Appointment cancellation confirmation
Confirms a cancelled booking, explains what happens to any advance paid, and leaves the door open to book again without pushing.
Your advance of Rs 500 will be refunded to the same UPI ID within 3 working days{{3}}.
Whenever you want to book again, just send us a message here with a day that suits you.
It confirms a cancellation and the refund position for the customer's own booking, which is utility. If you add a "book again this week and get 10% off" line, Meta will treat it as marketing.
Variables
| Variable | What goes in | Example |
|---|---|---|
| {{1}} | customer name | Vikram |
| {{2}} | appointment date | Saturday, 15 November |
| {{3}} | refund note | Your advance of Rs 500 will be refunded to the same UPI ID within 3 working days |
When to use it
Send it whenever a booking is cancelled, by either side. The refund line is the reason it exists: customers who paid an advance want to know where their money is going and when. Keeping the rebooking line soft, with no offer, keeps the message utility.
Best time to send. Within a few minutes of the cancellation.
Quick reply for the WhatsApp Business app
No variables in the app: replace the [bracketed] parts before you send.
Hi [customer name], your appointment on [appointment date] has been cancelled as requested.
[refund note].
Whenever you want to book again, just send us a message here with a day that suits you.
/appointmentcancellation
Meta template-ready version
For WhatsApp Manager or any WhatsApp Business API tool. Checked against Meta's limits.
| Category | UTILITY |
|---|---|
| Language | English (en) |
| Header | None |
| Body | 165/1024 characters, 3 variables |
| Footer | None |
| Buttons | Book a new timeQuick reply, 15/25 |
Tips
- Fill the refund variable with exact wording for each case: refunded, adjusted against the next visit, or not applicable.
- If no advance was paid, use a short sentence like "No payment was taken for this booking" instead of leaving it vague.
- Do not ask why they cancelled in this message; if you need to know, ask in a separate question later.
Variations
Shorter or warmer versions of the same message.
Cancelled. Vikram, your Saturday appointment is off. No charges apply. Message us any time to rebook.
Hi Vikram, we have cancelled your booking for 15 Nov. The Rs 500 advance will be back in your account within 3 working days.
Send this automatically with Kredoo
Kredoo fills in the name, date and amount from your CRM or booking and sends it at the right moment: on confirmation, the day before, an hour before. Replies land in one shared inbox.
Related templates
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In other languages: Day-before appointment reminder in Hindi · Missed appointment follow-up in Telugu
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