In-person meetings are also much less likely to result in no-shows. A friendly reminder before a meeting helps attendees prioritize their busy schedules accordingly. Include a link to schedule in your email signature for maximum effect. Google Calendar, Calendly, and even Hugo can reduce missed meetings. Keep in mind, however, that there are ways to prevent no shows in the future, such as: ![]() 4 How Do I Minimize Missed Appointments?īelow, we’ll share email templates for sending these communications in various situations. Sending multiple emails can trigger those naggy sentiments. Include all of this content in one email. The follow-up email should include links, relevant documents, and anything that helps motivate your prospect or customer to see the value in a meeting. If you have appointment setting software, be sure to include a link. Include information about how to reschedule or send a new meeting invitation. Rescheduling information.Īlso, be sure to propose rescheduling. Refer to the meeting agenda to remind them what topics would be covered in the conversation and why it was necessary to talk about them. Anticipated value.īe sure to include the value you anticipated the meeting would bring. Include the following things in your follow-up email to increase the odds of recouping the meeting with clients and customers. Leaving more than a few voice messages tells you that calls perhaps aren’t the best avenue.Ī no-show doesn’t have to result in a lost prospect or customer. Consider whether scheduling meetings is the most effective use of your time and effort. If, however, this person makes a habit of being a no-show and often leaves you with radio silence, that might require a different approach. Be honest.Īll these things considered, be direct and honest about your desire to meet (if the desire is still there). Guilt-tripping is rarely a successful tactic for landing meetings or sales. This can leave a negative impression, reducing the chances they’ll reschedule. You also don’t want to guilt-trip the no-show prospect or customer. This can come across as spammy or even harassing. Likewise, avoid reaching out on multiple channels, including social media. You don’t want to come across as nagging, so try to stick to just one follow-up email on the day of the missed meeting and wait a few days before reaching out again. The more polite you are and the more willing to forgive the flub, the more likely they’ll be to reschedule. Their reason for the no-show could be anything from a simple scheduling mistake to an emergency, and you don’t want to come across as a jerk if it’s the latter. You can only assume that they planned to make the meeting when they scheduled it. You want to avoid making inaccurate assumptions about their reason for missing the meeting. Keep it polite.įollow up without blaming the prospect or customer. Take some time to let any negative emotions settle before crafting your no-show email. Remember to keep your cool if you waited more than 5-10 minutes before realizing they were a no-show. So here are some things to keep in mind as you craft your follow-up. While a no-show is frustrating, you don’t want it to lead to completely losing the meeting opportunity. The tone of your follow-up email is essential. ![]() 2 Consider Your Tone About a Missed Meeting Responding in a timely, respectful manner can significantly increase the odds of a customer service or sales rep successfully rescheduling the meeting. At this point, it’s important to reach out and acknowledge the missed call. However, don’t wait any longer than the time the meeting would have ended. You can send your follow-up email at this point, or wait a bit if you have reason to believe they’ll reach out on their own. If you don’t get a response within ten minutes of the scheduled time, it’s usually safe to assume they’ll be a no-show. In the first few minutes of a missed meeting, you might reach out via email, text, or even phone to determine whether your attendee will be joining you. 1 When to Send a No Show Follow Up Email Writing a graceful no-show follow-up email requires balancing understanding and an expectation of respect for your time. You want to get your meeting with the prospect or customer, but you also need to follow up and acknowledge that they didn't attend as scheduled. Handling no-shows as a customer service or sales rep is tricky.
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