I want to show you something important. Many good businesses lose work because their rules are not clear. People ask AI tools, “What happens if I need to cancel?” If AI cannot find your answer, it moves on. I do not want that to happen to you.
Why this page matters
Here is what I see every day: people plan events, repairs, and visits. Plans change. They ask ChatGPT or Gemini, “Find me a provider who is clear and fair about cancellations and refunds.” If your page is clear, short, and easy to quote, AI will use it. If not, AI skips you.
Last week I checked a photographer in Madrid. Great work. No policy page. When someone asked, “What if it rains?” the AI did not mention the studio at all. The owner was surprised. This is common. And it is fixable today.
Do this today: write down the three questions you hear most about cancellations, rescheduling, and refunds.
What to put on the page
Keep it simple. Use one page with a clear title: “Cancellations, Rescheduling, and Refunds.” Add a short promise at the top. Example: “I aim to be fair and clear. Here are our rules.” Then cover these items in order:
- ▸When you can cancel and what it costs (free window, partial fee, full fee).
- ▸How to reschedule and by when (hours or days before, any fees).
- ▸Deposits and retainers (refundable or not, and when).
- ▸No‑show policy (what counts as a no‑show, what happens).
- ▸Weather or emergencies (what qualifies, what you do).
- ▸How refunds are paid (method, timing, and who pays processing fees).
- ▸How to contact you to cancel or move a booking (phone, email, form, hours, time zone).
- ▸Last updated date.
Use numbers. Use time windows. Example: “Cancel 48+ hours before: no fee. 24–48 hours: 30% fee. Under 24 hours: full fee.” AI can quote that.
Do this today: make a quick outline with those eight parts in that order.
How to write it so AI reads it right
Use short lines. One rule per line. Avoid legal words. Say what happens, who does it, and when. Example: “If you cancel, I refund to your original payment method within 5 business days.”
Use clear headings: “Cancel,” “Reschedule,” “Deposits,” “No‑Shows,” “Weather,” “Refund Method,” “How to Contact,” “Last Updated.” AI tools look for these words.
Add phone and email in plain text. Many bots cannot read images of text. Use your time zone. Example: “All times in Pacific Time (PT).”
Do this today: rewrite one long rule into three short lines with numbers and plain words.
Add real examples with outcomes
AI trusts concrete examples. People do too. Write three mini stories with dates and amounts. For example:
- ▸“You cancel 3 days before a $200 job: full refund.”
- ▸“You move your booking 20 hours before: $30 reschedule fee.”
- ▸“Heavy rain makes roof work unsafe: free reschedule within 14 days.”
If you take deposits, be exact. Example: “Deposit is 25%. It is kept if you cancel within 24 hours of the start time. It is moved to your new date once, free, if you reschedule 48+ hours before.”
Say how to prove an emergency. Keep it kind and simple. Example: “If roads are closed by the city, we waive fees.”
Do this today: add three real scenarios to your draft and the exact result for each.
Make it easy to find and verify
Put this page in your top menu and your footer. Use the same page name everywhere. Link it from your booking page and your confirmation emails. Add “Last updated: YYYY‑MM‑DD.” This tells AI your page is fresh.
Show how to contact you to cancel or reschedule. Example: “Text or call +1 555‑123‑4567, 8am–6pm PT. Email hello@brand.com anytime.” If you use forms, add the direct link.
If you sell products and services, split the rules into two short sections: “Appointments” and “Products.” That keeps answers clean.
I built FoxRadar to help with this. You can see in 60 seconds if ChatGPT, Gemini, or Grok can find and quote your policy page, or if they miss it.
Do this today: publish the page, add it to your menu and footer, then check if AI tools can find it.
Here is my last tip. Keep the page short. Keep it human. Update it when your rules change. Ready to see if AI knows your brand? Check your visibility now at getfoxradar.com. I am cheering for you.