Overview
No-shows cost sales teams an estimated 20% of their meeting time. A well-crafted confirmation sequence can reduce no-shows by 40%+.
Template 1: Initial Confirmation
Send: Immediately after booking
Subject: Confirmed: [Your Company] + [Their Company] - [Day] at [Time]
Hi [First Name],
Great connecting with you! Looking forward to our call.
Here are the details:
📅 **Date:** [Day, Month Date]
🕐 **Time:** [Time] [Timezone]
📍 **Where:** [Zoom/Teams/Phone - include link]
⏱️ **Duration:** [X] minutes
**What we'll cover:**
- [Topic 1]
- [Topic 2]
- [Your questions about X]
If you'd like to include anyone else from [Company], feel free to forward this invite.
See you [Day]!
[Your name]
[Calendar link to reschedule]Why it works: Sets clear expectations, makes it easy to include others, and the calendar link reduces ghosting (they’ll reschedule rather than no-show).
Template 2: Day-Before Reminder
Send: 24 hours before meeting
Subject: Tomorrow: [Their Company] + [Your Company] - [Time]
Hi [First Name],
Quick reminder about our call tomorrow at [Time] [Timezone].
Join link: [Link]
I've done some prep and have a few ideas I think you'll find valuable around [topic they mentioned].
Let me know if anything has changed. Otherwise, see you tomorrow!
[Your name]Why it works: Gentle reminder, shows you’re prepared, gives them an easy out to reschedule rather than no-show.
Template 3: Morning-Of Reminder
Send: 2-3 hours before meeting
Subject: In [X] hours: Our call at [Time]
Hi [First Name],
Looking forward to connecting in a few hours.
📍 [Zoom/Teams link]
🕐 [Time] [Timezone]
See you soon!
[Your name]Why it works: Short, practical, ensures the meeting is top of mind.
Template 4: Pre-Meeting Value Add
Send: 24 hours before (alternative to Template 2)
Subject: Quick prep for tomorrow's call
Hi [First Name],
Ahead of our call tomorrow, I wanted to share a quick resource:
[Link to relevant case study, article, or one-pager]
This covers [specific topic] and might spark some ideas for our conversation.
No need to review in detail—just thought it might be helpful context.
See you at [Time]!
[Your name]Why it works: Provides value, demonstrates expertise, increases their investment in attending.
Template 5: Post-Reschedule Confirmation
Send: After they reschedule
Subject: Rescheduled: [Their Company] + [Your Company] - [New Day/Time]
Hi [First Name],
No problem at all—I've got us locked in for:
📅 **New Date:** [Day, Month Date]
🕐 **New Time:** [Time] [Timezone]
📍 **Where:** [Link]
I'll send a reminder the day before. Looking forward to connecting then!
[Your name]Why it works: Gracious, confirms new details clearly, maintains positive rapport.
Template 6: No-Show Follow-Up
Send: 15 minutes after scheduled time
Subject: Missed you today - let's reschedule
Hi [First Name],
I was on the line for our call at [Time] but didn't see you join. No worries—things come up!
Here are some times that work on my end:
- [Option 1]
- [Option 2]
- [Option 3]
Or grab a time that works for you: [Calendar link]
Looking forward to connecting when it works better.
[Your name]Why it works: Non-judgmental, makes rescheduling easy, maintains the relationship.
Template 7: Second No-Show Follow-Up
Send: 24 hours after no-show
Subject: Still interested in connecting?
Hi [First Name],
Following up from yesterday—I had [Time] blocked for us but we didn't connect.
I'm still happy to chat if [topic/pain point] is something you're working on. If priorities have shifted, just let me know and I'll close this out.
Either way, let me know where you stand.
[Your name]Why it works: Direct but respectful, gives them permission to bow out, creates some urgency.
No-Show Prevention Checklist
Before Booking
- Confirm timezone explicitly
- Verify they have calendar access
- Ask who else should join
After Booking
- Send immediate confirmation with all details
- Include easy reschedule option
- Add to your reminder sequence
Before Meeting
- Send 24-hour reminder
- Send morning-of reminder
- Have backup phone number ready
If They No-Show
- Wait 5 minutes, then send reminder
- At 10 minutes, try calling/texting
- At 15 minutes, send follow-up email
- Follow up again next day if no response
Reducing No-Shows: Best Practices
1. Confirm Timezone
Always specify timezone in confirmations. “2pm EST” not “2pm.”
2. Use Calendar Invites
Don’t rely on email alone. Send a proper calendar invite that blocks their time.
3. Include the Link Everywhere
Put the meeting link in:
- The calendar invite
- The confirmation email
- Every reminder
4. Set Clear Expectations
Tell them what you’ll cover and how long it will take. Reduce uncertainty.
5. Get Their Phone Number
“In case of tech issues, what’s the best number to reach you?“
6. Ask About Other Attendees
“Is there anyone else who should join us?” More attendees = higher show rate.
7. Send Value Before
Share a relevant resource. Increase their investment in the meeting.
Metrics to Track
| Metric | Poor | Average | Good |
|---|---|---|---|
| Show Rate | <70% | 70-80% | >80% |
| Reschedule Rate | >20% | 10-20% | <10% |
| Hard No-Shows | >15% | 5-15% | <5% |
Show Rate = Meetings Held / Meetings Booked Hard No-Show = No response to follow-ups after missed meeting