4 Email Templates To Someone Who Missed A Meeting

Prospects failing to show up for your meetings and ghosting you? Don’t fret, instead, try these 4 no-show meeting email templates to get them to reschedule.
Devesh Pinjani
Devesh Pinjani

Content Writer

Reading time: 5 minutes

Oftentimes, you’re left waiting for your prospect during a meeting that they‘ve agreed to attend. It can get extremely frustrating knowing that you’ve prepared for the meeting and set time aside for it — yet your prospect misses the meeting. 

This is where no-show emails come into play. 

In this article, we discuss what a no-show email is, its purpose, and how to draft one.


What is a no-show meeting email?

A no-show meeting email is an email sent to someone who fails to show up for a meeting without prior notice. 

These emails are intended to fill the client in by sharing information about what happened during the meeting. It also includes clear instructions on what’s next and plans for a new time to connect. 

Why should you send a no-show email?

Although a no-show scenario might be highly frustrating, there are methods to deal with it productively. 

Various things might contribute to a no-show on your part, such as the business you’re in, your target audience, your relationship with your prospects, and so on. 

Similarly, it’s easy to jump to conclusions about why the prospect didn’t show up (after agreeing to attend), but you can’t be 100% sure about their situation either. 

So, if a prospect or customer fails to show up for a meeting, your primary objective should be to clear the air and figure out why they didn’t show up, then try to arrange another reservation as soon as possible. 

No-shows occur for a variety of reasons, but in most cases, you still have the opportunity to seal the deal and convert them into clients.

7 tips to send a no-show meeting email

Communicating with your prospect after a no-show is definitely the best course of action. It ensures that: 

  • You don’t miss out on a great opportunity
  • Maintain good professional relations

That being said, understanding how to craft a response mail can be tricky, so before you jump onto it, make sure you know the dos and don’ts.

1. Be polite and respectful

This is a no-brainer, but you’d be surprised how many people lose their cool when they’ve been ghosted. 

It’s completely understandable to be upset about the time you put into the meeting just to have your client not show up. 

At the same time, while this circumstance is inconvenient, it is best not to allow your bad emotions to seep into your email. 

Things don’t always go as planned. Assume that there was a legitimate reason why the client did not show up and give them the benefit of the doubt. 

Craft your email maintaining a positive and polite tone. This way, you can deal with it much more calmly and do what’s best for your business. It also sets a better impression for your client and makes it easier to continue the conversation moving forward. 

2. Don’t guilt trip the prospect

Sending out emotive sob tales to guilt a prospect is never a good idea. 

It makes them feel bad, refrains them from doing business with you, and shows your company in a bad light. 

Instead, if you have to, state your side of the story while simultaneously taking an interest in knowing why they couldn’t show up and how would they like to take this forward.

3. Re-state the purpose of the meeting

Focus your conversation on delivering your prospect value. While drafting the email, reinstate what you would have been discussing in the meeting.

Include all essential resources (links, PDFs, articles) in your email. This allows your prospect to educate themselves on why they should select your product or service, as well as catch up on missing information, without slowing down the whole process. 

4. Don’t harass your prospects

While being stood up by a prospect might be frustrating, brands often stoop low and track them down in the name of “reaching out”.

When a company’s goal is to close a deal in any way possible, aggressive sales tactics are not uncommon. We need not tell you that this is not a way to persuade a prospect to meet with you again.

Instead, you should stick to using communication channels that you’ve previously talked through and make sure that your messages do not come off as hostile. 

The goal here is to convince them to schedule a second meeting rather than coercing them into it.

5. Suggest an alternative date and time

As people say – it’s all in the past (cliché..but still true).

Whether you know the reason behind your client not being able to show up, your goal should simply be to propose a reschedule and retain that valuable opportunity. 

Take the initiative and ask them if you can reschedule the meeting to a later date. If they are interested, they’ll respond positively.

To save the back-and-forth emails to find a common time, you can use a scheduling tool and attach the link to your schedule to the email. That way you can both come to an arrangement and choose a date and time that works for all. 

6. Suggest an alternate communication channel

There are a lot of different ways to connect with prospective clients.

Perhaps your client is incredibly busy and doesn’t have the availability for an hour-long Zoom call. Or they don’t have time to drive all the way into town just for a 30-minute meeting. 

That said, suggest some alternative platforms, both online and offline, to connect so you can have the conversation at their convenience.

7. Send the email in a timely manner

You’d be surprised how many people overlook timing. 

If you’ve tried calling or texting your prospect within the first few minutes to check if they’ll join the meeting eventually, but get no response, it’s safe to assume that they wouldn’t join after about 10 to 15 minutes. 

At this point, you can choose whether you want to wait a little longer, say about an additional 5 to 10 minutes. Otherwise, you can send the no-show email. 

As it’s important to reach out and acknowledge that your prospect has missed the meeting, don’t wait till the scheduled meeting time has ended before sending the email. 

By sending your no-show email in a timely manner, you can increase the chances of rescheduling the meeting. 

4 email templates to send someone who missed a meeting

Even though we’ve mentioned the necessary tips to keep in mind while writing a no-show email, sometimes, you just need some pre-written and easy templates so that you don’t make any mistakes. 

Here are 4 great examples of a no-show email that you can use:

Email template 1: A standard no-show email template

A standard no-show meeting template

Email template 2: A no-show email template with necessary attachments

An email template with necessary attachments for no-shows

Email template 3: A no-show email with a value proposition

A no-show email with a value proposition

Email template 4: A no-show email template highlighting the agendas

A no-show email template highlighting the agendas


And that’s all from us!

A no-show email template is an important tool that you should have available in your arsenal. Sending this email will help you figure out why the prospect or customer didn’t show up so that you can take action accordingly and hopefully still do business with them.

When it comes to taking the initiative, smoothing things over, and getting another meeting scheduled, it’s essential that you are polite but assertive. 

It might be a good idea to keep your temper in check; after all, it’s not too difficult to take care of these situations as long as you present yourself well.

Devesh Pinjani
Devesh Pinjani

Devesh is a content writer at Novocall.

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