No-Show Follow-Up Templates
No-Show Follow-Up Templates for IT Companies
In the IT world, a no-show means an expensive technician is sitting idle instead of billing $150/hour or securing a $10,000 managed services contract. These scripts help you professionally reclaim that lost time, reschedule critical security audits, and ensure your clients take your scheduled maintenance as seriously as an emergency server crash.
Same-Day On-Site No-Show
Use this when you arrive at a client's office for a network setup or break/fix repair and no one is there to let you in.
Hi [Name], this is [Your Name] from [IT Company]. I am currently at your front door for our scheduled [Job Type, e.g., firewall installation], but it looks like the office is locked. I have my gear ready and was planning to have your systems back up within the hour. I can wait here for about 15 minutes before I have to head to my next ticket. Please call me back at [Number] immediately if you are on your way, or we will need to reschedule the dispatch.
Tips for this scenario
- -Always mention the specific 'Job Type' so they realize the importance of the work being missed.
- -Set a hard 15-minute limit to show that your technician's time is valuable.
Common Mistakes to Avoid
!Failing to get a direct cell phone number for the onsite contact person before the technician leaves the office.
!Not mentioning the 'truck roll' or 'dispatch fee' during the initial scheduling of break/fix work.
!Waiting too long to follow up; if you don't call within 10 minutes of a missed remote session, the client assumes it's not a big deal.
!Assuming the client is just 'late' when they might be dealing with a total system blackout that prevented them from joining the call.
!Accepting 'I'm busy' as an excuse for missing a cybersecurity audit without explaining the liability risks of delaying.
