25 Email & Text Message Templates to Rebook No-Shows and Lost Clients at Your Med Spa

Med spas lose a surprising amount of revenue on missed appointments. No-shows are more common than many realize — healthcare industry data shows average no-show rates range between 17–30%, depending on specialty and client demographics (source: Journal of General Internal Medicine; Forbes). In the beauty and wellness sector, surveys show that up to 25% of appointments are missed without notice, especially when prepayment isn’t required (source: Mindbody Wellness Index, 2023).

Even one no-show a day can add up. For example, if a med spa’s average treatment is $150 and it experiences just 4 no-shows per week, that equals over $30,000 in lost revenue per year. A report by Square on small businesses found that missed appointments can cost $26,000 annually for salons, clinics, and service-based providers, especially those without deposits or automated follow-ups in place.

But here’s the real kicker: most med spas aren’t doing enough to win those clients back. A missed appointment is often treated as a dead lead, when in reality, 70–80% of clients say they would consider rebooking if contacted with a friendly message or offer (source: Pabau client retention survey, 2023). In 2026’s mobile-first, AI-assisted market, failing to follow up is a costly mistake — both in revenue and in long-term client loyalty.

Want to Rebook More Missed Clients?”

Book a complimentary call with the Workee team to walk through your current follow-up flow and explore easy ways to recover no-shows, increase rebookings, and get more appointments on the calendar.

📅 Claim Your Free Growth Audit

Why Do No-Shows and “Ghosted” Clients Happen in 2026?

Before we jump into the templates, it helps to understand why med spa clients no-show or disappear – especially with how behaviors have changed in recent years. Here are the top reasons:

• Scheduling Friction & Forgetfulness: In today’s on-demand world, clients expect convenience. If your booking process is a hassle or if you don’t send reminders, more clients will skip appointments simply because scheduling felt like too much work. In fact, 61% of patients have skipped appointments because the process was inconvenient. And even when booking is easy, human memory is fallible – “I forgot” is a common (and often honest) excuse for no-shows. Without reminders, many will simply lose track of an appointment made weeks ago.

• No Financial Commitment: Med spas that don’t require a card on file or deposit may see higher no-show rates. Clients who haven’t put any money down have less skin in the game – if something else comes up, it’s easy for them to skip knowing they won’t be charged. (On the flip side, requiring a small deposit can dramatically cut down no-shows, though it might deter some new clients.)

• Client Behavior Post-2020: Since 2020, consumers have become even more mobile-first and less patient. They compare every service to the ease of hailing a rideshare or ordering food on an app. If they decide at 10 p.m. they want a facial and your online booking isn’t quick and smartphone-friendly, they may not book at all. Conversely, if they did book far in advance, they might be more prone to forget or feel less committed (life moves fast – an appointment made 3 months ago can feel like a low priority now). The pandemic also normalized last-minute changes and flexibility, which can lead to more casual attitude about canceling or no-showing appointments.

• Lack of Confirmation or Policy Clarity: Sometimes clients genuinely think they canceled or weren’t sure they were confirmed. If your system doesn’t send confirmation texts/emails or make cancellation policies clear, a client might assume “it’s no big deal” to skip. A friendly heads-up about your no-show policy during booking can prevent a lot of misunderstandings. (For example, simply stating “Please give 24 hours’ notice to cancel to avoid a fee” sets expectations.)

• Life Happens (Emergencies or Confusion): And of course, sometimes unavoidable things happen. Illness, family emergencies, or even a mix-up on the time can cause a well-meaning client to miss an appointment. These folks often feel bad and will rebook if you handle it with understanding instead of anger.

Bottom line: In 2026, no-shows remain a stubborn problem – surveys show average no-show rates of 10–20% in beauty services, and up to 30% in some cases. Clients might ghost you due to forgetfulness, lack of commitment, or simply digital-age expectations. The good news is that thoughtful follow-up messaging and smoother booking flows can drastically reduce these no-shows (more on prevention later). And when no-shows do happen, a timely, well-crafted follow-up can often save the relationship.

What’s the Real Revenue Cost of Not Rebooking?

Every missed appointment hurts your bottom line – not just once, but potentially for the lifetime of that client. Here’s how failing to rebook no-shows and lost clients impacts revenue:

• Immediate Lost Revenue: Each empty slot is revenue you never recoup. For medical spas offering injectable treatments or high-end facials, one no-show could be a loss of $200–$500 right off the bat. Even a “small” no-show rate can add up to significant losses. On average, missed appointments contribute to a 14% daily revenue loss for medical practices. For many med spas, that can be $100,000+ per year evaporated in unused provider time. Ouch.

• Lifetime Value Walks Out the Door: The bigger cost is the lifetime value of that client if they never return. Med spas thrive on repeat treatments – the client who missed their Botox appointment today might have otherwise come 3–4 times a year, every year. Repeat clients spend 67% more than new clients on average, thanks to add-ons and continued services. If you lose even a few regulars due to no follow-up, you’re potentially missing out on tens of thousands in future sales.

• Retention Beats Acquisition: It’s well known that keeping a client is far more profitable than finding a new one. In fact, about 80% of your future profits often come from just 20% of your existing clients – your loyal fans. If someone no-shows and never comes back, you have to spend money on marketing to replace them, whereas a simple text might have brought them back. Acquiring a new spa client can cost 5X more than re-engaging an existing one. Not rebooking no-shows = wasting all the effort you spent to win that client initially.

• Small Improvements = Big Gains: Because of that leverage, even a small uptick in rebooking rate makes a big difference. For example, if you currently rebook only 20% of no-shows, raising that to 50% could add a huge chunk of revenue over the year. Often it’s just a matter of timely follow-up – a gentle nudge within 1–2 days can bring many clients back that would otherwise vanish. One med spa reported jumping from 32% to 58% retention after implementing a structured follow-up plan for new clients.

• The 24–48 Hour Window is Key: Timing matters immensely. Industry experts advise contacting no-shows as soon as possible, ideally within a few hours and no later than the next day. When you follow up within 24 hours, the missed visit is still on the client’s mind (and their schedule is still flexible enough to rebook quickly). Wait a week, and the urgency is gone – the client assumes you’re not concerned or they may have booked elsewhere. In fact, the “sweet spot” for follow-up is between 1 hour and 24 hours after the no-show. Quick outreach shows you care and catches the client before they drift. Our templates below will note recommended timing for each scenario – some are best sent the same day, others a day or two later.

To put it simply: every no-show is lost money, but it doesn’t have to stay lost. By acting fast and using the right messaging, you can recover a good share of those missed appointments. Rebooking one “ghost” client could mean not just filling one slot, but securing a loyal customer who might spend hundreds or thousands over their lifetime at your spa. The following sections will show you when and how to follow up to maximize those recaptured bookings.

When and How to Follow Up After a Missed Appointment

Timing and approach are everything when following up with someone who skipped their appointment. Here’s how to get it right:

• Follow Up Sooner Than Later: As mentioned, don’t procrastinate. A client is most likely to rebook in the first day or two after a missed session. They may already feel a bit guilty or disappointed they missed out – capitalize on that window. Send a message the same day, or within 24 hours at most. A prompt “We missed you, is everything okay?” text an hour or two after a no-show can often prompt an immediate reschedule. If you can’t do same-day, a polite next-morning email or text is still effective. After 48 hours, your chances drop sharply . (Exception: if you know the client missed due to something like an emergency, give them a day or two, then reach out with care.)

• Text vs Email – Use Both Strategically: SMS text messages tend to get seen immediately – they boast open rates around 98% (with 90% read within 3 minutes), far higher than email. For that reason, a text is often the best first touch after a no-show, especially for a quick “Hey, you missed your appointment – here’s the link to rebook” type nudge. However, email has its place too. Emails allow longer form communication – useful if you’re offering a special promo to win them back or want to include additional info (like prep instructions if they reschedule). We recommend: send a short text soon after the no-show, and follow up with an email by the next day if they haven’t rebooked. You can even reiterate the offer or info in email with a friendly tone. Also consider the client’s known preferences – if someone always communicates via email, an email might be better received (and vice versa for text). Many med spas use a one-two punch: text first, email second.

• Keep the Tone Friendly & Understanding: It’s critical not to scold or guilt-trip the client. Assume good intent (unless they have a pattern of no-shows). Your first follow-up should be warm, polite, and even a bit concerned. For example, acknowledge that they missed the appointment without sounding accusatory, e.g. “I hope everything is okay!”. You can express disappointment that you didn’t see them, but quickly pivot to how you’d love to help them reschedule. By keeping it non-judgmental and inviting, you preserve the relationship. A friendly tone makes it far more likely the client will respond positively. (In our templates, you’ll see phrases like “Hope you’re alright” and “We’d love to see you whenever you’re ready” to set that tone.)

• Be Clear and Direct: While empathy is key, don’t dance around the point. Let them know explicitly that they missed the appointment, and that you’re reaching out to help them rebook. Provide any necessary details they need, like the service they missed or your policy if relevant. For instance: “You missed your HydraFacial appointment at 3 PM today. No worries – if you’d like to reschedule, here’s the link…”. Clients appreciate clarity. Also, if your no-show policy involves a fee or lost deposit, you should mention that tactfully in the follow-up (especially for first-time offenders you might phrase it gently – see our “policy reminder” templates). Provide a straightforward call-to-action: a phone number to call or, ideally, a direct booking link so they can quickly pick a new time . The easier you make it to take action, the more rebookings you’ll get.

• Choose Your Channel and Timing for Second Follow-Ups: If your initial text doesn’t get a response, you might send one more follow-up a couple of days later. For example, send a text the same day, then an email 2–3 days after saying “We’d still love to see you, even if the week got busy…”. Or vice versa. Use a different medium the second time (e.g. if they ignored a text, try an email with a slightly different message or incentive). But don’t overdo it – two follow-ups for a no-show is usually enough. You want to be helpful, not pushy. Bombarding a non-responsive client with messages can annoy them and ensure they never come back. In general, max two touches after a missed appointment is a good rule (and zero if they explicitly canceled last-minute, in which case just a note about the fee if any).

• Automation Can Help (Without Losing the Human Touch): It’s tough to stay on top of timely follow-ups, especially when you’re busy with other clients. That’s where tools like Workee’s Smart Follow-Up come in handy. You can set up automation to send a pre-written no-show message at a set time after a missed appointment – ensuring no one falls through the cracks. For example, Workee can detect if an appointment was marked as “No-Show” and trigger a text or email to that client an hour later, saying what you want it to say. This guarantees the message goes out promptly (even if you’re swamped or it’s after hours), and it frees your staff from having to remember to follow up. The key is to write the automated messages with a warm, personal tone (like the ones in our templates) so they feel personal. You can even include dynamic tags like the client’s first name and appointment type, so it doesn’t read like a generic form letter. We’ll discuss automation more later – including how to set up smart triggers and even A/B test different messages. When done right, automation + good templates = the perfect balance of consistency and caring tone.

In short, follow up fast, kindly, and clearly. Use texts for immediacy, emails for additional persuasion, and don’t hesitate to automate the process to make sure it happens every time. Next, let’s talk about what to say in those follow-ups – the elements that make a rebooking message truly effective.

Not Sure Why Clients Aren’t Coming Back?

Schedule a free strategy call with Workee — we’ll review your current booking process and share simple, practical steps to help turn missed visits into loyal clients.

🎯 Book a Complimentary Consultation

What Makes a Great “Rebook Your Appointment” Message?

Not all follow-up messages are created equal. A vague “Sorry we missed you, call us to reschedule” isn’t going to cut it in most cases. Through experience and marketing data, med spas have found that the highest-converting rebooking messages share a few key ingredients:

• Personalization: Always include the client’s first name (and use a friendly greeting like “Hi Jane,” or “Hey {Name}!”). If possible, mention the specific service or provider they had booked. For example, “Hi Sarah, we saw you weren’t able to make it to your Botox appointment with Nurse Amy today…” This shows the client it’s not a mass blast – it jogs their memory about what they missed and feels tailored to them. Many booking systems, including Workee and others, allow you to insert personalization tokens automatically (e.g., {first_name}) in templates. Use those! Also, if you know something contextually (like it was a first-time consultation), you can reference that: “I was looking forward to chatting about your skincare goals.” Personal details = higher engagement.

• Empathy and a Non-Judgmental Tone: Start by softening the fact that they no-showed. Phrases that work well include: “Hope you’re okay,” “I know life gets busy,” “No worries, these things happen,” etc. This immediately diffuses any awkwardness or guilt the client might feel. You’re basically saying, “I’m not mad, I understand stuff comes up.” Also, if you have a hint why they missed (maybe they called saying they were stuck at work), acknowledge that: “I’m sorry work derailed your plans today.” The goal is to make them feel understood and welcome to reschedule, rather than ashamed. Never scold or use a negative tone like “You didn’t show up” or “You failed to come in”. Instead, frame it neutrally: “It looks like we missed each other today” or “You weren’t able to make it in for your appointment”. Then quickly reassure them you’d still love to have them back. Maintaining a gracious tone is especially crucial in beauty/wellness where client relationships are personal.

• A Clear Call-to-Action (CTA): Make it extremely easy for the client to take the next step. The best method is to include a direct booking link in the message. For texts, that could be a short link that opens your online scheduling page (preferably taking them straight to rescheduling that specific service). For emails, you might have a nice big “Book Now” button or hyperlink. If your system supports a one-click rebooking link (some platforms generate a unique link that instantly lets them pick a new time for the same service), use that. The client should not have to dig around or, worse, make a phone call – if they’re reading a text at 8pm, a clickable link to rebook online in seconds is gold. Always include contact info as a fallback too : e.g. “or call us at 555-1234 if you need help.”But the primary CTA should be quick and digital. By removing friction, you’ll capture those who think “Oh yeah, I do want to reschedule” in the moment. Every template we provide below includes a CTA link or instruction.

• Urgency (But Gently): Adding a soft sense of urgency can spur action without feeling pushy. Phrases like “We have a few openings later this week” or “Appointments are filling up fast now that fall is here” work well. You can also mention a timeline: “if you’d like to rebook this week…” or “book in the next 7 days to take advantage of X.”The idea is to encourage them not to procrastinate indefinitely. Another angle is to invoke FOMO: “We know you were excited about [the service]; we don’t want you to miss out on the results!” or “Our schedule tends to book up near the holidays, so grab a spot soon.” One of our templates below is an “urgency-based” no-show follow-up similar to what YouCanBookMe suggests, emphasizing limited availability. Keep the urgency friendly – we avoid any aggressive ultimatums. It’s more of a nudge that now is a great time to come in.

• Optional Incentive: Incentives aren’t always necessary, but they can be very effective for winning back hesitant clients. For example, offering a small discount or free add-on to encourage rebooking. In a med spa, you might say: “If you reschedule this week, enjoy 10% off your treatment as a thank-you” or “Book again and we’ll add a complimentary LED therapy upgrade to your session”. Monetary discounts (percentage or dollar off) work, but sometimes a value-add (“free enzyme peel add-on,” “bonus product sample”) can feel more personal and less like you’re just giving away revenue. Our templates include a couple of “no-show with incentive” examples. Use incentives strategically: perhaps for first-time clients who no-show (to entice them back), or long-lost clients you really want to reactivate. You might skip incentives for chronic no-show offenders (you don’t want to reward bad behavior repeatedly). And if you do offer something, make it time-bound (“this month only”) so they have reason to act. A/B testing has shown that personalized incentives (like a service add-on the client values) can outperform generic “10% off” blasts. So tailor it if you can based on what the client likes.

• Keep it Short (Especially for SMS): When crafting text messages, remember that SMS has character limits. A standard SMS is 160 characters (beyond that, it may split into multiple texts). And if you use any emojis or special characters, the limit can drop to 70 characters for that message. So, brevity is key. Our SMS templates are concisely worded to fit in one message. Emails allow more room, but even then, shorter is often better – busy clients will skim. Aim for 2–4 sentences in an email, or bullet points if you’re listing options. Stick to one main point: rebook your appointment (plus maybe an incentive line). You can also use formatting in emails (bold text for the CTA, for example) to make it scannable. The templates below provide right-sized examples for both mediums.

• Professional but Human Language: The tone should match your brand, but generally for med spas a warm, professional-yet-conversational voice works well. You are often a clinician or aesthetician, but also a friendly service provider. So phrases like “we’d love to see you”, “let us know if you have questions”, “thank you for your understanding” strike a balance between casual and respectful. Avoid overly stiff language (“Dear Customer, you failed to attend” is too formal and cold) as well as overly slangy talk that might undermine credibility. Imagine how you’d speak to the client on the phone if you were kindly asking to reschedule – and use that voice in writing.

Now that you know why these messages work, it’s time to put them into action. Below, we’ve organized 25+ ready-to-use templates by scenario. These cover everything from a gentle same-day text for a no-show, to a “we haven’t seen you in 3 months” email with a win-back offer. Feel free to copy, paste, and customize them to fit your spa (insert your client’s name, your business name, etc.). We’ve also included notes on when to send, what channel to use, and how to set it up in Workee (if you want to automate the process). Let’s turn those no-shows into rebookings!

25 Email & Text Templates That Actually Work (By Scenario)

Each category below addresses a common situation where you’ll want to follow up with clients. You might not need all 25 templates at once, but it’s good to have this toolkit ready. For instance, if a client simply forgot their appointment today, use a No-Show Reminder template. If a client hasn’t returned in 90 days, pull out a “We Miss You” re-engagement email. Mix and match as needed – and remember to insert the appropriate details (client name, service name, dates, etc.) where you see placeholders in [brackets].

No-Show Rebooking – Gentle Reminder (Same-Day Text)

When to use: A client no-shows an appointment without any prior cancellation or deposit on file. You want to kindly remind them and get them back on the schedule ASAP. Best to send a text message within a couple of hours of the missed appointment (or by end of day). Tone should be warm and understanding – assume it was an honest mistake or unavoidable issue.

SMS – Friendly Same-Day Nudge:

“Hi [Name], we missed you at your appointment today and just wanted to check in. If you’d like to reschedule your [Service], you can pick a new time here: [Rebooking Link]. No worries if something came up – we’d love to see you whenever you’re ready! 💗”

Workee Smart Follow-Up: Set this as an automated text to send 1–2 hours after a no-show is marked. Workee will pull in the client’s name and a one-click rebooking link for their missed service, so it feels personal and makes rescheduling effortless.

(Optional) Second-Day Email Follow-Up: If the client hasn’t rebooked or replied to the text by the next day, you can send an email reiterating the message. For example:

Subject: We Missed You Yesterday at [Spa Name]

Email Body: “Hi [Name], I’m sorry we didn’t get to see you for your [Service] appointment yesterday. I hope everything is okay! If you need to rebook, just click here: [Booking Link] to choose a new slot that works for you. We have a few openings later this week. If you have any questions or if there’s anything we can do to help, please let us know. We’d still love to take care of you!

– [Your Name], [Your Med Spa]”

(You can send this manually or use Workee to automate an email 24 hours after a no-show. It’s a gentle reminder in case they missed the text or preferred an email.)

No-Show – Policy Reminder (Deposit or Fee Charged)

When to use: If your booking policy involves a no-show fee or forfeiting a deposit, and a client misses their appointment, you should follow up to inform them of the charge and try to save the relationship. These messages walk the line of being firm about the policy while inviting the client to rebook. Send either same day (if the charge is immediate) or next day. Typically via email or voicemail for a more formal record, but you can text if that’s your usual contact method – just keep it professional and empathetic.

Email – No-Show Fee Notice (Friendly but Direct):

Subject: Your Appointment Yesterday & Next Steps

Body: “Hello [Name], I’m reaching out regarding your appointment on [Date] that we missed. I hope you’re alright. As a reminder, our cancellation policy requires 24-hour notice, so we did need to charge the [no-show fee/deposit] of [$$]. I know life gets busy, and I’m sorry we couldn’t see you. I want to make sure we can still help you achieve your goals – if you’d like to reschedule your [Service], please reply or book a new time here: [Rebooking Link]. We truly value you as a client and hope to see you soon (and of course, we’ll apply your deposit to that visit). Thank you for understanding, and feel free to call us at [Office Phone] with any questions.

– [Your Name], [Clinic Name]”

(This template makes the policy clear but remains polite and focused on getting them back. It mentions the fee/deposit nonrefundable as per policy, but quickly pivots to “hope to see you again.” You can adjust the wording depending on your exact policy – e.g., “the card on file was charged $50 per our no-show policy” or “unfortunately, your deposit is forfeited as stated in our policy.” Just don’t shy away from mentioning it – clients should be informed of charges.)

SMS – Brief Policy Reminder + Rebook Link:

“Hi [Name], you missed your [Service] appt at [Time] today. Per our policy, we did have to charge the $[fee] no-show fee. We’d still love to have you – if you’d like to rebook, use this link: [Short Rebook Link] or call [xxx]. Thank you for understanding!”

(This is a shorter text variation if you prefer to send via SMS. It’s a bit terse due to character limits, but you can soften it slightly with an opening like “Hope you’re okay” if space allows. Ensure the key points are there: missed appt, fee charged, invitation to rebook.)

Workee Tip: You can create a conditional Smart Follow-Up email that only triggers for no-shows where a fee/deposit was involved. For instance, in Workee you might tag appointments with “Deposit” and use that to send the appropriate template. This way, clients get a tailored message addressing the charge, automatically. Just make sure your system has their card on file and has processed the fee before the email goes out.

No-Show Rebooking – With Incentive to Return

When to use: For first-time clients or important returning clients who no-showed, you might offer a small incentive to encourage them to reschedule rather than disappear. This can also be useful if a client no-showed without a great excuse and you’re worried they won’t rebook – a “we’d love to make it up to you” perk can lure them back. Use sparingly (you don’t want to train people to abuse freebies), but it’s very effective for winning a second chance. Send within 24 hours of the missed appointment. Channel can be email (to explain the offer) or text if it’s a simple discount code.

Email – “We’d Love to See You Again” + Discount:

Subject: A Little Gift to Reschedule Your Appointment

Body: “Hi [Name], we’re sorry we missed you at your appointment yesterday. We know schedules can get crazy. We truly value you and would still love to help you with [Service]. As a thank-you for booking with us, here’s a 10% OFF coupon you can use for your rescheduled visit: USE CODE: COME BACK. 🥰 Simply enter that code when booking online or mention it if you call. You can rebook your appointment here: [Link]. We have spots open this week and next. We hope to see you soon – and feel free to reply if there’s anything we can do to accommodate you.

– The [Spa Name] Team”

(This message combines understanding tone with a clear incentive. The “come back” code makes it feel like a special courtesy. Adjust the discount or offer to what makes sense – e.g., $20 off, or a free add-on service instead. The important part is to frame it positively: a gift for them, not a penalty. Also, by tying the code to their rescheduled visit, you ensure it’s only used if they actually book again.)

SMS – Quick Rebook Bonus:

“Hi [Name]! We missed you at [Spa Name] and we’d love to see you. 💖 Rebook your appointment using [This Link] and get 15% off as a one-time courtesy. (Use code THANKS at checkout.) We hope to pamper you soon!”

(A succinct text version with an incentive. Note the use of an emoji and upbeat language to keep it friendly. If you have an online booking system that accepts promo codes, make sure to include instructions or a very short code that’s easy to remember.)

Workee Tip: Using incentives can be a great A/B test. Workee’s analytics let you track rebooking rates, so you could send half your no-shows a standard reminder and half an incentive offer to see which performs better. If the incentive significantly boosts rebookings (and the math makes sense for you), you might make it a standard practice. You can automate this with Workee by creating two follow-up variants and letting the system alternate, then checking the conversion stats in your dashboard. Data-driven win-back!

“We Miss You” – Re-engage Clients After No Activity (30/60/90 Days)

When to use: This is for clients who haven’t visited in a while (not necessarily due to a no-show, but just haven’t booked a new appointment). Common touchpoints are 30 days, 60 days, 90 days of inactivity – or whatever cadence fits your business (e.g., if most clients come monthly, 60 days might be a long gap). The tone here is warm and inviting, possibly with a hint of “we noticed you haven’t been in, and we care.” It’s less about a missed specific appointment and more a general win-back. These are typically emails or mass texts sent as part of your retention marketing. You might include an incentive for longer absences.

30 Days Since Last Visit – Casual Check-In Text:

“Hi [Name]! It’s been a month since we last saw you at [Spa Name]. We hope you’re still glowing from your last [Service]! 🥰 When you’re ready for a refresh, we’d love to see you again. You can book your next appointment here: [Booking Link]. Let us know if you need anything!”

(This SMS is upbeat and assumes they had a good last visit. No hard sell, just a nudge that they’re due for another round. The emoji and “glowing” reference add a personal touch relevant to spa treatments.)

60 Days – “We Miss You” Email with Soft Offer:

Subject: We Miss You – Come Back for Some Self-Care?

Body: “Hi [Name], we noticed it’s been a couple of months since we’ve seen you and we just wanted to reach out. We hope you’ve been well! If you’ve been putting off a little self-care, now’s a great time to treat yourself. We’re here whenever you need us – and in fact, here’s a 10% off gift on your next visit to welcome you back. 😊

Feel free to book a session online at [Booking Link] (the discount will apply automatically), or reply to this email if you need a recommendation on treatments. We’ve got some exciting new [Seasonal Service or Product] that you might love. Don’t be a stranger – we’d love to pamper you again!

– [Your Name], [Spa Name]”

90+ Days – Win-Back with Special Offer (Email):

Subject: A Special Welcome Back Offer for You, [Name]

Body: “Dear [Name], we’ve missed you! It’s been a while since your last visit, and we’d love to see you back at [Spa Name]. As one of our valued clients, we want to offer you something special: $50 off your next treatment of $150 or more. This is our way of saying we’d love to continue being part of your beauty journey. 🌟

Whether you’re due for your next [Service they had before] or want to try something new (have you heard about our new [New Service]?), now’s a perfect time. Just use code WELCOME50 when booking online, or mention it when you call. [Click here to book your next appointment].

If there’s a reason you haven’t been in, we’d appreciate any feedback – we’re always looking to improve. Otherwise, we hope to see you soon and get you glowing again!

Sincerely, [Your Name]”

(This is a stronger offer aimed at those long-lost clients. You can adjust the value based on your price points. The mention of feedback subtly invites them to voice any issue that kept them away – which you should absolutely address if they respond with a concern. It shows you care about why they left.)

Workee Tip: Workee makes it easy to set up “reactivation” campaigns for lapsed clients. You can configure a Smart Follow-Up sequence such as: if no bookings for 30 days, send Template A (text); if still none by 60 days, send Template B (email); 90 days, Template C (email with bigger offer). The system can check last visit dates and trigger these automatically. This drip approach ensures you consistently nudge clients at critical points without manual effort. Just be sure to update the content occasionally (seasonal references, new services, etc., can make your emails feel fresh).

“Come Back for [Season]” – Seasonal Service Reminder

When to use: Certain treatments are seasonal or have ideal timing (e.g., people do peels in fall/winter, body sculpting in spring, etc.). This template is to entice past clients to return for a season-specific service or promotion. It works for clients who haven’t booked that service this season or who expressed interest before. Timing is obviously key – send ahead of or early in the season. It can go to all clients or a targeted list (like everyone who got chemical peels last fall but hasn’t yet this fall).

Email – Seasonal Rebooking Example (Fall Peel):

Subject: It’s Peel Season! Ready for Your Fall Glow-Up?

Body: “Hi [Name]! As the weather cools down, it’s the perfect time for that chemical peel to refresh your skin. 🍁 Many of our clients love doing their intensive skin treatments in fall – and we recall you enjoyed your peel with us last year. We’re reaching out to see if you’d like to schedule your Fall Renewal Peel in the next few weeks.

We have a seasonal offer right now: book a peel in October and get a free LED light therapy add-on (value $40) to supercharge your results. Your skin deserves some post-summer TLC!

Slots are filling up as everyone preps for the holiday glow. If you’re interested, grab a spot here: [Booking Link for Peel]. As always, let us know if you have questions about prepping or if you need a personalized recommendation. We’d love to help you fall in love with your skin this fall! 🍂

– [Your Name], Lead Esthetician”

(This template uses seasonal language and urgency. It specifically mentions the client’s history (“you enjoyed your peel last year”) which might not always be known – you could remove that line or adjust it to “this is a popular time for peels.” The free add-on is an incentive tailored to that service. And the overall tone is enthusiastic about the season and service.)

SMS – Quick Seasonal Ping (Spring Body Contouring):

“Hi [Name], spring is around the corner! 🌷 Ready to get summer-ready? Our body contouring packages are 20% off this month. If you’ve been thinking about another [Service] session, now’s a great time. Reply or book here: [Link]. Let’s help you shine by summer!”

(This text is a broad example. It creates urgency by aligning with the season (spring -> summer prep) and includes a promo. It’s friendly and motivating. You can tailor it to any seasonal angle – e.g., “Holiday party coming up? Refresh your look with [Service]” for winter/holidays.)

Workee Tip: You can schedule seasonal campaigns well in advance using Workee. For instance, set up an email to go out every September 1st to all clients who had a peel or IPL in the past, reminding them about fall skincare. Workee also allows segmenting clients by past services and tags, so your seasonal email can go to exactly the right audience (like only those who did body sculpting last spring, etc.). Personalized targeting will yield better results than generic blasts.

Win-Back Former Clients with a Gift or Promo

When to use: This is a general win-back offer for clients who at one point were regulars or at least had a few visits, but then stopped coming (perhaps they moved to a competitor, or just drifted). The difference from the “We Miss You 90-day” is that this could be used even after many months or a year of no visits – it’s more of a last attempt to rekindle the relationship. Often, a more generous incentive or heartfelt note is used here, since you’re trying to woo them back. Use via email or even a handwritten card (if feasible), but email is quickest.

Email – VIP Win-Back with Personal Note:

Subject: [Name], We’d Love to Welcome You Back + a Gift Inside

Body: “Hi [Name], I hope you’ve been doing well. I was looking through our client archives and realized it’s been quite some time since we last saw you at [Spa Name]. First, I want to sincerely thank you for trusting us in the past for your treatments – clients like you are the heart of our business. We’d be honored to have you back, if there’s anything we can do to serve you better.

As an incentive, I’d like to offer you a $100 credit to use toward any service of your choice. No strings attached – it’s our way of saying we value you. If you’ve found another provider, no worries at all, but if you’re open to visiting us again, we promise to make it worth your while with the same level of care you remember (and then some!).

You can view our services or book here: [Link]. Feel free to reply directly if you have questions or if something in the past wasn’t up to par – I’d genuinely appreciate your feedback. In any case, thank you for reading, and I do hope we’ll get the chance to treat you again.

Warm regards,

[Your Name], Owner of [Spa Name]”

(This approach is very personalized and gracious. It flatters the client (“heart of our business”), acknowledges they might have gone elsewhere, and provides a substantial credit which implies confidence in winning them back. Even if $100 is too high for you, the key is to make it something significant that catches attention, especially for high-value clients lost. This kind of email would typically be one-off or very targeted, not an automated blast. Adjust the amount and tone to your comfort, but keeping it earnest and appreciative can win points.)

Postcard or Handwritten Card (optional idea): If you have mailing addresses and the client was a high spender or a VIP, a physical mail with a handwritten note or a nice card saying “We Miss You at [Spa]” with a gift certificate enclosed can have a huge impact. It’s not scalable for all clients, but for top clients who went MIA, it might be worth the personal touch. The wording could mirror the email above, in a shorter format.

Workee Tip: Use Workee’s client records to identify formerly frequent clients who haven’t booked in X months. For example, you can filter for clients who visited 3+ times in a year and then have 0 appointments in the last 6 months. Those are prime candidates for a personal win-back offer. You can export their emails for a customized email campaign.

Curious How Top Clinics Reduce No-Shows?

Book a free 20-minute call with the Workee team. We’ll show you how clinics like yours are using smart follow-ups to bring back missed clients — and how you can, too.

📅 Book Your Complimentary Strategy Call

Missed Consultation – Re-Engage Lead

When to use: A potential client scheduled a free consultation or demo (common for things like laser treatments, injectables, etc.) and then no-showed that consult. These folks aren’t existing clients yet, so the approach is slightly different – it’s more of a sales follow-up to keep the lead warm. You want to reschedule the consult or at least open a dialogue. Speed is crucial (same day), and highlighting the value of the consult or addressing possible hesitation helps.

Email – Missed Consult Follow-Up:

Subject: We Missed You at Your Consultation – Let’s Reschedule?

Body: “Hi [Name], I’m sorry we didn’t connect for your scheduled consultation about [Service] today. I hope everything is okay! I know schedules can get hectic. If you’re still interested in discussing how [Service] can help you [desired outcome], I’d be happy to find a new time that works better for you.

Our consultations are free and no-obligation – they’re just a chance to answer your questions and tailor a plan for you. [If you had materials prepared, mention it: “I had some personalized recommendations ready based on what you shared in your intake, and I’d love to go over them with you.”]

Would you like to reschedule? You can use this link to pick a new time: [Consult Booking Link], or just reply with a couple of times that suit you and I’ll do my best to accommodate. If you’re not interested anymore, no problem – just let us know so we don’t keep bothering you.

Thanks [Name], I hope to talk soon!

– [Consultant Name], [Title] at [Spa Name]”

(Key points: stress you’re understanding, remind them of why they wanted the consult (the benefit), and make it easy to reschedule. Also give them an easy out to reduce annoyance – sometimes leads ghost because they’re unsure or shy; giving permission to say “not interested” paradoxically can make them more comfortable responding at all.)

SMS – Quick “Let’s Chat” Text:

“Hi [Name], sorry we missed you for your consult today. If you’d still like to chat about [Service], just let me know – I’m happy to reschedule at a convenient time. Have a great day! – [Your Name], [Spa Name]”

(Short and sweet. This could be sent an hour after the missed consult. It’s low pressure but opens the door.)

Workee Tip: Treat missed consults as hot leads to nurture. Workee can automate a follow-up sequence for leads who book a consult but don’t show: e.g., send the above text 1 hour later, and an email later that day. You can even integrate Workee with your CRM to ensure these leads get additional marketing (maybe add them to an email drip about that service). It’s also useful to have a tag or status for “No-Show Consult” so your front desk can consider giving them a call the next day as a personal touch, if appropriate. With Workee’s dashboard, you won’t lose track of these leads because you can see consult appointment outcomes at a glance.

Follow-Up to Incomplete Booking (Abandoned Cart)

When to use: Someone started booking an appointment online (for example, they selected a service/date on your website or filled in their info) but didn’t complete the booking. This is analogous to an e-commerce abandoned cart. Not all systems capture this, but if yours does capture an email or phone when they begin booking, you can follow up. Workee and similar platforms often have a feature to email clients who didn’t finish scheduling. The messaging here should be helpful, as if to say “Did you need help? Here’s how to complete your booking.”

Email – Finish Booking Reminder:

Subject: Need Help Scheduling Your Appointment?

Body: “Hi [Name], I noticed you started booking a [Service] appointment with us but didn’t get to confirm it. I just wanted to reach out and see if you ran into any trouble or have any questions I can help with.

If you still want to book, you’re only one step away! You can complete your booking here: [Direct Link to Continue Booking]. If the time you were selecting is gone, the link will show you other available slots – we’ll do our best to get you in at a convenient time.

However, if you weren’t able to finish because something wasn’t clear or you’re unsure about something, please reply to this email or call us at [Phone]. We’d be happy to assist. We can even complete the booking for you over the phone if that’s easier.

Thank you, and we hope to welcome you to [Spa Name] soon!

– [Your Name], [Spa Name] Team”

(This email assumes the person had an intent to book, so it politely nudges them to finish. It also opens the door for questions, in case the hesitation was due to uncertainty. You could also subtly add urgency by saying “Times fill up quickly, so we don’t want you to lose your spot.” But be careful not to sound scolding like “you didn’t complete.” Keep it service-oriented.)

SMS – Quick Booking Nudge:

“Hi [Name]! It looks like you were looking at appointments for [Service] at [Spa Name]. Let us know if you need help booking – we noticed it didn’t go through. You can tap here to pick up where you left off: [short link]. We’re happy to assist if you have any questions!”

(A friendly text that essentially says the same in fewer words. It provides a direct link. Make sure your system supports deep links that recall their selection; if not, a generic booking link is fine.)

Workee Tip: Abandoned booking recovery can be a hidden gem. Workee tracks when clients drop off in the booking funnel. You can enable an automatic email like the above to send, say, 30 minutes after an incomplete booking. This is analogous to cart abandonment emails in e-commerce, which often recover a good chunk of lost sales. If you have this feature, use it – those who started to book are high-intent. Workee’s AI might even show you at which step people abandon (e.g., at deposit page, at selecting time, etc.), giving you insight into where you can streamline the process.

Low-Usage Client Nudge (Visited Once, Didn’t Return Soon)

When to use: This is for clients who came to you once (or maybe a couple times) but then never returned for a long time (longer than your typical interval). They aren’t exactly “former regulars” yet – they just didn’t become repeat customers as hoped. A different approach is to check in, gather feedback, and entice them to give you another try. Send this after a certain period of no return – e.g., 60–90 days after their first visit if they haven’t booked again.

Email – Checking In on New Client:

Subject: How Are You Liking Your [Service]?

Body: “Hi [Name], it was a pleasure seeing you for your first visit at [Spa Name] back in [Month]. I just wanted to check in on how you’re feeling after your [Service] treatment. We care about your results and experience – if you have any questions or feedback, I’m all ears!

I also noticed you haven’t been back for a follow-up or maintenance session. For many of our clients, we recommend [Service frequency or next step, e.g. “a touch-up Botox session every 3-4 months” or “a HydraFacial every 6 weeks to maintain results”]. If you’re interested, I’d love to see you again and make sure you continue seeing improvements. If not, no pressure – I just wanted to reach out to stay in touch.

If you do want to book another appointment, here’s a quick link: [Booking Link]. And just for you as a new client, I can extend a 15% discount on your next visit if you come in this month – use code WELCOME15. 😊

Thank you, [Name]! Hope to see you soon, but either way, take care and feel free to reach out anytime.

– [Your Name], [Your Title] at [Spa Name]”

(This email is part feedback request, part gentle nudge. By asking how they’re doing, you show genuine care. By mentioning recommended frequency, you educate them (maybe they didn’t realize they should’ve come back). And by giving a small incentive with an expiration (this month), you motivate action. If they perhaps didn’t return due to a subpar first experience, inviting feedback could surface that issue so you can address it.)

Alternate SMS if not using email: If the client gave permission for texts but maybe not emails, you could text something shorter:

“Hi [Name], it’s [Your Name] from [Spa]. Just checking in since your [Service] in [Month] – hope you’re loving the results! If you have any questions or want to plan your next session, I’m here to help. (If you book this month, mention code WELCOME15 for 15% off your next treatment.) Hope to see you again!”

(A bit long for SMS but could work; or break into two messages. The personal tone is still key.)

Workee Tip: For new clients, consider setting an automated “new client nurture” flow. For example, Workee can send a thank-you email the day after their first visit, then if no second booking is made, a follow-up like the above after 6 weeks. This kind of automation helps increase that crucial second visit rate which turns a one-timer into a repeat client . You can set triggers like “if client’s first visit date is X and no bookings in Y days, send email.” Combining a feedback request with a gentle promo can both improve your service (if they respond with feedback) and potentially win them back.

VIP Client Lost to Competitor – Personal Relationship Builder

When to use: A high-value client (let’s say a long-time regular or a big spender on injectables/packages) has stopped coming, and you suspect they might have gone to a competitor or moved on for some reason. This scenario is delicate – you don’t want to appear desperate, but you do want to personally reach out and rekindle the relationship if possible. The best approach is often a very personal message, maybe even a phone call. But as a template, here’s how an email or even a handwritten note could look. It focuses on appreciation and offering value, not on “why did you leave.”

Personal Email from Owner/Provider:

Subject: Checking In, from [Your Name] at [Spa Name]

Body: “Dear [Name], you’ve been on my mind lately, and I wanted to reach out personally. I realize we haven’t seen you in a while at [Spa Name]. First and foremost, I hope you are doing well! I’ve always enjoyed our conversations during your visits, and I truly appreciate the business you’ve given us over the years.

If you’ve found another spa or esthetician that you’re happy with, I totally understand – what matters most is that you’re getting the care you deserve. But if there’s any reason you left that I might be able to address, I’d be very grateful for your feedback. Was there something we could have done better, or a service you wish we had? Your input would mean a lot, as we’re always striving to improve.

And of course, if you ever wish to return to [Spa Name], the door is wide open. In fact, I’d love to personally offer you a complimentary [Service] or upgrade on your next visit, should you decide to come back. Consider it a small thank-you for your past patronage and a warm welcome back if you’re interested.

I truly value you as a client and I miss seeing you. Regardless of what you decide, thank you for reading this and for being a part of our journey. Wishing you all the best, [Name].

Sincerely,

[Your Name] ([Your Role])”

(This is a heartfelt note. It acknowledges they might have a new provider – showing class and no hard feelings. It actively seeks feedback (which might either open dialogue or at least show humility). And it offers a free service or upgrade – something special beyond a typical discount, to lure them back. You can modify the offer to what fits (free facial, free add-on, etc., something VIP-worthy). If you know the client well, you might even reference something personal (e.g., “How is your daughter doing at college?”) – those little touches remind them of the relationship they had with you.)

Optional Handwritten Version: For a real VIP, consider writing a handwritten card using similar wording, and maybe include a gift card for a free service or a nice product sample. A physical letter can stand out in a way an email doesn’t.

Workee Tip: Hopefully you don’t have too many VIPs going dark, but if you do track client spend and visit frequency in Workee, you can generate a list of top-tier clients who haven’t visited in, say, 6 months. Those are worth an extra personal outreach. You can log notes in Workee about when you reached out, their feedback, etc., to keep track of attempts to win them back (client CRM features aren’t just for sales – they’re for retention too!).

Pro Tips to Improve Follow-Up Response Rates

Before we wrap up, here are some final expert tips to make sure your rebooking messages hit the mark and actually get clients back through the door:

• Sound Human, Not Automated: Even if you use templates and automation, each message should feel like it was typed by a caring professional just for that client. Use the client’s name, mention specifics when possible, and avoid corporate jargon. Read your templates out loud – do they sound like something you’d say to a client in person? If not, revise. A friendly, conversational tone will always get better results than a stiff, generic one. You want clients to think, “Oh, [Provider Name] really remembers me,” not “I got added to a list.” Personalization is key to not sounding robotic .

• Include a Direct Booking Link or Easy CTA: We’ve harped on this but it’s worth repeating: always include a direct and simple way for the client to take action. If a client has to open a browser and navigate through your site or find your number to call, you’ll lose a lot of them. One click to book is ideal. If you’re sending an email, a bright button saying “Reschedule Now” that links to their service booking page is great. In a text, a short URL is fine. Also ensure your online booking is user-friendly (mobile optimized, minimal steps) – Workee’s booking pages, for example, are designed to be frictionless, which will complement your follow-up efforts. The easier the process, the higher your conversion.

• Don’t Overdo the Messages: There’s a fine line between helpful and spammy. For a given missed appointment, sending one text and one email (or two at most) is sufficient. For general retention, a “we miss you” every couple months is fine, but a client shouldn’t be getting weekly “why haven’t you booked” nudges if they’re truly not interested. Our templates are spaced out for that reason. Also, if a client explicitly asks not to be contacted, respect that (and update their communication preferences in your system). Hitting someone too many times can backfire and create a negative sentiment. So stick to the “2 reminders max” rule per no-show or lapsed period, as a general guideline. Quality over quantity.

• Time Your Sends Thoughtfully: The timing within the day matters too. Sending a text at 11:00 PM or 5:00 AM – not cool. Aim to send messages during reasonable hours when the client is likely free. Generally, late morning (10am-noon) or early evening (5-7pm) tend to catch people when they can actually take a moment to respond or book. Avoid Monday 8am (people are busy) or Friday night (people might be out). If you’re automating, set windows for sends. Also consider the day of week – some studies show Tuesday or Wednesday communications get better response for appointment-related matters, but your mileage may vary. Use common sense: when would you be most receptive to a scheduling reminder?

• Tailor Incentives (When Used) to the Client: We touched on this in the template section – a targeted incentive can outperform a blanket discount. If you know a client loves a particular skincare brand you carry, “come back for 15% off any [Brand] product” might entice them more than 15% off a service they’re lukewarm about. Or a free add-on that matches their past services (free brow wax with their facial, free extra 10 units of Botox, etc.). It shows you remember their preferences. Clients are savvy – a generic “10% off” is okay, but a personalized perk can really delight them (“Oh, they remembered I like XYZ”). This level of personalization might require manual effort or notes in your CRM, but for high-value clients it’s worth doing. And as always, limit incentives to what makes financial sense and use them as a strategic tool, not a crutch.

• Monitor Feedback and Adjust: Pay attention to how clients react. If you notice some follow-up messages consistently get no response, try tweaking the copy. Alternatively, if you get even one piece of feedback like “I felt this message was a bit too pushy” or “I didn’t understand the link,” take that to heart and adjust for all. On the flip side, if clients say, “Thank you for reaching out, I’ve been meaning to reschedule,” that’s a sign your tone is right. Encourage your team (front desk or whomever) to note any comments from returning clients about the communications. Over time, you’ll hone a follow-up style that perfectly suits your clientele.

• Maintain a Friendly, Non-Judgmental Attitude In-Person Too: If a client returns after a no-show because of your awesome follow-up, welcome them warmly. Don’t mention the no-show except maybe a light “I’m so glad we could reschedule!” If a client feels any shame or irritation when they come in, they won’t book again. So these efforts don’t stop at the message – your culture should be one of understanding. Sure, if someone is a chronic offender, you handle that separately (maybe enforce deposits or policies). But for the average client who slips up, treat them like the prodigal son returning. Make them happy they came back.

By implementing these pro tips, you’ll maximize the chances that your carefully crafted follow-up actually translates into an appointment on the books.

Want Feedback on Your Booking Flow?

We’ll walk through your website and reminder setup — and share practical ways to improve rebookings, reduce drop-offs, and streamline the client experience. Free, no strings attached.

📞 Get a Free Booking Flow Review

Turn No-Shows into Next Appointments (and Let Workee Help)

No-shows and lost clients don’t have to be a sunk cost of doing business. As we’ve explored, with the right message at the right time, you can bring back a significant chunk of those would-be lost clients. It’s far easier (and cheaper) to send a quick text or email than it is to find a brand new client to fill that slot.

Think of each follow-up as gently opening the door for the client to return. Many will gladly walk back through! They might have forgotten, gotten busy, or even felt a bit guilty – your friendly outreach gives them permission to re-engage. Even a small boost in your rebooking rate can add thousands of dollars in revenue over the year and elevate your client retention metrics into the elite range.

The best part is, you don’t have to do it all manually. Modern med spa software like Workee is built to handle these scenarios gracefully. With Workee, you can set up smart follow-ups that feel personal, go out automatically, and even adjust based on client behavior (thanks to AI). It’s like having a 24/7 assistant who never forgets to send that “we missed you” note or that 6-week check-in. The result is you save time, reduce no-show rates, increase rebookings, and ultimately boost your bottom line – all while maintaining a top-notch client experience.

So, don’t let those no-shows and inactive clients vanish without a trace. Implement the templates and strategies from this guide, and you’ll start winning them back one by one. It feels great to see a client return after you’ve reached out – it’s a win for them (they get the treatment they wanted) and a win for you (you recapture revenue and loyalty).

Ready to put your follow-up plan into action? You have the templates; Workee has the tools to automate them. Most importantly, you have the insight now that proactive, caring communication is the key to turning missed appointments into future bookings. Go ahead and start plugging these messages into your system. Your future self – with a calendar full of rebooked clients – will thank you!

Interested in supercharging your med spa’s client retention? Workee can help automate all the strategies we discussed, from smart reminders to AI-driven re-engagement flows. Feel free to book a free demo to see how it works in action, or reach out to our team with any questions. Here’s to fewer no-shows, more bookings, and stronger relationships with your clients! 🎉

You may also be interested in:

15 Best Medical Spa Website Designs to Inspire You (2026 & Beyond)

How to Reduce No-Shows at Your Med Spa (With a Clear Cancellation Policy + Free Template)

Med Spa Referral Programs: What Works in 2026 (Plus Mistakes to Avoid)

How Much Does It Cost to Open a Med Spa in 2026? (Complete Startup Cost Guide)

Why More Med Spas Are Switching to Online Booking (and Should You?)