{"id":23589,"date":"2020-03-12T19:37:45","date_gmt":"2020-03-12T19:37:45","guid":{"rendered":"https:\/\/honeybook.site.strattic.io\/?p=23589"},"modified":"2022-12-06T11:57:40","modified_gmt":"2022-12-06T19:57:40","slug":"responding-to-coronavirus","status":"publish","type":"post","link":"https:\/\/hbbadmin.dev.reliablepenguin.com\/blog\/responding-to-coronavirus","title":{"rendered":"What To Say When: Responding to COVID Cancelations &#038; Rescheduling"},"content":{"rendered":"\n<figure class=\"wp-block-image size-large\"><img decoding=\"async\" src=\"https:\/\/hbbadmin.reliablepenguin.com\/blog\/wp-content\/uploads\/2020\/03\/shutterstock_1372118666-1300x867.jpg\" alt=\"\" class=\"wp-image-23590\"\/><\/figure>\n\n\n\n<p>As the COVID pandemic continues to change and evolve, we know it can be tough figuring out how exactly to have conversations with your clients about rescheduling their events or continuing to change policies about in-person meetings. We wanted to make it easier for you by providing swipe copy email templates for the most common scenarios facing our community.<\/p>\n\n\n\n<p>All you need to do is copy and paste the template into your emails (or <a href=\"https:\/\/intercom.help\/honeybook-5891e2a409ff\/en\/articles\/2209059-creating-an-email-template\">create a HoneyBook email template<\/a>) to save time and sound professional. Just make sure to update any bolded fields; adjust the copy to reflect your business practices and <a href=\"https:\/\/hbbadmin.reliablepenguin.com\/online-contract\">online contract<\/a> clauses; and use the swipe copy for the client scenario that applies to you.<\/p>\n\n\n\n<div class=\"wp-block-ugb-container ugb-container ugb-b5419a4 ugb-container--v2 ugb-container--design-basic ugb-main-block\"><style>.ugb-b5419a4-wrapper.ugb-container__wrapper{padding-top:0 !important;padding-bottom:0 !important}.ugb-b5419a4-wrapper > .ugb-container__side{padding-top:35px !important;padding-bottom:35px !important}@media screen and (min-width:768px){.ugb-b5419a4.ugb-container{padding-top:0px !important}}<\/style><div class=\"ugb-inner-block\"><div class=\"ugb-block-content\"><div class=\"ugb-container__wrapper ugb-b5419a4-wrapper\"><div class=\"ugb-container__side\"><div class=\"ugb-container__content-wrapper ugb-b5419a4-content-wrapper\">\n<div class=\"wp-block-ugb-columns ugb-columns ugb-39f748c ugb-columns--design-plain ugb-columns--columns-2 ugb-main-block\"><style>.ugb-39f748c > .ugb-inner-block > .ugb-block-content > .ugb-columns__item{grid-template-columns:0.20fr 1.80fr !important}<\/style><div class=\"ugb-inner-block\"><div class=\"ugb-block-content\"><div class=\"ugb-columns__item ugb-39f748c-content-wrapper\">\n<div class=\"wp-block-ugb-column ugb-column ugb-e339ae1 ugb-column--design-plain ugb-main-block\"><div class=\"ugb-inner-block\"><div class=\"ugb-block-content\"><div class=\"ugb-column__item ugb-e339ae1-column-wrapper\"><div class=\"ugb-column__content-wrapper\">\n<figure class=\"wp-block-image size-large\"><img decoding=\"async\" src=\"https:\/\/hbbadmin.reliablepenguin.com\/blog\/wp-content\/uploads\/2022\/04\/1_lightbulb-icon_182946fb75.png\" alt=\"\" class=\"wp-image-18294\"\/><\/figure>\n<\/div><\/div><\/div><\/div><\/div>\n\n\n\n<div class=\"wp-block-ugb-column ugb-column ugb-ce38728 ugb-column--design-plain ugb-main-block\"><div class=\"ugb-inner-block\"><div class=\"ugb-block-content\"><div class=\"ugb-column__item ugb-ce38728-column-wrapper\"><div class=\"ugb-column__content-wrapper\">\n<p><span style=\"color: #000000;\"><b>Pro Tip:<\/b><span style=\"font-weight: 400;\"> Most contracts may now in force majeure land, not cancelation\/rescheduling clause land. You must follow what your contract\u2019s <a href=\"https:\/\/hbbadmin.reliablepenguin.com\/blog\/force-majeure-clause-sample\">force majeure clause<\/a> states (and seek specific advice from a lawyer if you have questions). Under force majeure circumstances, whether or not you have to refund the retainer is a grey area. Review your contract language to better understand your options.\u00a0<\/span><\/span><\/p>\n<\/div><\/div><\/div><\/div><\/div>\n<\/div><\/div><\/div><\/div>\n<\/div><\/div><\/div><\/div><\/div><\/div>\n\n\n\n<h2 class=\"wp-block-heading\">Here&#8217;s what to say when\u2026<\/h2>\n\n\n\n<ul class=\"wp-block-list\">\n<li><a href=\"#prevent\">you want to proactively prevent cancelations<\/a><\/li>\n\n\n\n<li><a href=\"#reassure\">you want to be proactive in reassuring clients<\/a><\/li>\n\n\n\n<li><a href=\"#guidance\">clients are looking for guidance regarding canceling or rescheduling<\/a><\/li>\n\n\n\n<li><a href=\"#high-risk\">clients are looking for guidance regarding canceling or rescheduling because they are high risk or have a high-risk loved one<\/a><\/li>\n\n\n\n<li><a href=\"#reschedule-or-cancel\">your client asks to reschedule or cancel<\/a><\/li>\n\n\n\n<li><a href=\"#in-person\">you want to limit in-person interactions&nbsp;<\/a><\/li>\n\n\n\n<li><a href=\"#safety\">you want to cancel for your own safety (but a force majeure event has not happened)<\/a><\/li>\n\n\n\n<li><a href=\"#force-majeure\">you need to reschedule due to a force majeure event<\/a><\/li>\n\n\n\n<li><a href=\"#revised-contract\">you want to send existing clients revised contracts with new protection clauses added in<\/a><\/li>\n\n\n\n<li><a href=\"#cancels\">your client cancels<\/a><\/li>\n<\/ul>\n\n\n\n<div class=\"banner banner--dark banner--bulb\">\n<div class=\"banner__text-container\">\n<h2 class=\"banner__title\">Get the full pack of COVID email templates<\/h2>\n<p class=\"banner__body\">Use more than 10 email templates for any scenario regarding cancelation, rescheduling, staying safe, and much more.<\/p>\n<a class=\"banner__cta\" data-sumome-listbuilder-id=\"17638127-df6f-4ead-b73e-7128860d129c\">Download Now<\/a><\/div>\n<\/div>\n\n\n\n<a id=\"prevent\"><\/a>\n\n\n\n<h2 class=\"wp-block-heading\">When you want to proactively prevent cancelations<\/h2>\n\n\n\n<p>In the face of changing COVID case numbers and transmission rates, you may be faced with cancelation requests from your clients. To avoid cancelations yet accommodate your clients, you can reach out to proactively offer support and options for postponement or rescheduling.<\/p>\n\n\n\n<div class=\"wp-block-ugb-container ugb-container ugb-886d2a8 ugb-container--v2 ugb-container--design-basic ugb-main-block\"><div class=\"ugb-inner-block\"><div class=\"ugb-block-content\"><div class=\"ugb-container__wrapper ugb-886d2a8-wrapper\"><div class=\"ugb-container__side\"><div class=\"ugb-container__content-wrapper ugb-886d2a8-content-wrapper\">\n<h4 class=\"wp-block-heading\"><span style=\"color: #0c1f5c;\" class=\"ugb-highlight\"><strong>Copy\/Paste Template<\/strong>:<\/span><\/h4>\n\n\n\n<p><strong><span style=\"color: #000000;\" class=\"ugb-highlight\">Proactively Preventing Cancelations<\/span><\/strong><\/p>\n\n\n\n<p>Hi XX,<\/p>\n\n\n\n<p>I know that based on recent events and news, COVID is likely top of mind for you. I wanted to check in and make sure you and your loved ones are doing ok!&nbsp;<\/p>\n\n\n\n<p>I also wanted to reassure you that I\u2019ll do whatever it takes to make your [event name] a success, whether that\u2019s modifying it to meet your needs or rescheduling it if you\u2019d like to postpone. Whatever you need, I\u2019m here to help.&nbsp;<\/p>\n\n\n\n<p>Your safety and well-being, and making sure we figure out the best way to make your event memorable, are my top priorities.<\/p>\n\n\n\n<p>Let\u2019s schedule a call to discuss how you\u2019re feeling and the best path forward.<\/p>\n\n\n\n<p>Warmly,<\/p>\n\n\n\n<p>XX<\/p>\n<\/div><\/div><\/div><\/div><\/div><\/div>\n\n\n\n<a id=\"reassure\"><\/a>\n\n\n\n<h2 class=\"wp-block-heading\">When you want to be proactive in reassuring clients&nbsp;<\/h2>\n\n\n\n<p>The last thing you want to do is wait until your clients are so concerned about the situation that they reach out to you. This template helps you do proactive outreach to your clients, letting them know that you and your business are prepared for COVID changes and that you plan to fulfill your role at their event. It also opens up further dialog in case they have any questions or concerns that you can get ahead of to minimize cancelations or disputes.&nbsp;<\/p>\n\n\n\n<div class=\"wp-block-ugb-container ugb-container ugb-d3fb34d ugb-container--v2 ugb-container--design-basic ugb-main-block\"><div class=\"ugb-inner-block\"><div class=\"ugb-block-content\"><div class=\"ugb-container__wrapper ugb-d3fb34d-wrapper\"><div class=\"ugb-container__side\"><div class=\"ugb-container__content-wrapper ugb-d3fb34d-content-wrapper\">\n<h4 class=\"wp-block-heading\"><span style=\"color: #0c1f5c;\" class=\"ugb-highlight\"><strong>Copy\/Paste Template<\/strong>:<\/span><\/h4>\n\n\n\n<p><strong>Reassuring Clients<\/strong><\/p>\n\n\n\n<p>Hey XX,<\/p>\n\n\n\n<p>I hope planning your [insert event name here] has been going smoothly! I wanted to check in and see how you were doing in light of the recent COVID outbreak updates. I know how stressful [event name] planning can be, and this certainly doesn\u2019t help!<\/p>\n\n\n\n<p>I wanted to assure you that I have every intention of fulfilling my role at your [event name] and that my business and I are prepared. I\u2019m staying updated on the latest information from the CDC, the WHO and local and state authorities; acting responsibly by avoiding travel to outbreak hotspots; practicing social distancing by holding most meetings online instead of in person; swapping hugs for a friendly wave; and, last but not least, practicing good hand hygiene. Additionally, I\u2019m making sure that all of my clients know what to expect from me as per contract.<\/p>\n\n\n\n<p>I\u2019d love to know how you\u2019re feeling about the situation. Are there any questions or concerns about your event I can help address? Please don\u2019t hesitate to reach out.&nbsp;<\/p>\n\n\n\n<p>Thanks,<\/p>\n\n\n\n<p>XX<\/p>\n<\/div><\/div><\/div><\/div><\/div><\/div>\n\n\n\n<p><em>Note: If your client writes back and inquires more specifically about rescheduling or canceling, see <a href=\"https:\/\/hbbadmin.reliablepenguin.com\/blog\/responding-to-coronavirus#guidance\">When clients are looking for guidance regarding canceling or rescheduling<\/a> OR <a href=\"https:\/\/hbbadmin.reliablepenguin.com\/blog\/responding-to-coronavirus#cancel\">When your client asks to reschedule or cancel.<\/a><\/em><\/p>\n\n\n\n<div class=\"banner banner--light banner--bulb\">\n<div class=\"banner__text-container\">\n<h2 class=\"banner__title\">Use HoneyBook to manage unplanned scenarios<\/h2>\n<p class=\"banner__body\">Drop in your email templates, send batch emails to all of your clients, and use legally-sound contracts to protect against cancelations. \n<\/p>\n<a class=\"banner__cta\" href=\"https:\/\/hbbadmin.reliablepenguin.com\/\">Start Free Trial<\/a><\/div>\n<\/div>\n\n\n\n<a id=\"guidance\"><\/a>\n\n\n\n<h2 class=\"wp-block-heading\">When clients are looking for guidance regarding canceling or rescheduling<\/h2>\n\n\n\n<p>With the effects of COVID still changing, some clients may be nervous with their event dates fast approaching. This template helps you respond to clients who are looking for your guidance on if they should cancel or reschedule their event.&nbsp;<\/p>\n\n\n\n<div class=\"wp-block-ugb-container ugb-container ugb-2a88b9b ugb-container--v2 ugb-container--design-basic ugb-main-block\"><div class=\"ugb-inner-block\"><div class=\"ugb-block-content\"><div class=\"ugb-container__wrapper ugb-2a88b9b-wrapper\"><div class=\"ugb-container__side\"><div class=\"ugb-container__content-wrapper ugb-2a88b9b-content-wrapper\">\n<h4 class=\"wp-block-heading\"><span style=\"color: #0c1f5c;\" class=\"ugb-highlight\"><strong>Copy\/Paste Template<\/strong>:<\/span><\/h4>\n\n\n\n<p><strong><span style=\"color: #000000;\" class=\"ugb-highlight\">Guiding Clients In Regard to Cancelation or Rescheduling<\/span><\/strong><\/p>\n\n\n\n<p>Hey XX,<\/p>\n\n\n\n<p>Thanks for checking in! As of right now, your event is in a place of relatively low risk. However, I know how stressful [event name] planning can be, and this certainly doesn\u2019t help!<\/p>\n\n\n\n<p>I wanted to assure you that my business and I are prepared. I\u2019m staying updated on the latest information from the CDC, the WHO and local and state authorities; acting responsibly by avoiding travel to outbreak hotspots; practicing social distancing by holding most meetings online instead of in person; swapping hugs for a friendly wave; and, last but not least, practicing good hand hygiene. Additionally, I\u2019m making sure that all of my clients know what to expect from me as per contract.<\/p>\n\n\n\n<p>I have every intention of fulfilling my role at your [event name]. Of course, if anything should change with my plans, you will be the first to know.<\/p>\n\n\n\n<p>If you have any intention of changing the date of your [event name] please let me know as soon as possible so we can work on rescheduling to a date that works for everyone. If you do plan to change the [event name] date, please refer back to our contract to the cancelation and rescheduling policy for the proper steps. Please note that the retainer may be forfeited and a new contract may need to be signed in the event of cancelation or rescheduling.&nbsp;<\/p>\n\n\n\n<p>Thanks,<\/p>\n\n\n\n<p>XX<\/p>\n<\/div><\/div><\/div><\/div><\/div><\/div>\n\n\n\n<p><em>Note: If your client writes back and inquires more specifically about rescheduling or canceling, see <a href=\"https:\/\/hbbadmin.reliablepenguin.com\/blog\/responding-to-coronavirus#cancel\">When your client asks to reschedule or cancel.<\/a><\/em><\/p>\n\n\n\n<a id=\"high-risk\"><\/a>\n\n\n\n<h2 class=\"wp-block-heading\">When clients are looking for guidance regarding canceling or rescheduling because they are high risk or have a high-risk loved one<\/h2>\n\n\n\n<p>This template is for clients who are asking about canceling or rescheduling because they are high-risk or have a high-risk loved one.<\/p>\n\n\n\n<div class=\"wp-block-ugb-container ugb-container ugb-b63a33c ugb-container--v2 ugb-container--design-basic ugb-main-block\"><div class=\"ugb-inner-block\"><div class=\"ugb-block-content\"><div class=\"ugb-container__wrapper ugb-b63a33c-wrapper\"><div class=\"ugb-container__side\"><div class=\"ugb-container__content-wrapper ugb-b63a33c-content-wrapper\">\n<h4 class=\"wp-block-heading\"><span style=\"color: #0c1f5c;\" class=\"ugb-highlight\"><strong>Copy\/Paste Template<\/strong>:<\/span><\/h4>\n\n\n\n<p><strong><span style=\"color: #000000;\" class=\"ugb-highlight\">Rescheduling Due to a High-Risk Loved One<\/span><\/strong><\/p>\n\n\n\n<p>Hey XX,<\/p>\n\n\n\n<p>Thanks for checking in and letting me know about your concerns! I have read the CDC\u2019s recommendations for social distancing for high-risk populations, and absolutely want to respect that.<\/p>\n\n\n\n<p>If it is any assurance, I\u2019m staying updated on the latest information from the CDC, the WHO and local and state authorities; acting responsibly by avoiding travel to outbreak hotspots; practicing social distancing by holding most meetings online instead of in person; swapping hugs for a friendly wave; and, last but not least, practicing good hand hygiene. Additionally, I\u2019m making sure that all of my clients know what to expect from me as per contract.<\/p>\n\n\n\n<p>If you feel it\u2019s best, we can reschedule to make sure we are keeping you and your loved ones safe. Here are the next steps to do so.<\/p>\n\n\n\n<p><em>Rescheduling:<\/em><\/p>\n\n\n\n<p>[insert your rescheduling policy here]<\/p>\n\n\n\n<p>(Example rescheduling policy language: If you reschedule in excess of 90 days of your event date, and I am able to rebook that date, then you will receive credit for everything paid so far. If this happens, we will need to sign a new contract. If your event is rescheduled in excess of 90 days and I do not rebook the date then the retainer will be forfeited, but you will receive credit for everything paid so far (and again a new contract would be needed). If you choose to reschedule, the credit will be applied to wedding coverage within 12 months after the original wedding date.)<\/p>\n\n\n\n<p>Please feel free to let me know any questions you may have as this is not the easiest situation to navigate! Again, I\u2019m so sorry that this [natural disaster\/pandemic] is affecting your [event] in such a negative way.<\/p>\n\n\n\n<p>Thanks,<\/p>\n\n\n\n<p>XX<\/p>\n<\/div><\/div><\/div><\/div><\/div><\/div>\n\n\n\n<a id=\"reschedule-or-cancel\"><\/a>\n\n\n\n<h2 class=\"wp-block-heading\">When your client asks to reschedule or cancel<\/h2>\n\n\n\n<p>In the event that a client asks about rescheduling or canceling their event, we recommend trying to reschedule for a later date as a best practice to minimize lost revenue for your business. This template helps guide clients to reschedule. But please note, this is not provided as a substitute for legal advice. If you have any questions about this template or your contract as it relates to your specific business, please contact a licensed attorney.<\/p>\n\n\n\n<div class=\"wp-block-ugb-container ugb-container ugb-47fdfeb ugb-container--v2 ugb-container--design-basic ugb-main-block\"><div class=\"ugb-inner-block\"><div class=\"ugb-block-content\"><div class=\"ugb-container__wrapper ugb-47fdfeb-wrapper\"><div class=\"ugb-container__side\"><div class=\"ugb-container__content-wrapper ugb-47fdfeb-content-wrapper\">\n<h4 class=\"wp-block-heading\"><span style=\"color: #0c1f5c;\" class=\"ugb-highlight\"><strong>Copy\/Paste Template<\/strong>:<\/span><\/h4>\n\n\n\n<p><strong><span style=\"color: #000000;\" class=\"ugb-highlight\">Client Asks to Reschedule or Cancel<\/span><\/strong><\/p>\n\n\n\n<p>Hey XX!<\/p>\n\n\n\n<p>I\u2019m so sorry that the [COVID surge\/natural disaster] is affecting your [event] and that you\u2019re thinking of rescheduling or canceling altogether. As this is a terrible time for everyone, I am of course happy to work with you to figure out what the next steps will be. I encourage you to look back over our contract as that will be more detailed, but I can also give you a quick idea of what to expect moving forward.&nbsp;<\/p>\n\n\n\n<p>Rescheduling would be best, and here are the next steps to do so.<\/p>\n\n\n\n<p><em>Rescheduling:<\/em><\/p>\n\n\n\n<p>[insert your rescheduling policy here]&nbsp;<\/p>\n\n\n\n<p>(Example rescheduling policy language: If you reschedule in excess of 90 days of your event date, and I am able to rebook that date, then you will receive credit for everything paid so far. If this happens, we will need to sign a new contract. If your event is rescheduled in excess of 90 days and I do <em>not<\/em> rebook the date then the retainer will be forfeited, but you will receive credit for everything paid so far (and again a new contract would be needed). If you choose to reschedule, the credit will be applied to wedding coverage within 12 months after the original wedding date.)<\/p>\n\n\n\n<p>However, if you wanted to cancel altogether, as per contract here are the next steps.<\/p>\n\n\n\n<p><em>Cancelations:<\/em><\/p>\n\n\n\n<p>[insert your cancelation policy here]&nbsp;<\/p>\n\n\n\n<p>(Example cancelations policy language: As per contract, if you decide to cancel within 90 days of the {event} then you will forfeit the retainer, and also be responsible for paying the remainder of the package price. I\u2019m happy to work with you on a payment plan if need be. If you decide to cancel in excess of 90 days of the {event} then you forfeit the retainer and only need to pay the remainder of the package price, if I do not re-book your date. If your date is re-booked, you do not have to pay the remainder of the package.)<\/p>\n\n\n\n<p>Please feel free to let me know any questions you may have as this is not the easiest situation to navigate! Again, I\u2019m so sorry that this [natural disaster\/pandemic] is affecting your [event] in such a negative way.<\/p>\n\n\n\n<p>Best,<\/p>\n\n\n\n<p>XX<\/p>\n<\/div><\/div><\/div><\/div><\/div><\/div>\n\n\n\n<a id=\"in-person\"><\/a>\n\n\n\n<h2 class=\"wp-block-heading\">When you want to limit in-person interactions&nbsp;<\/h2>\n\n\n\n<p>A community member who works in marketing reached out to ask: <em>How do I communicate my need to work from home and not attend in-person meetings and events in a worst case scenario?<\/em> She says, \u201cI have some clients who are really adamant about taking these [meetings] in person. Same with events they may be hosting where they want me present for social media support.\u201d&nbsp;<\/p>\n\n\n\n<p>If you want to limit your in-person interactions in your business, here\u2019s a template for sharing that message with your clients.&nbsp;<\/p>\n\n\n\n<div class=\"wp-block-ugb-container ugb-container ugb-dee740e ugb-container--v2 ugb-container--design-basic ugb-main-block\"><div class=\"ugb-inner-block\"><div class=\"ugb-block-content\"><div class=\"ugb-container__wrapper ugb-dee740e-wrapper\"><div class=\"ugb-container__side\"><div class=\"ugb-container__content-wrapper ugb-dee740e-content-wrapper\">\n<h4 class=\"wp-block-heading\"><span style=\"color: #0c1f5c;\" class=\"ugb-highlight\"><strong>Copy\/Paste Template<\/strong>:<\/span><\/h4>\n\n\n\n<p><strong><span style=\"color: #000000;\" class=\"ugb-highlight\">Limiting In-Person Interactions<\/span><\/strong><\/p>\n\n\n\n<p>Hey XX,<\/p>\n\n\n\n<p>I wanted to check in and see how you were doing in light of the recent COVID outbreak updates.<\/p>\n\n\n\n<p>I wanted to assure you that the safety of my team and clients is paramount to me at [insert your business name]. I\u2019m staying updated on the latest information from the CDC, the WHO and local and state authorities; acting responsibly by avoiding travel to outbreak hotspots; practicing good hand hygiene\u2014and last, but not least\u2014working from home more when it makes sense.&nbsp;<\/p>\n\n\n\n<p>So what can you expect in the coming weeks?<\/p>\n\n\n\n<p>As the COVID situation continue to unfold across the country and containment efforts in our area become more aggressive, I\u2019m moving all in-person meetings to a video or phone call. (Please be on the lookout for updated meeting invites with that information.) Additionally, I\u2019m limiting my attendance of large in-person events. [insert whatever else you\u2019re changing that may affect clients and what they can expect from you] This is not only for my safety, but yours as well.<\/p>\n\n\n\n<p>I\u2019d love to hop on a call to discuss making alternative arrangements for [insert the in-person activities you want to move online (e.g., in-person event, social media coverage)] with you. I\u2019m looking forward to finding a solution that works best for the health and safety of everyone.<\/p>\n\n\n\n<p>Thanks,<\/p>\n\n\n\n<p>XX<\/p>\n<\/div><\/div><\/div><\/div><\/div><\/div>\n\n\n\n<a id=\"safety\"><\/a>\n\n\n\n<h2 class=\"wp-block-heading\">When you want to cancel for your own safety (but a force majeure event has not happened)<\/h2>\n\n\n\n<p>In some instances, you may want to cancel an event for your own safety, especially if you or anyone in your family is immunocompromised. While you don\u2019t need to perform your services, it\u2019s critical to give your client options on how you plan to mitigate the consequences and to be reasonable in these circumstances.&nbsp;<\/p>\n\n\n\n<p>Documentation is key, because while a lawsuit likely won\u2019t arise right now, one may pop up in the future, and you want to be sure you can show a court evidential proof that you tried to find an alternate service provider or made sufficient reasonable efforts to mitigate the consequences. Make sure to keep communications with your clients in email (and save them) to limit risks and liabilities for your business.&nbsp;<\/p>\n\n\n\n<div class=\"wp-block-ugb-container ugb-container ugb-b77ab2c ugb-container--v2 ugb-container--design-basic ugb-main-block\"><div class=\"ugb-inner-block\"><div class=\"ugb-block-content\"><div class=\"ugb-container__wrapper ugb-b77ab2c-wrapper\"><div class=\"ugb-container__side\"><div class=\"ugb-container__content-wrapper ugb-b77ab2c-content-wrapper\">\n<h4 class=\"wp-block-heading\"><span style=\"color: #0c1f5c;\" class=\"ugb-highlight\"><strong>Copy\/Paste Template<\/strong>:<\/span><\/h4>\n\n\n\n<p><strong><span style=\"color: #000000;\" class=\"ugb-highlight\">Canceling for Your Safety<\/span><\/strong><\/p>\n\n\n\n<p>Hey XX,<\/p>\n\n\n\n<p>After a lot of thought and consideration, I wanted to let you know that due to [insert why you\u2019re canceling here] (examples of cancelation reasons: risky health considerations, caring for immuno-compromised family members, etc.), I won\u2019t be able to provide my services at your [event name]. This was a really tough decision to make, and I apologize in advance for any inconvenience this may cause.&nbsp;<\/p>\n\n\n\n<p>My goal is to ensure you\u2019re taken care of in my absence, so I have asked [insert name of back-up service provider] of [insert business name of back-up service provider] to step in and provide coverage for the [event name] in my place. [insert name of back-up service provider] is a trusted friend and colleague of mine and I know that [she\/he] will take great care of you. Please take a look at [his\/her] [insert their IG\/website\/etc.].&nbsp;<\/p>\n\n\n\n<p>Also, because I know that part of the reason you booked with me was because of my [editing style\/insert name of your post-event process here], I\u2019m happy to inform you that [name of back-up provider] has allowed me to [edit] their work so that it reflects my style, and the style you were looking forward to having.<\/p>\n\n\n\n<p>Please let me know if this would be an acceptable solution or if you have any questions or concerns. Otherwise, I can also offer a full refund of your retainer and you would not incur any remaining fees under the contract.<\/p>\n\n\n\n<p>Thanks,<\/p>\n\n\n\n<p>XX<\/p>\n<\/div><\/div><\/div><\/div><\/div><\/div>\n\n\n\n<a id=\"force-majeure\"><\/a>\n\n\n\n<h2 class=\"wp-block-heading\">When you need to reschedule due to a force majeure event<\/h2>\n\n\n\n<p>Hopefully it never comes to this, but if a force majeure event should occur (as outlined in your force majeure contract clause), the impacted party of the force majeure event needs to notify the other party. Here\u2019s swipe copy you could use to notify your clients, letting them know what your process is to move forward.&nbsp;<\/p>\n\n\n\n<p>Make sure to show them that you\u2019re bending and happy to work with them to reach the best solution for everyone in this stressful time. Also, be sure to read the note in this post\u2019s intro to learn more about whether or not you can keep the deposit.<\/p>\n\n\n\n<div class=\"wp-block-ugb-container ugb-container ugb-2a06d18 ugb-container--v2 ugb-container--design-basic ugb-main-block\"><div class=\"ugb-inner-block\"><div class=\"ugb-block-content\"><div class=\"ugb-container__wrapper ugb-2a06d18-wrapper\"><div class=\"ugb-container__side\"><div class=\"ugb-container__content-wrapper ugb-2a06d18-content-wrapper\">\n<h4 class=\"wp-block-heading\"><span style=\"color: #0c1f5c;\" class=\"ugb-highlight\"><strong>Copy\/Paste Template<\/strong>:<\/span><\/h4>\n\n\n\n<p><strong><span style=\"color: #000000;\" class=\"ugb-highlight\">Rescheduling Due to Force Majeure<\/span><\/strong><\/p>\n\n\n\n<p>Hey XX,<\/p>\n\n\n\n<p>I wanted to check in regarding the [insert force majeure event] and make sure you and your loved ones are ok. Under our contract, this qualifies as a force majeure event, which means I won\u2019t be able to provide my services at your [event name] at this time.&nbsp;<\/p>\n\n\n\n<p>Please rest assured that I\u2019d love to work with you to reschedule your [event name] to a later date within the next [insert time period (12 months is common)]. If you do choose to work with me again at a later date, your retainer would be transferred to your future event date and a new contract would need to be signed.&nbsp;<\/p>\n\n\n\n<p>In the event that a mutually agreed upon date cannot be reached, you may cancel and forfeit only the retainer, but not incur any remaining fees under the contract.<\/p>\n\n\n\n<p>As this is a terrible time for everyone, I am of course happy to work with you to figure out the best next steps.<\/p>\n\n\n\n<p>Thanks,<\/p>\n\n\n\n<p>XX<\/p>\n<\/div><\/div><\/div><\/div><\/div><\/div>\n\n\n\n<a id=\"revised-contract\"><\/a>\n\n\n\n<h2 class=\"wp-block-heading\">When you want to send existing clients revised contracts with new protection clauses added in<\/h2>\n\n\n\n<p>One common question that\u2019s been coming up frequently is what to do with the new force majeure clause we provided. How should you include it in your existing contracts? The answer: You probably shouldn\u2019t. It doesn\u2019t look good to your clients to add protection clauses and send them new contracts at this time. It may look like you\u2019re trying to get out of performing your service.&nbsp;<\/p>\n\n\n\n<p>Instead, experts recommend adding in those protection clauses to new contracts moving forward.<\/p>\n\n\n\n<a id=\"cancels\"><\/a>\n\n\n\n<h2 class=\"wp-block-heading\">When your client cancels<\/h2>\n\n\n\n<div class=\"wp-block-ugb-container ugb-container ugb-49a2bcc ugb-container--v2 ugb-container--design-basic ugb-main-block\"><div class=\"ugb-inner-block\"><div class=\"ugb-block-content\"><div class=\"ugb-container__wrapper ugb-49a2bcc-wrapper\"><div class=\"ugb-container__side\"><div class=\"ugb-container__content-wrapper ugb-49a2bcc-content-wrapper\">\n<h4 class=\"wp-block-heading\"><span style=\"color: #0c1f5c;\" class=\"ugb-highlight\"><strong>Copy\/Paste Template<\/strong>:<\/span><\/h4>\n\n\n\n<p><strong><span style=\"color: #000000;\" class=\"ugb-highlight\">When Your Client Cancels<\/span><\/strong><\/p>\n\n\n\n<p>Hi XX,<\/p>\n\n\n\n<p>Thank you so much for speaking with me today. I am sorry we could not find a date that works for us, but I am still so excited for you!&nbsp;<\/p>\n\n\n\n<p>As we discussed, I have attached the cancelation amendment to void our previous contract. After the new contract is signed by everyone, our old agreement will be voided.<\/p>\n\n\n\n<p>My goal is to ensure you\u2019re taken care of in my absence, so I would recommend [insert name of back-up service provider] of [insert business name of back-up service provider]. [insert name of back-up service provider] is a trusted friend and colleague of mine and I know that [she\/he] will take great care of you. Please take a look at [his\/her] [insert their IG\/website\/etc.].&nbsp;<\/p>\n\n\n\n<p>[*If you are giving your clients a refund, you could say:]<\/p>\n\n\n\n<p>As this is a terrible time for everyone, and per our contract, I will give you a [full\/partial\/percentage] refund back.<\/p>\n\n\n\n<p>[If you are not giving a refund per your cancelations and rescheduling policy, you could say:]<\/p>\n\n\n\n<p>While I know this is a terrible time for everyone, per our contract and the cancelations and rescheduling policy, we are within [insert time block as per contract] which means that I cannot give you a refund.<\/p>\n\n\n\n<p>[If you are not giving a refund per your force majeure policy, you could say:]<\/p>\n\n\n\n<p>While I know this is a terrible time for everyone, per our contract and the force majeure clause, you will forfeit only the retainer, but not incur any remaining fees under the contract.<\/p>\n\n\n\n<p>Thank you again for your time and I hope we can work together in the future!<\/p>\n\n\n\n<p>Thanks!<\/p>\n\n\n\n<p>XX<\/p>\n<\/div><\/div><\/div><\/div><\/div><\/div>\n","protected":false},"excerpt":{"rendered":"<p>As the COVID pandemic continues to change and evolve, we know it can be tough figuring out how exactly to have conversations with your clients about rescheduling their events or continuing to change policies about in-person meetings. We wanted to make it easier for you by providing swipe copy email templates for the most common [&hellip;]<\/p>\n","protected":false},"author":213,"featured_media":77707,"comment_status":"open","ping_status":"open","sticky":false,"template":"","format":"standard","meta":{"_acf_changed":false,"footnotes":""},"categories":[20],"tags":[78],"class_list":["post-23589","post","type-post","status-publish","format-standard","has-post-thumbnail","hentry","category-business-best-practices","tag-coronavirus"],"acf":[],"featured_image_urls_v2":{"full":["https:\/\/hbbadmin.dev.reliablepenguin.com\/blog\/wp-content\/uploads\/2020\/03\/shutterstock_1372118666.jpeg",2048,1365,false],"thumbnail":["https:\/\/hbbadmin.dev.reliablepenguin.com\/blog\/wp-content\/uploads\/2020\/03\/shutterstock_1372118666-150x150.jpeg",150,150,true],"medium":["https:\/\/hbbadmin.dev.reliablepenguin.com\/blog\/wp-content\/uploads\/2020\/03\/shutterstock_1372118666-300x200.jpeg",300,200,true],"medium_large":["https:\/\/hbbadmin.dev.reliablepenguin.com\/blog\/wp-content\/uploads\/2020\/03\/shutterstock_1372118666-768x512.jpeg",768,512,true],"large":["https:\/\/hbbadmin.dev.reliablepenguin.com\/blog\/wp-content\/uploads\/2020\/03\/shutterstock_1372118666-1024x683.jpeg",1024,683,true],"1536x1536":["https:\/\/hbbadmin.dev.reliablepenguin.com\/blog\/wp-content\/uploads\/2020\/03\/shutterstock_1372118666-1536x1024.jpeg",1536,1024,true],"2048x2048":["https:\/\/hbbadmin.dev.reliablepenguin.com\/blog\/wp-content\/uploads\/2020\/03\/shutterstock_1372118666.jpeg",2048,1365,false]},"post_excerpt_stackable_v2":"<p>As the COVID pandemic continues to change and evolve, we know it can be tough figuring out how exactly to have conversations with your clients about rescheduling their events or continuing to change policies about in-person meetings. We wanted to make it easier for you by providing swipe copy email templates for the most common scenarios facing our community. All you need to do is copy and paste the template into your emails (or create a HoneyBook email template) to save time and sound professional. Just make sure to update any bolded fields; adjust the copy to reflect your business&hellip;<\/p>\n","category_list_v2":"<a href=\"https:\/\/hbbadmin.dev.reliablepenguin.com\/blog\/category\/business-best-practices\" rel=\"category tag\">Business best practices<\/a>","author_info_v2":{"name":"HoneyBook","url":"https:\/\/hbbadmin.dev.reliablepenguin.com\/blog\/author\/honeybook"},"comments_num_v2":"7 comments","yoast_head":"<!-- This site is optimized with the Yoast SEO plugin v24.1 - https:\/\/yoast.com\/wordpress\/plugins\/seo\/ -->\n<title>Reschedule Meeting Email - Find a Template for Every Scenario | HoneyBook<\/title>\n<meta name=\"description\" content=\"Use our coronavirus email templates to help deal with common scenarios. 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