Short answer
Confirm every booking straight away with the date, time, place and how to cancel; send a reminder a day or two before; make cancelling or rescheduling easy; publish a short, fair cancellation policy; consider a deposit for long or high-value appointments; and keep a short waiting list so a cancelled slot can be filled.
The checklist
- Confirm at once. The confirmation should show the service, date, time and duration, the address or meeting link, and how to cancel or move the appointment.
- Remind them. A short reminder one or two days before – email, text or a quick call – catches most of the “I forgot”.
- Make cancelling easy. A client who can cancel in ten seconds will do it; one who has to call during your opening hours often just does not show up.
- Have a fair cancellation policy. For example: free cancellation up to 24 hours before. State it on the booking page and in the confirmation.
- Use deposits where it makes sense. For long or expensive appointments, a deposit reduces no-shows – explain clearly when it is refunded.
- Keep a waiting list. A short list of people who want an earlier slot turns a cancellation into a booking.
- Look at the pattern. If no-shows cluster on certain days, services or booking sources, change the rules there rather than everywhere.
Two messages you can copy
Confirmation
Subject: Your appointment on [day, date] at [time] Hi [first name], Your [service] is booked for [day, date] at [time] ([duration]). Where: [address or link] Need to change it? Reply to this email or call [phone] – free of charge up to [24 hours] before. See you then, [Your name]
Reminder, a day before
Subject: See you tomorrow at [time] Hi [first name], A quick reminder of your [service] tomorrow, [date], at [time]. If you can no longer make it, just reply and we will find another time. [Your name]
Writing a fair cancellation policy
Keep it short and say three things: until when cancelling is free, what happens after that, and how to cancel. Apply it consistently, but use judgement for genuine emergencies – a regular client remembers how you treated them.
How GETCORVIDS helps – and what is still coming
With GETCORVIDS online booking, clients choose a service, a day and a free time, and every booking sends a confirmation email from a template you can edit. You see all bookings with their status in one list and in a weekly or monthly calendar, and you can record phone bookings in the same place.
Automatic reminders are not built in yet: today, send them yourself from the bookings list, or ask us to add them for you as tailoring. Cancel-or-reschedule links in the confirmation email are on our roadmap, and booking deposits are planned.
Questions
When should I send an appointment reminder?
One or two days before the appointment works for most services. For appointments booked weeks ahead, a second reminder a week before can help.
Should I charge for no-shows?
Many businesses charge a fee for late cancellations or no-shows, but only if the policy was stated clearly before booking. Check what is allowed for consumers in your country.
Do deposits reduce no-shows?
For long or expensive appointments they usually help, because the client has committed. Explain clearly when the deposit is refunded or kept.
Thomas Krajecz builds GETCORVIDS at Digital Supportly. Questions about this guide? Write to hello@getcorvids.com – a person replies within one business day. Follow Thomas on LinkedIn.