Cut no-shows with four emails and three reminders

What it does

Every no-show is a sales call you paid for and didn’t get. Most aren’t a no. The call just stopped mattering between the day they booked and the day it happened. A few short emails fix most of it: one that confirms, one with something worth watching, reminders that are easy to act on, and a personal note the morning of. Aim for 75% or more of booked calls showing up.

What you need

• Your booking tool, like Calendly
• Your inbox, and a way to schedule sends
• Something short worth watching before the call: a three-minute video, a one-page plan, or a case

How it works

1. 1

   Confirm right away

   Email 1: the booking confirmation, sent by your booking tool

   Subject: Your call is booked
   
   Hi [FIRST NAME],
   
   You're booked for [DAY] at [TIME] [TIME ZONE]. The link is in the calendar invite.
   
   Later today I'll send you [THE THING WORTH WATCHING], so the hour goes on your business, not on explaining mine.
   
   If someone else signs off on decisions like this, add them to the invite.
   
   [YOUR NAME]

2. 2

   Send something worth watching, the same day, by hand

   Email 2: before the call, sent by you within a few hours

   Subject: Before our call on [DAY]
   
   Hi [FIRST NAME],
   
   Here's [THE THING]: [LINK]
   
   It takes [MINUTES] minutes. On the call we'll put [COMPANY]'s numbers on it.
   
   Please have [WHAT THEY SHOULD HAVE OPEN] open when we start.
   
   [YOUR NAME]

3. 3

   Remind them three times

   24 hours, one hour and ten minutes before, by email or text. Most booking tools send these on their own. Each one says when, the link, and what they’ll leave with.

4. 4

   Check in the morning of, by hand

   Email 3: the morning of the call

   Subject: Today at [TIME]
   
   Hi [FIRST NAME],
   
   Looking forward to [TIME]. I've set the hour aside for you. Here's the link: [LINK]
   
   Can you confirm you're still good to go?
   
   [YOUR NAME]

   A reply means they’re coming. Silence is a warning, so be ready to rebook.

5. 5

   If they miss, write within 15 minutes

   Email 4: no-show, plus one follow-up two working days later

   Subject: Missed you today
   
   Hi [FIRST NAME],
   
   I was on at [TIME] and missed you. No problem, things come up.
   
   If you'd still like to go through it, pick a new time here: [BOOKING LINK]
   
   [YOUR NAME]
   
   ---- Two working days later, in the same thread, if there's no reply ----
   
   Should I keep a spot open for [COMPANY], or close this out for now? Either answer is fine.

6. 6

   Track your show rate every week

   Calls held over calls booked. Under 75%, look at how far ahead people can book (a long wait loses them; two to three weeks is plenty) and whether the before-call email is worth opening.

What good looks like

Three in four booked calls or more show up, and every no-show gets a way to rebook within 15 minutes.

Mistakes to skip

• Letting people book weeks out. The further away the call, the more no-shows.
• Reminders that only say “reminder”. Give them a reason to come: what they’ll leave with.
• Chasing a no-show for weeks. One rebook email, one follow-up, then close it out.