Warning Letter to Patient for No-Show

A patient has to make an appointment to meet the doctor. When the doctor gives an appointment to the patient, he makes himself available. The doctor’s time gets wasted completely when the patient does not show up. It is the responsibility of the patient to show up himself when he takes time from the doctor.

When the patient does not show up to meet the doctor, he causes great inconvenience for the doctor. In such a situation, the doctor can issue a warning letter to the patient. In this letter, the doctor tells the patient that his absence has bothered him and other patients waiting for their turn.

The doctor can tell the patient about the possible consequences if the patient does not show up again at a specified time.

Warning letters have a lot of significance in every business. These letters are usually written to those people who show careless behavior. People with careless behavior should be treated with a warning letter.

How to write the letter?

The warning letter is written to emphasize the seriousness of the matter. Every hospital has a specific policy to follow. Patients coming for a check-up or for any other reason are required to abide by the rules of the hospital. It is the patient’s responsibility to be on time when he has an appointment with the doctor.

The warning letter is usually issued after one or more verbal warnings. If you have already issued a verbal warning, it is the right time to issue a written warning letter. In the warning letter, you should describe the reason for the warning. You should also tell the patient what you expect from him/her.

Most doctors don’t have time to write the warning letter from scratch. For such people, a warning letter to the patient for the show-up template is available. This template allows the users to edit it according to their needs and then send it to their patients.

Sample Letters


This is to inform you that you missed your appointment scheduled for 11th June, 20XX at 3 PM with Dr. XYZ. We understand that unforeseen circumstances may arise. However, we request you notify us if you can’t make it to an appointment. This will help us accommodate someone else in the available slot and save precious time.

Please call (number) if you wish to reschedule your appointment. However, if you miss another appointment without prior notice, there will be a penalty fee.

Thank you for your attention to this matter.


This is in response to your missed appointment with Dr. XYZ. You were scheduled to appear for your second therapy session on 11th June at 10 AM. However, you did not show up and notify us about your inability to make it to the appointment. As a result, you missed an important session that was an integral part of the therapy package.

We would like to remind you that regular therapy sessions as per our plan are important for effective treatment. Therefore, you must not miss the future sessions. If there is any issue, we can reschedule your appointments according to your convenience.

Please be informed that there will be a refund upon cancellation of future sessions for this month.

Let us know if we can assist you in any way.


We are writing to enquire about your absence from your scheduled appointment with Dr. XYZ today at 9 AM. Missing your physiotherapy session will slow down your recovery process. You are, therefore, advised to reschedule your appointment at the earliest.

Please contact us for further assistance.


You had a scheduled appointment with our therapist, Dr. XYZ on the 11th of May, 2024. However, you failed to show up. We haven’t received any notification or explanation from you.

Let us remind you that you are to attend at least 3 therapy sessions as per the court’s orders to deal with your anger issues. If you do not show up for your next session, we will be compelled to inform the court, leading to the cancellation of your bail.

You are, therefore, advised to reschedule and attend all three therapy sessions.

We look forward to hearing from you.


You missed your child’s appointment with the pediatrician today. Please be notified that you must reschedule by the earliest since there is a long waiting list till the middle of July.

Please call our office at (phone number) for further assistance.


This letter is to notify you of your consistent irresponsible behavior. It is the third time that you have missed your appointment after renewal. This is extremely disappointing as we have a policy against such misconduct.

This letter serves as the final warning letter against your misdemeanors. If you want to renew your appointment this time, you will have to pay an extra fee of $100 as per the policy.

You must inform us 24 hours before the time of your appointment so that we may apply the no-show policy. You neither show up nor inform us of the reason which is an irresponsible attitude. If you happen to do it again I must say you should find a new physician for yourself.

I hope you won’t mind my harsh tone but it is the need of the hour to make you aware of your wrongdoing and least concern towards your own health.

Thank you!

Warning Letter to Patient for No Show

Letter File MS Word (.docx)