link], or reply if there was an issue we should know about.
Subject: Missed appointment today
Hi [Name], we had you booked for [service] at [time] today and were unable to complete the appointment. Our policy is [short policy]. If you would like to rebook, please use [link] or reply with a suitable time. If there was an emergency or access issue, let us know so we can update your record.
Appointments cancelled with less than [notice period] or missed without contact may be charged [fee or deposit rule]. This helps protect reserved working time.
No show on [date]. Reminder sent [time]. Follow up sent [time]. Outcome: [rebooked, fee applied, waived, awaiting reply].