What should a consultation no-show policy include?

Include the notice period, rescheduling method, fee treatment, late-arrival rule, exceptional-situation process, and what happens after a missed meeting.

Should consultation fees be non-refundable?

That depends on the firm's jurisdiction, professional rules, agreement, and actual service. The policy must be reviewed locally before use.

When should clients see the policy?

Before payment and final booking, followed by a clear confirmation after the appointment is created.

Immigration Consultation No-Show Policy Template

Do not publish a no-show policy until reception, billing, the calendar, and the professional all give the same answer to a missed appointment.

First fill the six blanks below. Then review the wording for the firm's jurisdiction and actual practice.

Copyable Plain-Language Structure

Appointment confirmation

Your appointment is confirmed only after [required intake/payment/approval] is complete and you receive a confirmation message.

Rescheduling

You may request a new time at least [number] hours before the appointment using [link or method]. Available times are not guaranteed until the new appointment is confirmed.

Cancellation

If you cancel at least [number] hours before the appointment, [state exactly what happens to the fee].

No-show

If you do not attend and have not rescheduled within the stated notice period, [state what happens to the fee and whether another booking is allowed].

Late arrival

If you arrive late, the consultation may still end at the original scheduled time. If the professional cannot provide a useful meeting in the remaining time, [state the process].

Exceptional situations

For a genuine emergency or technical failure, contact [channel] as soon as reasonably possible. The firm will review the request under its actual policy but cannot promise a particular exception.

Five Policy Tests

Was it visible before payment?
Can a client understand it without legal interpretation?
Does the booking system follow the same rule?
Can staff apply it consistently?
Has the firm reviewed it for local professional and consumer obligations?

If any answer is no, publishing the policy does not make the process safe.

Decide the Difficult Cases Before They Happen

Complete this internal table with the person who owns billing and scheduling:

Situation	Fee treatment	New booking allowed?	Staff owner
Client cancels inside notice period	___	___	___
Client misses without contact	___	___	___
Client reports a genuine emergency	___	___	___
Professional cannot attend	___	___	___
Video platform fails for both sides	___	___	___
Client joins too late for useful work	___	___	___

Do not improvise these decisions in WhatsApp after someone is already upset.

Make the Software Match the Words

A policy can say "reschedule up to 24 hours before" while the calendar allows changes until five minutes before. A payment page can say "non-refundable" while staff routinely issues refunds. A reminder can link to a cancellation path that does not preserve the fee state.

Test the complete behavior with a real test appointment. The public wording, calendar settings, payment handling, confirmation, and staff response must tell the same story.

Put the Policy Before Commitment

CroozLink can place the policy beside the consultation offer, acknowledgment, payment, and booking action. It does not write the firm's legal terms or decide whether a fee can be retained.

The useful product behavior is visibility: the client sees the rule before commitment and still has one clear rescheduling path afterward.

A strong policy is firm, visible, and boring. It prevents conflict because nobody has to discover the rule during a stressful moment.