Policy with a new booking
Set it up front.
Hi Alex — you’re booked for Thursday at 10. Quick note on cancellations: I ask for 24 hours’ notice. Cancellations inside 24 hours are charged $40 so I can hold the spot for you. Thanks!
Cancellation policy reminder
Need a cancellation policy text or a late cancellation fee message? Say the notice window in plain words, say what happens if it’s missed, and keep it friendly. Sending it before the first visit works better than explaining it after a no-show.
Swap Alex for their name and use your real notice window and fee. If you’ve never told them the policy, don’t charge a fee this time — just set it going forward.
When to use this
- A new client just booked and hasn’t heard your cancellation rules yet.
- Someone cancelled inside your notice window and you need to mention the fee.
- A regular keeps cancelling late and you want to restate the policy once, calmly.
- Not for when you cancel on them — use Can’t make it. Not a no-show with no word at all — use No-show.
Late cancel, fee applies
They cancelled inside the window.
Hi Alex — thanks for letting me know. Since this was inside the 24-hour window, the $40 late cancellation fee applies. I’ll add it to your next invoice. Want me to rebook you for next week?
Late cancel, waived once
Keep the client, set the rule.
No problem, Alex — I hope everything’s okay. I’ll waive the late fee this time. Just a heads-up that cancellations inside 24 hours are normally charged $40 going forward.
Restate after repeat late cancels
Calm, one time.
Hi Jordan — I want to make sure we’re on the same page. My policy is 24 hours’ notice for cancellations, and inside that window the visit is charged. Starting with the next booking I’ll need to apply that. Thanks for understanding.
Policy reminder the day before
Paired with a reminder.
Hi Alex — reminder that I’ll see you tomorrow at 10. If anything changes, let me know by tonight so you don’t hit the late cancellation fee.
How to send it
Copy one message, swap in the real name and details, and send from your own phone or email. Keep it to a few sentences. If they need a different topic, use a Related link below instead of mixing two subjects in one text.