Tell clients how to change their appointment, when you need to hear from them, and what they should do if the original time is close. Put the same short wording on the booking page and wherever you confirm the appointment.
Copy and adapt this no-fee template
Need to change your appointment? Use the change or cancellation link in your confirmation email. If you can, make changes at least [notice period] before the start time so I can offer the slot to someone else. If it is closer to the appointment or you cannot find the email, contact me at [contact method]. I do not charge for cancellations or changes.
Before publishing, replace both placeholders and verify that your confirmation email includes the relevant links. Use a contact method you actually monitor. If you leave the booking open to self-service changes, describe the notice period as a request.
Choose a notice period you can explain
Start with what you need to prepare for the appointment or whether you can reoffer the slot. A consultant who prepares the previous afternoon could ask for 24 hours' notice for a 45-minute Tuesday call. If the call starts Tuesday at 14:00 in the time zone shown on the confirmation, that means Monday at 14:00 in that same time zone. A quick introductory call might need only a same-day heads-up.
For clients in different time zones, use a period relative to the appointment start and point them to the date and time in their confirmation. Avoid phrases such as “by tomorrow” in reusable copy.
Decide what happens when plans change
- The client needs to cancel close to the start. “If you need to cancel at short notice, please let me know as soon as you can at [contact method].”
- The client wants another time. “Use the reschedule link in your confirmation to choose a new time. If no options work, contact me at [contact method].”
- You need to cancel. “I’ll let you know directly if I need to cancel. I’ll offer a new time, and you can decide whether it works for you.”
Put the policy into your booking flow
- Add the short policy to the event description clients read before booking.
- Open a confirmation from a test booking you control. Check that the Reschedule and Cancel appointment links open the corresponding guest screens, then check the contact fallback against your published wording.
- Keep appointment duration, location, and time zone clear in the same flow. If you send a separate reminder, repeat only the instruction the guest needs to act on.
Calenyo confirmation emails give guests separate links to reschedule and cancel. Treat the example notice period as guidance you communicate to clients. This template is for appointments without change or cancellation charges. Calenyo does not collect appointment payments.
Frequently asked questions
What belongs in a short cancellation policy?
Include a notice period if you need one, the steps to cancel or reschedule, a contact fallback, and what happens if you need to cancel. Keep the wording concrete enough for a client to act without asking.
Is rescheduling the same as cancelling?
Rescheduling moves a booking to another available time. Cancelling ends the booking. Describe both options so a client can make the change they intend.
Where should I show the policy?
Show it with the event details before booking. Use the confirmation to point the client to the relevant change links and include the contact fallback wherever you ask clients to use it.