How Do You Deal With Unresponsive Clients? A MedSpa Owner’s Guide

If you run a MedSpa, you know the frustration. A lead books a consultation for Botox, fillers, or a facial package… and then vanishes. They stop replying to texts, ignore your calls, and your appointment calendar starts to look like Swiss cheese.

Unresponsive clients are not just an inconvenience. They cost you time, waste your staff’s energy, and leave empty spots that could have been filled with paying clients. The good news is there are proven ways to re-engage them without chasing endlessly or sounding desperate.

1. Follow Up Fast and Personally

Speed matters. If someone inquires about a lip filler appointment, follow up within minutes — not hours. A quick, friendly text like “Hi Sarah, I saw you were interested in our lip enhancement special this month. Do you have a preferred day to come in?” can make all the difference.

Pro Tip: Use their name, reference the specific treatment they asked about, and keep the tone warm but direct. This shows you remember them as an individual, not just a lead on a list.

2. Offer a Limited-Time Incentive

Sometimes clients go quiet because they are shopping around. Create urgency by offering a limited-time bonus — not a deep discount that cheapens your brand, but something that adds value.

• Free LED light therapy add-on with any facial booked this week
• Complimentary skin analysis for first-time Botox clients
• Exclusive early access to a new treatment

This positions your MedSpa as the clear choice while keeping your pricing intact.

3. Diversify Your Communication

If texts are not working, try a phone call. If calls are ignored, send a well-crafted email. For high-value clients, a handwritten note or a direct message on Instagram can stand out.

Example: “Hi Emily, I noticed you were considering our laser hair removal package. We have two openings this Thursday and Friday. Would you like me to reserve one for you?”

4. Implement a Reactivation Campaign

Use an automated system to reach out to inactive clients on a schedule. For example:

• Day 1: Warm text reminder
• Day 3: Personalized email with benefits of the service
• Day 7: Final “last call” with an incentive

This keeps your calendar full without adding extra work for your team.

5. Know When to Let Go

Some leads are simply not ready. Spending all your time chasing them means you are ignoring clients who are ready to buy now. Have a system to categorize unresponsive leads so you can revisit them later without wasting valuable sales time today.

The Bottom Line

Dealing with unresponsive clients in a MedSpa is about being proactive, strategic, and personal. With fast follow-ups, valuable incentives, multiple communication channels, and automation, you can turn silence into bookings — and keep your treatment rooms full.

Get in touch — we are here to help MedSpas like yours create marketing systems that keep clients engaged from first click to final appointment.