Late cancellation
Firm but respectfulHi Dana, thank you for letting me know. Because this change is inside our 24-hour window, the deposit is applied per our cancellation policy. I’d still love to see you — Thursday at 2:00 or Friday at 10:30?
Client communication
The message you keep putting off, drafted.
Phelion writes the reply in the tone you choose, following the policy you already use. You read it, copy it, and send it from your own channel.
Scenarios
- Appointment cancellation
- Late cancellation
- Client no-show
- Rescheduling request
- Appointment confirmation
- Deposit reminder
- Payment reminder
- Refund request response
- Late arrival
- Follow-up after an appointment
- Waitlist availability
- Policy explanation
- Difficult client conversation
- Custom business situation
Tones
- FriendlyApproachable and natural
- ProfessionalPolished and structured
- Firm but respectfulDirect without hostility
- Warm and reassuringEmpathetic and clear
- ConciseShort and complete
What Phelion will not do
- It will not send anything to your client.
- It will not invent a fee your policy does not contain.
- It will not threaten legal action or claim consent that was never given.
- It will not claim a message was delivered.
The wording you avoid writing.
Client no-show
ProfessionalHi Dana, I held your slot today and we weren’t able to connect. Our no-show policy applies to missed appointments without notice. If you’d like to rebook, I can share the next available times.
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