Appointment Cancellation Email Template
Professional templates for handling cancellations and encouraging rebooking.
Template Preview
Subject: Appointment Cancelled - Let's Reschedule!
Hi {{client_name}},
We've received your cancellation for:
📅 {{date}} at {{time}}
🗓️ {{service_name}}
We're sorry to see this appointment cancelled, but we understand that plans change!
Ready to book again? Click below to find a new time that works for you:
[Book New Appointment] {{booking_link}}
If there's anything we can do to help, please don't hesitate to reach out.
Thank you for choosing {{business_name}}!
Best regards,
{{business_name}}
{{phone}}How to Use This Template
Copy the Template
Click the copy button above to copy to clipboard
Replace Variables
Swap {{variables}} with your business info
Send or Automate
Use manually or automate with SchedulingKit
Variables to Replace
{{client_name}}{{date}}{{time}}{{service_name}}{{booking_link}}{{business_name}}{{phone}}💡 Pro Tips
Always include a rebooking link
Keep tone positive, not accusatory
Consider offering incentive to rebook
Send automatically upon cancellation
Perfect For
When to Use This Template
Send automatically the moment a client cancels their appointment. If you are the one initiating the reschedule, use the Reschedule Request template instead.
✅ Best Practices
Include a one-click rebooking link that pre-fills the client's information so rebooking takes seconds
Offer a small incentive (priority booking or discount) for rebooking within 7 days
Keep the tone warm and blame-free — the goal is rebooking, not guilt
⚠️ Common Mistakes to Avoid
Making the client feel guilty for cancelling, which damages the relationship permanently
Burying the rebooking link below a wall of text — it should be the most prominent element
Not sending the email immediately upon cancellation, losing the rebooking window
Frequently Asked Questions
Can I customize this email template?
Absolutely! This template is designed to be fully customizable. Simply copy the template and replace the {{variables}} with your specific business information, branding, and messaging. You can also adjust the tone, add or remove sections, and personalize it for your audience.
When should I send this email?
For best results with appointment cancellation email template, timing matters. Always include a rebooking link Many businesses automate this email to trigger at the optimal time using scheduling software.
How do I automate this email template?
You can automate this template using SchedulingKit's workflow feature. Once set up, the system will automatically send personalized versions of this email to the right clients at the right time—no manual work required. This ensures consistency and saves hours of administrative work.
What makes a good email for appointments?
Effective appointment emails should be clear, professional, and include all essential information (date, time, location). Keep tone positive, not accusatory Using email templates ensures you don't miss important details.
Explore More Resources
Further Reading
- HubSpot: Free Business Templates — Curated collection of professional business templates.
- SCORE: Technology Resources — Free mentoring and guides for small businesses.
Automate This Template
Stop copying and pasting. SchedulingKit automatically sends personalized messages at the right time, every time.
Free forever plan available • No credit card required