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How to Handle a Last Minute Cancellation for a Field Service Job

November 2, 2021 - Management - 10 minutes

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There are few things more satisfying than a fully booked calendar. A consistent stream of work means a continual flow of revenue—which is what every business wants. When this happens things are going great, until you get a call for a last minute cancellation. It’s a bummer, but you shrug it off. Except, then you get another…and then another… 

It’s a deflating experience and can quickly become a costly one for your business, too. Last minute cancellations are, well, last minute—making it difficult to schedule jobs to fill the gaps they leave in the day. This means a lost opportunity for work, which all field service businesses want to avoid. 

But are last minute cancellations even avoidable? Not always (life happens!) but there are ways to prevent them from becoming a regular drawback; we’ve listed four of them below! Continue on to find out how, or skip to what matters most to you: 

  1. Automate confirmations and reminders to reduce last minute cancellations. 
  2. Create a last minute cancellation policy to prevent no shows. 
  3. Have templates and a customer list ready to go.
  4. How to handle those one off situations when you need to cancel last minute. 

Although you can’t always prevent customers from cancelling, you can take steps to reduce the impact those last minute cancellations will have on your business. And we’re here to help you put a solid strategy in place, so read on! 

1. Automate confirmations and reminders to reduce last minute cancellations.

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Let’s get to the root of why most last minute cancellations happen: Your customers are people, and people forget things easily. It’s human nature (literally). That’s why we love reminders—and if you’re not already, you should be sending them.

Think about how businesses notify you every day. Have you recently ordered a package from Amazon? Don’t worry, they’ll send you a push when it arrives so it won’t be left on your doorstep overnight. Or do you have an important email that’s been sitting in your inbox for the last three days? No stress, Gmail will notify you with a reminder to respond. 

Some of us like these reminders so much we even turn up the frequency on how often we get them. So consider how your customers feel when they book a service with you two weeks in advance, get a vague appointment slot, but then hear nothing from you in the weeks leading up to the job, only to suddenly get an “on the way” text 30 minutes before the appointment. 

They might be halfway to the grocery store or in the middle of a work meeting. Instinctively, they’ll cancel–and very last minute at that. It’s an inconvenience for you and them.

The easy solution is sending confirmations and reminders at different intervals, ahead of the job. When a customer books a job with your field service business, be sure to confirm the appointment immediately. This will help customers remember the date and time of the job, plus appointment confirmation emails get a 79% acceptance rate

Then, depending on how far out the service was booked, set up reminder messages. We recommend sending out at least three emails and/or text messages. Send the confirmation for the appointment, a reminder at least two days before the job, and then another on the morning of the service. These helpful nudges can actually reduce missed appointments by 10%

However, if it seems like a lot of work for your team to stop what they’re doing every time a job is booked in to type out these messages, then you’re right–it is! Remove tedious tasks like this by automating your communications. This way, you can reduce last minute cancellations with minimal effort. And if you’re in need of some inspiration on what to say in these messages, we have you covered. Click below to get your free communication templates! 

Being prepared to handle last minute cancellations is a part of any good sales plan – learn more with our sales guide – selling for the trades

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2. Create a last minute cancellation policy to prevent no shows.

Nobody likes paying a cancellation fee, which is why it’s a good idea to have one if you’re struggling with no shows. Of course, while a last minute cancellation is an inconvenience to your business, your policy should be reasonable. If you try to charge customers $200 for canceling less than 48 hours in advance, it most likely is not going to bode well for business. So, what’s the happy medium? 

Policies will range from business to business, but there are some must-haves you should include. First and foremost, make your cancellation policy very apparent. There’s nothing worse than having something come up last minute, trying to cancel an appointment, and hearing for the first time there’s a penalty for such short notice. 

Remember, these are still your customers and the point is not to punish them. You should always aim to create great customer journeys, so be as transparent as possible. If they schedule a service over the phone, make sure you and your team let them know how much notice they need to give to cancel. And include it in your confirmation and reminder messages as well. 

last minute cancellation

How far in advance they need to give notice is up to you–but we wouldn’t recommend requiring more than 48 hours. When deciding on a timeframe, think how much time you’ll need to reach out to other customers to see if they’re available for an earlier appointment. 

Then, consider the fee you will charge for a last minute cancellation. How much you ask for might be dependent on the type of work you do. If the majority of your jobs are quick maintenance and repair services, the number might be lower. If you tend to do larger installation projects, you might want a larger fee. 

Again, be reasonable in what you charge and mindful of the situation. If your customer genuinely has a last minute emergency, consider waiving the cancellation penalty or crediting it to them when they rebook. The goal should always be to maintain customer relationships, not burn bridges. 

With that said…

3. Be prepared for the worst! Have templates and a customer list ready to go.

Even with all the right measures in place to prevent a last minute cancellation, no shows happen. But just because a job gets cancelled doesn’t mean you can’t get another one scheduled in its place. So when all else fails, have a plan ready.

Getting a cancellation call an hour before a scheduled service can feel both disheartening and overwhelming. Maybe you had two hours blocked out for the job–so now what? We recommend creating a list of customers who need more immediate services. 

You probably have clients call in to get a quote or maintenance job scheduled ASAP. But when things are busy, you may not be able to fit them on the schedule immediately. In cases like this, ask them if they would be open to being contacted if someone else cancels. It can be a win-win scenario. You don’t need to scramble when you get a last minute cancellation call, and they potentially get to be serviced sooner. 

When reaching out to customers on this list, always try a phone call first. In the case that you can’t reach them by phone, be sure to send them an email or text message as well. Having an organized customer database will make this easier for you and your team. 

Since you are trying to schedule these appointments in a short period of time, automation will be your friend. Have ready to go templates with personalization tags–this way your team doesn’t have to spend time customizing each message. We recommend keeping the message brief and clear. Explain that an appointment has opened up and ask if they are available to be serviced. 

If they are, great! Add the job to the calendar. If not, consult the list again and move on to your next customer. Being proactive in these situations is key. Last minute cancellations can be out of your control, so focus on the controllables and make sure you have a solid plan in place to keep your schedule full. And if you need some help finding the right words, we’ve created a ready to use template for you below.

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4. How to handle those one off situations when you need to cancel last minute. 

Like your customers, you and your field service team are human. Things happen, and there might be times when you need to cancel at the last minute despite your best efforts not to. It’s a difficult situation, but one you should be prepared for. 

Maybe there’s been a scheduling error, the parts you needed for the job haven’t arrived, or an emergency has come up. No matter the case, you’ll need to handle the situation professionally to ensure your customer doesn’t turn to the competition because of a bad experience.

last minute cancellation

It’s best to try and get in touch with the customer by phone first. This way, you can offer a more comprehensive explanation and a genuine apology. If you aren’t able to get in touch this way, though, leave a brief message and make sure to tell them you’ll be following up with an email.

Send your follow up email as soon as possible, as they will now be expecting to hear from you. Our best advice is to make it clear that this is an unusual situation and not something that regularly happens. Take responsibility for the cancellation, even if it’s due to factors outside of your control. 

Along with your apology for the inconvenience, it might be a good idea to include a small discount as well. It’s important to demonstrate that you value them as a customer and to really make the effort to keep their business. Offering a discount may also encourage them to rebook with you, and not turn to the competition. 

The takeaway on how to handle a last minute cancellation. 

In a perfect world, no one would cancel at the last minute. And while that unfortunately is not the case, the good news is there are plenty of things you can do to reduce your no-shows. Always confirm appointments and send follow-up reminders for them, and consider putting in place a transparent cancellation policy. 

When those methods fail, have a strategy to reach out to customers who are open to taking those last minute appointments. Keep an organized list and have message templates that are ready to be sent out at any minute. The faster you act, the more likely you are to keep your calendar booked. 

Ultimately, when it comes to last minute cancellations, communication is key. But it’s not always easy to find your words in these situations. That’s why we’ve put together The Customer Communication Toolkit. It has all the right things to say, when you need to say them. Be sure to download your copy below!

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When I'm not researching industry trends and writing about business strategies, I spend time with friends and family, travelling, and searching for the world's best chocolate chip cookie.

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