Cancellation and Rescheduling Policy: A Clear Guide for Solo Professionals

For a solo professional, time is the actual product you sell. That's why a clear cancellation and rescheduling policy isn't about being "strict" — it's a framework that protects both you and your client and sets expectations up front. A well-built policy reduces last-minute cancellations and lets you reopen a freed slot to someone else.

Here's how to build a policy that's fair but still protects you.

1. Set a notice window

The heart of any policy is the question: "how far in advance must I be told?" It varies by field, but a common standard is 24 hours. For short sessions 12 hours may work; for long or prep-heavy work, 48 hours makes sense.

Keep the rule simple and state it in one line:

"You can reschedule or cancel for free up to 24 hours before your appointment."

Ambiguity breeds disputes; a clear window works for everyone.

2. Make rescheduling easier than cancelling

Most of the time the client wants to come but can't make that exact slot. If the only option is "cancel," you lose the hour entirely. Easy rescheduling preserves the booking — it just moves the time. Build your policy around rescheduling, not cancellation.

In Randevunu AI, the client can open their booking from the link in the confirmation/reminder and reschedule in one tap. The freed slot instantly becomes available again for another client.

3. Create commitment with a deposit

The strongest gear in the policy is upfront payment. A small deposit at booking creates a commitment effect: a client who has paid is far less likely to skip. A deposit also partially compensates you for a last-minute cancellation.

Ideally the client pays by card, at the moment of booking — no sharing an IBAN, no waiting for receipts. With Randevunu AI you can offer a "pay now" option on your booking page and collect payment securely by card.

4. Make the policy visible

Even the fairest policy is useless if the client never saw it. Show your policy in three places:

• On your booking page (before they book)
• In the confirmation (when the booking is made)
• In the reminder (24 hours / 1 hour before)

The client sees the rule three times, and "I didn't know" disappears.

5. Prevent forgetting with automatic reminders

Most cancellations and no-shows aren't bad faith — they're forgetfulness. Automatic reminders fix this directly: 24 hours before and 1 hour before, over both SMS and email. A reminder also gives the client the chance to "reschedule now if you can't make it" — actually putting your notice window to work.

6. Track repeat cancellers

Most clients respect the policy; but if you notice someone who always cancels last-minute, you can require upfront payment on their next booking. Seeing booking history lets you apply the rule fairly and based on data, not on a whim.

7. Leave room for flexibility

A rigid policy can drive away loyal clients. Showing flexibility in a genuine emergency strengthens the long-term relationship. A policy is a "shield," not a "weapon": the goal isn't to punish, but to reduce wasted hours and clarify expectations.

In short

A good cancellation/reschedule policy stands on four legs: a clear notice window, easy rescheduling, commitment via a deposit, and automatic reminders. With all four in place, you get fewer empty hours without straining the client relationship.

Randevunu AI brings these four tools under one roof: a booking page on your own username (randevunu.ai/yourname), one-tap rescheduling, card payment upfront, SMS + email reminders, and Google Calendar sync. Pick a username, put your policy on your page — and let the system remind and enforce it for you.