No-shows are silently killing your revenue. The average service business loses 10-15% of potential revenue to missed appointments. But here's the good news: a solid reminder system can cut your no-show rate by up to 80%.
Let's build an appointment reminder sequence that actually gets people to show up.
The Real Cost of No-Shows
Let's do some quick math. If you:
- Have 20 appointments per week
- Average $200 per appointment
- Experience a 15% no-show rate
That's 3 missed appointments per week = $600/week = $31,200/year walking out the door.
💡 The Fix
A properly automated reminder sequence costs nothing to run once set up, and can recover most of that lost revenue.
The Perfect Reminder Sequence
1. Immediate Confirmation
Send this the moment they book:
- Confirm the date, time, and location
- Include any prep instructions
- Add a calendar link (.ics file)
- Provide easy reschedule/cancel options
2. 24-Hour Reminder (Email + SMS)
The day before is crucial. Send both an email and text:
"Hi {name}! Just a reminder about your appointment tomorrow at {time}. Reply C to confirm or R if you need to reschedule."
3. Morning-Of Reminder (Email)
A quick email the morning of the appointment:
- Reconfirm the time
- Include parking/directions if relevant
- Remind them what to bring
4. 1-Hour Reminder (SMS Only)
A final text one hour before:
"See you in 1 hour, {name}! We're at {address}. Running late? Give us a call at {phone}."
Why This Sequence Works
Multiple Touchpoints
People are busy. One reminder gets lost. Four reminders across two channels? Much harder to forget.
Confirmation Requests
Asking people to confirm creates psychological commitment. They're more likely to show up after actively confirming.
Easy Rescheduling
Make it easy to reschedule and they will—instead of just ghosting you. A rescheduled appointment is infinitely better than a no-show.
Setting This Up in GHL
In Go High Level, you can automate this entire sequence:
- Create a workflow triggered by "Appointment Booked"
- Add your confirmation email as the first step
- Use wait steps to time your reminders
- Add SMS actions for text reminders
- Use "Reply to Confirm" triggers to track confirmations
Pro Tips for Better Show Rates
🎯 Advanced Tactics
• Require a deposit for high-value appointments
• Send a "what to expect" video for first-time clients
• Include a Google Maps link in your final reminder
• Track which reminder gets the most confirmations
Handling No-Shows When They Happen
Even with great reminders, some people won't show. Have an automation ready:
- Send a "we missed you" message
- Offer easy rebooking
- Track repeat no-shows (consider a no-show policy)
Ready to Cut Your No-Show Rate?
We've helped dozens of businesses implement reminder sequences that dramatically reduce no-shows. It's one of the highest-ROI automations you can set up.
Book a free consultation and we'll help you build a reminder system tailored to your business.