Sending reminders cut no-shows by up to 80%
Here’s something that might change how you think about no-shows:
Most clients who miss appointments aren’t rude, flaky, or disrespectful. They’re just living chaotic lives.
Think about the last time you forgot something important. Maybe a bill. A friend’s birthday. An appointment you definitely meant to keep. It wasn’t because you didn’t care. Life just got in the way.
Your clients are no different.
When someone books an appointment two weeks out, here’s what typically happens between booking and the appointment date:
Your appointment didn’t get deleted from their calendar. It got buried under everything else.
| Reason | What’s Happening | How to Fix It |
|---|---|---|
| They genuinely forgot | Life happened. The appointment slipped their mind completely. | Reminders 2-3 days before and day-of |
| They meant to cancel but felt awkward | They knew they couldn’t make it but felt embarrassed about late canceling | Make rescheduling easy and judgment-free |
| They kept meaning to reschedule | They saw the reminder, thought “I need to move that,” then got distracted | Include a simple reschedule option in every reminder |
Notice what’s NOT on this list: “They don’t respect your time.”
That’s rarely the real reason. And treating no-shows as a respect problem instead of a memory problem will keep you frustrated instead of fixing the issue.
Before diving into solutions, let’s be clear about what no-shows actually cost you. It’s probably more than you think.
If you charge $100 per appointment and have 4 no-shows per month, that’s $400/month or $4,800/year walking out your door.
| Cost Type | Impact |
|---|---|
| Prep time wasted | Materials, setup, mental preparation, all for nothing |
| Opportunity cost | You turned away other clients for that slot |
| Schedule gaps | Empty time you can’t fill at the last minute |
| Emotional toll | The frustration and resentment that builds up |
| Staff costs | If you have employees, you’re paying them to wait |
Let’s say you currently have a 20% no-show rate. With 100 appointments per month, that’s 20 no-shows.
If you reduce that to 5% using a reminder system, you’ve recovered 15 appointments.
At $100/appointment, that’s $1,500/month in recovered revenue—or $18,000/year.
From sending text messages.
The businesses with the lowest no-show rates don’t have better clients. They have better systems.
Here’s the reminder sequence that works:
Purpose: Confirm the appointment is real and give them everything they need upfront
Why it works: The moment someone books is when they’re most engaged with your business. An instant confirmation does three things:
Without an instant confirmation, clients are left wondering: “Did that go through? What time was it again? Where are they located?” That uncertainty is the first crack that leads to no-shows.
When to send: Within seconds of the client booking
Purpose: Put the appointment back on their radar and give them time to reschedule—and give YOU time to fill the slot
Why it works: This is the most strategic reminder in your sequence. Two days out is the sweet spot because:
Here’s the key insight: A rescheduled appointment is infinitely better than a no-show. When you give clients 48 hours notice and make rescheduling easy, they’ll actually do it—instead of just not showing up.
When to send: 48 hours before the appointment
Purpose: Final confirmation so it doesn’t slip through
Why it works: This is your safety net. For clients with afternoon appointments, a morning reminder ensures they don’t get caught up in their day and forget.
When to send: Morning of the appointment (2-4 hours before, depending on appointment time)
| Number of Reminders | Typical No-Show Rate |
|---|---|
| 0 reminders | 20-30% |
| Confirmation only | 15-20% |
| Confirmation + 48 hours | 8-12% |
| Confirmation + 48 hours + day-of | 3-7% |
Three touchpoints might feel like a lot, but research consistently shows it’s the sweet spot. Less than three leaves gaps where people forget. More than three starts to feel annoying.
Skip any one of these, and you leave a gap where no-shows happen.
The best reminders are short, friendly, and include everything the client needs—without making them dig for information.
Text message:
“Hi [Name]! You’re all set for your appointment at [Business Name] on [Day], [Date] at [Time]. We’re located at [Address]. Save this text so you have the details handy. Need to make changes? Just reply to this message. See you then!”
Why this works:
Text message:
“Hi [Name], friendly reminder: your appointment at [Business Name] is coming up on [Day] at [Time]. Reply C to confirm, or let us know if you need to reschedule—we’re happy to find another time that works! Looking forward to seeing you.”
Why this works:
Text message:
“Hi [Name]! Your appointment at [Business Name] is today at [Time]. We’re located at [Address]. See you soon!”
Why this works:
Here’s a counterintuitive truth: making it easy to reschedule actually reduces no-shows.
Why? Because the alternative is worse.
When rescheduling feels difficult or awkward, clients choose the path of least resistance: just not showing up. They don’t have to have an uncomfortable conversation. They don’t have to explain themselves. They can just… disappear.
But when you make rescheduling simple and judgment-free, clients actually do it. And a rescheduled appointment is infinitely better than a no-show.
“No problem at all! Let me find another time that works for you. What days are usually best?”
That’s it. No lecture. No passive-aggressive comments. Just helpfulness.
You might be thinking: “But I blocked off time for them!”
True. And that’s frustrating. But here’s the reality: shaming clients for rescheduling doesn’t prevent future no-shows—it just ensures they don’t book with you again.
The client who reschedules late and gets a gracious response? They’ll remember that. And they’ll come back.
One reminder is better than none, but it’s not enough. People see a text, think “I’ll deal with that later,” and then forget. Three touchpoints create multiple opportunities to remember—and catch problems at different stages.
When someone books and hears nothing, they’re left wondering if it actually went through. An immediate confirmation text sets expectations, provides all the details, and starts the relationship on a professional note.
A reminder the day before doesn’t give you time to fill the slot if someone needs to reschedule. The 48-hour window is strategic—it’s enough notice for clients to check their schedule, and enough time for you to book someone else if needed.
Don’t say: “This is an automated message to inform you that your scheduled appointment is approaching.”
Do say: “Hi Sarah! Friendly reminder about your appointment on Friday at 2pm. See you then!”
Don’t say: “You MUST confirm your appointment or it will be canceled.”
Do say: “Reply C to confirm or let us know if you need to reschedule.”
Every reminder should include:
You have two options: manual or automated. Here’s how each works.
What you’ll need:
Daily process:
1. Each morning, check your calendar for:
2. Copy your template from your notes app
3. Personalize and send each reminder
4. Log who you’ve reminded (a simple spreadsheet works)
Pros: Free, complete control, personal touch
Cons: Takes time daily, easy to forget, doesn’t scale well
Most calendar apps (Google Calendar, Apple Calendar) can send automatic reminders. Here’s how to set it up:
Google Calendar:
Limitations: Only works if clients add your appointments to their own calendar. Most don’t.
Appointment reminder software sends text messages automatically based on your schedule. You enter the appointment once, and the system handles all three reminders.
Pros: Saves 15-30 minutes daily, never forgets, scales easily
Reminder #1:
Hi [Name]! Your haircut with [Stylist] at [Salon Name] is coming up on [Day] at [Time]. Need to reschedule? Just reply to this text. See you soon!
Reminder #2:
Hey [Name], just a reminder about your appointment in 2 days at [Time] with [Stylist]. Reply C to confirm!
Reminder #3:
Hi [Name]! Your appointment is today at [Time]. We’re at [Address]. Parking is available in the back. See you in a bit!
Reminder #1:
Hey [Name]! Your tattoo session at [Studio Name] is scheduled for [Day] at [Time]. Please remember: no alcohol 24 hours before, and eat a good meal beforehand. Need to reschedule? Just text back.
Reminder #2:
Reminder: Your tattoo appointment is in 2 days at [Time]. Come hydrated and well-rested. Reply if you have any questions!
Reminder #3:
Hi [Name]! Your session starts today at [Time]. We’re at [Address]. See you soon!
Reminder #1:
Hi [Name], this is [Your Name] from [Company]. Your [service type] appointment is scheduled for [Day] between [Time Window]. Someone 18+ will need to be home. Questions? Just reply.
Reminder #2:
Reminder: We’re coming out in 2 days between [Time Window] for your [service]. Please make sure the [work area] is accessible. See you then!
Reminder #3:
Good morning [Name]! We’ll be there today between [Time Window]. I’ll text you when I’m on my way. Thanks!
Reminder #1:
This is a reminder from [Practice Name]: You have an appointment on [Day] at [Time] with Dr. [Name]. Please bring your insurance card and arrive 10 minutes early. Call [Number] to reschedule.
Reminder #2:
Reminder: Your appointment at [Practice Name] is in 2 days at [Time]. Reply C to confirm or call us at [Number] if you need to reschedule.
Reminder #3:
Your appointment is today at [Time] at [Practice Name]. We’re located at [Address]. See you soon!
Reminder #1:
Hi [Name]! Your [service type] at [Spa Name] is booked for [Day] at [Time]. Please arrive 10 minutes early to relax before your session. Need to change your appointment? Just reply.
Reminder #2:
Reminder: Your massage is in 2 days at [Time]. Please avoid heavy meals beforehand. See you soon!
Reminder #3:
Hi [Name], your appointment is today at [Time]. We’re at [Address]. Park in the back lot. Looking forward to seeing you!
Simple acknowledgment:
“Great, see you then!”
Or:
“Perfect! Looking forward to it.”
If you’ve sent all three reminders and heard nothing, you have two choices:
Option A: Call them
A quick phone call the morning of can catch people who missed the texts.
Option B: Hold the slot (with a backup plan)
Keep the appointment on your calendar, but have a waitlist ready. If they no-show, you can potentially fill the slot quickly.
“Thanks for letting me know! Would you like to reschedule for another day, or should I reach out next month to find a good time?”
No guilt. No fees (unless that’s your policy). Just a smooth path to rebooking.
You can’t improve what you don’t measure. Here’s a simple way to track progress:
| Week | Total Appointments | No-Shows | No-Show Rate | Notes |
|---|---|---|---|---|
| Week 1 | 25 | 6 | 24% | Before reminders |
| Week 2 | 28 | 4 | 14% | Started 1 reminder |
| Week 3 | 24 | 3 | 12.5% | Added 2nd reminder |
| Week 4 | 26 | 1 | 3.8% | Full 3-reminder system |
Most businesses see significant improvement within 2-3 weeks of implementing a consistent reminder system.
Three is the sweet spot for most businesses. More than three can feel annoying. Less than three leaves gaps where clients forget.
Asking for confirmation is helpful but not necessary. Some clients confirm, some don’t—but even unconfirmed clients show up at much higher rates when they’ve received reminders.
General rule: Send during waking hours when people are likely to check their phone. 9am-11am and 2pm-5pm tend to work well. Avoid very early morning, late evening, or during typical dinner hours.
For most clients under 50, text is preferred. It’s less intrusive, they can respond on their own time, and they have a written record of the details. Phone calls can work better for older clients or for very important appointments.
Respect their request immediately. Simply say “No problem, I’ll remove you from reminders.” Some clients genuinely don’t need them. For the few who then no-show, you can gently mention that reminders are available if they’d like them in the future.
This is a personal business decision. Some businesses implement no-show fees or require deposits—these can work but may also deter bookings. A strong reminder system often makes no-show fees unnecessary.
For very short booking windows, you may only need one reminder. A confirmation text immediately after booking (“You’re all set for tomorrow at 2pm!”) and one reminder the morning of usually suffices.
No-shows aren’t a character flaw in your clients. They’re a systems problem with a systems solution.
The businesses with 5% no-show rates aren’t luckier than you—they’re just sending reminders.
Here’s your action plan:
It really is that simple.
Everything in this guide works. But it does require daily effort—checking your calendar, copying templates, sending individual messages, and keeping track of who you’ve reminded.
If you’d rather set it up once and have it run on autopilot, that’s what appointment reminder software does.
GoReminders sends all three reminders automatically for every appointment. You set your preferences once—what to say, when to send—and it handles the rest. Your clients get timely, personalized reminders. You get fewer no-shows and more of your time back.
Try GoReminders free for 14 days – no credit card, no commitment, cancel anytime.
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