What do you send when a prospect misses a meeting?

Why a no-show email should assume a good reason

A no-show email should assume a good reason because that is usually the truth and because blame makes rebooking awkward. A prospect who forgot already feels a little embarrassed; a note that says 'I waited 15 minutes' makes them less likely to reply.

Write as if the missed meeting is a small scheduling hiccup. Keep it to three or four lines, with no reminder of how long you prepared.

What to send a week later if they do not reply

A week later, send a lighter note that offers the meeting again without asking them to explain. It can also offer a smaller option, such as a written answer instead of a call.

• 'Hi [first name], I know weeks fill up fast. If [topic] is still worth a conversation, I have [day and time] or [day and time] free. If a call is hard to fit in, I can send the main points by email instead. Either way is fine.'

How do you rebook a meeting without a scheduling back-and-forth

Rebook without a back-and-forth by offering two specific times in their time zone, or a booking link if your team uses one. 'When suits you?' turns a quick yes into a planning task.

Choose slots that differ, such as one morning and one afternoon on different days. If the original time clashed with something, the second option avoids the same clash.

When should you stop trying to reschedule a no-show

Stop after the second message. Two missed attempts tell you the meeting is not a priority right now, and further rebooking emails turn a scheduling problem into a pressure problem.

Note the no-show on the contact record with the date, so a colleague who picks up the account later knows the history.

How to cut prospect no-shows before the meeting

Cut no-shows by making the meeting easy to remember and clearly worth attending. Send a calendar invite with a one-line purpose, and a short note the day before with what you will cover.