Missed Appointment Follow-Up
Use this email template to follow up when a client misses an appointment. It’s a simple way to invite them to reschedule, check in about what happened, and gently remind them of your cancellation policy.
Email Template Preview
When you compose an email, you can start with a template, like this one:
[Subject line]: Missed appointment, let's reschedule
Hi [Client's Name],
I was sorry to miss you at your last appointment on [Date] at [Time].
I understand that sometimes life gets busy, and unforeseen circumstances can arise. Your well-being is important to me, and I want to ensure you continue receiving the support you need.
If you would like to schedule another session, please book online here: [link to book online] or call the office at [(XXX) XXX-XXXX].
I also want to remind you of our missed appointment policy. To ensure that we can provide timely support to all our clients, we ask that you provide at least [X] hours' notice if you need to cancel or reschedule an appointment. Missed appointments without prior notice may incur a [fee/charge] as outlined in our policy.
If there are any specific reasons for missing the appointment or if you have any concerns, please do not hesitate to share them with me.
I look forward to hearing from you and continuing to support you on your mental health journey.
Thank you for your understanding.
Sincerely,
[Name]
[Title]
[Address]
[Phone]
[Website]
Quick facts about this email
Who it's for:
- Therapists
- Counselors
- Psychologists
- Psychiatrists
- Physical therapists
- Chiropractors
- Massage therapists
- Healthcare practices
Why use it:
- Follow up professionally when a client misses an appointment
- Encourage rescheduling while showing understanding and care
- Gently reinforce your cancellation policy
- Save time with a message you can send quickly and consistently
When to use it:
- Immediately after a missed appointment
- As part of your no-show process
You don't have to rethink it each time.
You've already decided how to approach a sensitive topic, like reminders about an unpaid invoice.
You're saving time because you don't have to type everything all over.
You don't have to copy-paste from an old email and worry about accidentally including another client's personal details.
You don't have to save your templates separately in Google Docs or Word.
