5 Great Late Cancellation Fee Email Templates To Copy & Paste

Charging a late cancellation fee is a necessary part of protecting your business, but writing the email can feel awkward.

That's where a good template comes in. Having a go-to structure helps you communicate clearly and confidently, ensuring you get paid while maintaining a positive client relationship.

Tips for Writing Late Cancellation Fee Emails

• Be direct, but not cold. Get straight to the point. Start by clearly stating that the email is about the late cancellation and its associated fee. This sets a professional tone and avoids any confusion.
• Reference your policy. Gently remind the client of the cancellation policy they agreed to when they booked. This frames the fee not as a surprise penalty, but as a standard part of your business agreement.
• Make payment easy. Tell them exactly how to pay the fee. Include a direct link or a clear button that takes them to the invoice. The fewer clicks required, the better.
• End on a positive note. Finish by inviting them to reschedule. This simple gesture shows you still value their business and want to work with them again, helping to maintain a good client relationship.

Types of Late Cancellation Fee Email Templates We Will Cover

1. Apology and Fee Explanation Email Template
2. Reminder of Policy Email Template
3. Fee Waiver Request Email Template
4. Reschedule Offer Email Template
5. Loyalty Discount Email Template

5 Late Cancellation Fee Email Templates

1) Apology and Fee Explanation Email Template

<template>

Subject: Regarding your cancelled appointment on [*Date*]

Hi [*Client Name*],

We were sorry to hear you had to cancel your appointment for [*Service*] on [*Date*]. We hope everything is okay.

As per our cancellation policy, which you can review here [*Link to Policy*], cancellations made less than [*Number*] hours before the scheduled time are subject to a fee. This policy allows us to manage our calendar and serve all our clients fairly.

An invoice for the [*Amount*] cancellation fee is attached. You can complete the payment through this link: [*Link to Invoice*].

We understand that life happens and would love to have you back. You can book your next appointment here whenever you’re ready: [*Link to Booking Page*].

Best,

[*Your Name*]

[*Your Company Name*]

</template>

2) Reminder of Policy Email Template

<template>

Subject: Following up on your cancelled appointment

Hi [*Client Name*],

This email is a follow-up regarding your cancelled appointment for [*Service*] on [*Date*].

As a reminder of our policy, cancellations made with less than [*Number*] hours of notice are subject to a fee. This policy helps us manage our schedule and serve all our clients effectively. You can review the full policy details here: [*Link to Policy*].

An invoice for the [*Amount*] cancellation fee has been sent to you. You can complete the payment using this link: [*Link to Invoice*].

We look forward to seeing you again. Feel free to book your next appointment whenever you’re ready: [*Link to Booking Page*].

Best,

[*Your Name*]

[*Your Company Name*]

</template>

3) Fee Waiver Request Email Template

<template>

Subject: Request to Waive Cancellation Fee - Appointment on [*Date*]

Hi [*Business Name*],

I am writing to you today regarding the cancellation fee for my appointment for [*Service*] on [*Date*].

I sincerely apologize for the late notice. I had to cancel due to [*Briefly explain reason, e.g., a sudden illness or family emergency*], which was completely unforeseen.

I understand and respect your cancellation policy. However, given the circumstances, I would be grateful if you would consider waiving the fee for this instance. I truly value the services you provide and would like to continue as a client.

Thank you for your consideration. I look forward to booking my next appointment with you soon.

Sincerely,

[*Your Name*]

[*Your Contact Information*]

</template>

4) Reschedule Offer Email Template

<template>

Subject: Let's get you rescheduled! Regarding your appointment on [*Date*]

Hi [*Client Name*],

We missed you at your appointment for [*Service*] on [*Date*] and hope everything is alright.

While our policy typically requires a fee for late cancellations, we'd much rather see you back. We would like to offer to waive the [*Amount*] fee if you reschedule your appointment within the next [*Number*] days.

You can find a new time that works for you and book directly through our calendar here: [*Link to Booking Page*].

We value your business and look forward to seeing you soon.

Best,

[*Your Name*]

[*Your Company Name*]

</template>

5) Loyalty Discount Email Template

<template>

Subject: We appreciate you - a note on your cancelled appointment

Hi [*Client Name*],

We saw you had to cancel your appointment for [*Service*] on [*Date*]. We hope you’re doing well.

Our standard cancellation policy does include a fee for late cancellations. However, we truly value you as a loyal client. As a thank you for your continued business, we’d like to offer you a discount on this fee.

Instead of the usual [*Amount*] fee, we have reduced it to [*Discounted Amount*]. An updated invoice is attached, and you can complete the payment here: [*Link to Invoice*].

We look forward to seeing you again soon. You can book your next appointment whenever you’re ready: [*Link to Booking Page*].

Best,

[*Your Name*]

[*Your Company Name*]

</template>

What About Using Flodesk?

Sending these late cancellation fee emails is straightforward with the right platform. Flodesk provides intuitive email marketing tools for small businesses, helping you manage client communications and grow your email list. You can create, send, and automate emails without needing any coding or design skills, making it easy to engage your audience.

With our user-friendly email builder, powerful automations, and clean forms, Flodesk provides everything you need for your email marketing. We give you the tools to send professional, effective emails without the usual complexity. Thousands of businesses already trust Flodesk to handle their email communications in a simple, direct way.

Wrapping Up

Handling late cancellations is a necessary part of business, and the right templates help you communicate clearly and professionally. This approach protects your time while maintaining positive client relationships.

Flodesk is built to help you manage these important client emails with ease. Sign up to start sending beautiful, effective communications today.