In this article
The one sentence that does the job
“If you can’t make it, please reschedule or cancel at least 12 hours before your appointment — you can do it yourself from your confirmation e-mail.” That’s it. A number, a reason to act early, and the easy way to do it. Add a second sentence only if you actually charge something: “Later than that, the visit counts as used.”
Three versions to paste
Friendly (most solo providers): “Plans change — just move or cancel your booking at least 12 hours ahead using the link in your confirmation. Thank you!”
Firm (busy salons, long services): “Please cancel or reschedule at least 24 hours before. Late cancellations and no-shows count as a visit, and a 50% deposit is required for the next booking.”
Deposit-based (tattoo, lashes, hair colour): “A deposit secures your slot and comes off the final price. It’s refundable if you cancel 48 hours or more before.”
Where it has to appear
Three places, same wording: on the booking page under the services, in the confirmation e-mail, and in the day-before reminder. People don’t read policies; they notice them at the moment they matter. Someone who saw “12 hours” three times cannot honestly be surprised by it.
How to enforce it without losing people
First late cancellation: a friendly reply that names the rule (“No problem this time — for next time, the 12-hour thing helps me refill the slot”). Second: ask for a deposit before you book them again. No-show without a word: deposit from now on, no exceptions. The policy protects you only if it’s predictable — the same for the regular of six years and the new client from Instagram.
Let the booking page do the enforcing
The fastest way to make a window real is to build it into the booking: clients can move or cancel their own appointment up to your cutoff, and after that the link simply asks them to contact you. In TapBook you set that cutoff once (in hours) and the self-service link in every confirmation and reminder respects it.
Who this is for
Solo providers whose diary is their income: hairdressers, beauticians, massage therapists, tutors, trainers, groomers, consultants. If you already take full payment up front, you don’t need most of this — your policy is the payment.
What this won’t fix
A policy sets expectations; it doesn’t collect money. TapBook shows your cancellation window on the booking page and lets clients cancel or move their booking themselves within it, but it doesn’t charge deposits or fees — if you want to enforce a fee, you still do that in person or by bank transfer.