No Show Up Letter to Client

No Show-Up Letter to Client

Letters Kate

When you intend to meet someone, and he/she does not show up, you can write a no-show letter to remind them about the meeting they had to attend. There are many scenarios in which a no-show-up letter is written.

When to write a no-show-up letter?

  1. You can write a no-show-up letter to the candidate who had to come for an interview. The purpose of writing this letter is to ask the candidate for the reason for not being able to show up. Some employers also write show-up letters to candidates not attending an interview to let them know that the company has hired someone else who showed up for an interview.
  2. If someone has an appointment with the doctor and does not visit the doctor, the doctor can write a show-up letter to ask him why he did not show up.
  3. Sometimes, the company also decides to terminate those employees who do not show up. In such a situation, this letter serves as a termination letter as well as a no-show-up letter.

A no-show-up letter is also used as a reminder letter. Regardless of the reason, this letter should be crafted professionally as it is mostly used by professional people.

How to write a no-show-up letter?

  1. The letter should include the subject in it. Adding a subject in the letter makes it easier for the reader to understand your purpose in writing the letter.
  2. The letter should address the person properly. There should be a proper salutation since it is a formal letter.
  3. The tone of the letter should be formal, and it should be written concisely. The letter should not include unneeded details. If you have something detailed to discuss, you can simply ask the reader to show up so that you can discuss the matter in detail.

You can get a general as well as a specific no-show-up letter template from here. This template has been prepared by professionals by keeping different scenarios into consideration.

Sample Letters

#1

This is regarding your missed appointment with Dr. XYZ on Thursday, the 12th of April. You were scheduled for a checkup at 3:30 PM. However, you did not show up and we did not receive any prior notification from you about your inability to make it to the clinic.

We would like to highlight the importance of showing up to scheduled appointments. Dr. XYZ needs to see many patients daily and his time is precious. Had you notified us, we could have allotted your time slot to another patient.

Therefore, for your future appointments, please make sure you are more considerate about the importance of our time.

Thank you for your cooperation.

#2

We are writing to inform you about the consequences of your missed meeting with our staff. You were scheduled to meet our team yesterday, at 9 AM to discuss your requirements about your renovation project. However, since you did not show up, we had to start the task without your input.

Please be reminded that we are short on time and cannot afford to cancel or postpone our meetings. The renovation project must be completed by the agreed-upon deadline to avoid financial losses to both of us. Therefore, you are requested to ensure your presence at our next meeting on the 15th of July. Please be present at 10 AM sharp. If you fail to do so, the project might suffer.

Looking forward to your cooperation.

#3

This is to inform you that your membership to the XYZ club will be canceled due to your lack of participation in the club activities. You failed to show up to the meeting on (date) which was arranged to let the members have important discussions about their planned activities.

Since the club has been established for voluntary welfare activities, your participation is mandatory if you wish to remain a part of the team. Therefore, you must ensure your presence at all of our next meetings and events.

Kindly contact ABC for any queries. Looking forward to your cooperation.

#4

We are writing in response to your missed appointment with Dr. XYZ on (date). We understand that unforeseen circumstances often interfere with our schedules. We would like to enquire if everything is well at your end.

Please let us know if we should reschedule your appointment. We have an available slot tomorrow at 7:30 PM. Kindly inform us as soon as possible before the slot has been filled up.

Looking forward to your response.

#5

We regret to inform you that your future sessions with Dr. XYZ have been canceled since you failed to show up to your scheduled appointment today. Your registration fee will not be refunded as per our terms.

Dr. XYZ has a very strict policy about punctuality and attendance. He highly values time and does not entertain clients who miss their appointments without prior notice. If you still wish to continue, you will have to pay a no-show-up fine to confirm your future sessions.

Please let us know if you wish to avail the opportunity to have your therapy sessions with Dr, XYZ. We expect you will respect the agreed-upon schedule in the future.

Thank you for your cooperation.

#6

This letter is to remind you that you had a meeting with our representative at 5 pm dated [DATE] but you neither came nor informed us about your not showing up. We slotted your meeting into our calendar by canceling some other necessary gatherings yesterday evening. It was disappointing that you didn’t appear or communicate in advance to cancel or carry over the meeting.

You must have an idea of how important that meeting is to both of us as we are planning to expand our business together. Everything is finalized except that signature thing that we are going to have in this meeting. So kindly inform me about your free slot so that we can reschedule the meeting as soon as possible to get things done.

Waiting for your prompt reply!

Sincerely,

No Show Up Letter to Client

File: Word (.docx) 2007+ and iPad
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