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No Show Appointment Letter

Missed appointments are costly for a medical or dental provider and possibly for the patient, as well. A polite but firm no show appointment letter serves as a reminder to your patients of the importance of keeping scheduled appointments.

Format and Content:

Begin by acknowledging the person as a valued patient. The remainder of the no show appointment letter format is easily customized to suit individual circumstances. For example, the professional may include a no-show fee for a habitual offender or a statement of fee forgiveness for a long-time patient. Keep the tone of the letter polite and professional. Protect your relationship with the patient by inviting him or her to call the office to reschedule the appointment or to discuss any concerns.


This no show appointment letter sample is from a doctor who has a five-year history with the patient. The physician is concerned because the patient has never missed an appointment. The patient is asked to call to reschedule and told she will not be charged the customary no-show fee. This letter mentions the consequences of missed appointments but maintains a focus of concern for the patient.

Dear Mrs. Gardner,

I sincerely hope that you are well. Thank you for selecting me as your medical care provider. You have been a valued patient at our office for over five years. I noticed that you missed your last appointment scheduled on August 14, 2013, at 11:30 am. Since this is your first missed appointment, you will not be charged the normal missed appointment fee of $75.00. However, I am concerned about you and would like to hear from you soon.

As you are aware, I am dedicated to the treatment of the whole patient, not just the illness. When we schedule appointments, we set aside time and professional resources to meet the individual needs of our patients, including time for a one-on-one consultation. When a patient fails to show up for an appointment, or to cancel within 24 hours of the appointment, our valuable resources are idle. More importantly, a patient care opportunity is missed.

We understand that there are occasions when a patient must miss an appointment due to unforeseen circumstances or a scheduling conflict beyond his or her control. In this event, we ask that you call our office and cancel your appointment within 24 hours of the scheduled visit. This courtesy allows my office staff to schedule another patient who is also in need of medical care. For your convenience, you may reschedule an appointment online by visiting After establishing your online account, you will be able to make or change appointments.

Again, I am committed to providing you with the best care possible, and to answering any questions you may have regarding your health and well-being. If you feel that you are no longer in need of medical care, or wish to choose another healthcare provider, please call my office at (555)-555-5555. We will close your file and forward a copy of your medical records to your new provider upon receiving a written request to do so. I hope to hear from your soon.


Sybil Hill

Dr. Sybil Hill

Hill Medical Clinic