Templates
Late client text templates (copy and paste)
A late client is a decision for you: wait, shorten, or move on. These templates cover both sides, the text you send when someone has not arrived and the reply when they tell you they are late.
- Hi {first}, this is {business}. We have you at {time} and haven't seen you yet. Are you on your way? Reply STOP to opt out.
- {business}: Your appointment started at {time}. Reply with your arrival time, or we may need to reschedule. Reply STOP to opt out.
- Thanks for the heads up, {business} knows you're running about {minutes} minutes late. Reply STOP to opt out.
- {business}: No problem, we can still see you if you arrive by {time}. Reply to confirm. Reply STOP to opt out.
- {business}: We're sorry we missed you today. Reply R and we'll find a new time. Reply STOP to opt out.
- Hi {first}, we waited but had to move on. Rebook at {link} when you're ready. Reply STOP to opt out.
- NoShowText for {business}: Thanks for the heads up, {business} knows you're running {late_phrase}.
What makes the text work
Five things separate a text that gets a reply from one that gets ignored.
Keep it short. Under 160 characters means one message, one buzz, and no splitting on the way. Cut greetings and filler first.
Say who it is from. Clients see a number they do not know. Start with your business name so the text looks like what it is, an appointment text, and not spam.
Ask for one clear action. One question, one or two ways to answer. “Reply C to confirm” beats a paragraph of options.
Include the opt-out line. “Reply STOP to opt out” keeps you honest and keeps carriers happy. Clients who know they can leave are less likely to report you.
Mind quiet hours. Send between 8 am and 9 pm in the client’s time zone. A text at 6 am gets a worse reply than the same text at 9 am.
The real one
The last template is NoShowText’s real acknowledgement to a client who texts that they are late. At the same moment the owner gets the client’s own words, any hour of the day, so the heads up is seen before the appointment slips.
Compliance notes
Consent. In the US you need a client’s permission before you text them. The cleanest way is a sentence on your booking form, next to the phone number field, that names your business and says what the texts are, for example appointment reminders. Typing the number there is the consent. NoShowText hands you that sentence and keeps the log. This is general guidance, not legal advice.
STOP. When a client replies STOP, QUIT, END or UNSUBSCRIBE, stop texting them and do not send anything but one confirmation. A tool should handle this on its own. START turns it back on.
Quiet hours. Send reminders between 8 am and 9 pm in the client’s local time.
Make it automatic
These templates work by hand, but they work best when they go out on their own and replies reach you. NoShowText connects to Google Calendar or Calendly, sends the reminders, and puts every reply on your cell. $39 a month, 14-day free trial, card up front, cancel any time. Start your trial.
Questions
How long should I wait before texting?
Ten to fifteen minutes is common, but use your own policy. State it in your booking terms so the text does not surprise anyone.
Should I charge a late fee?
That is your call. Put it in writing at booking, and do not mention fees in the reminder itself.
Can clients tell me they are late by text?
Yes. With NoShowText a reply like "running 10 late" is passed to your own phone, which Calendly does not do.