Dear …

It is our privilege to be your __ (type of service) __ provider. Your continued business is testament to our commitment in placing customers first and we look forward to being your __ (type service)__ provider of choice, for many years to come. We thank you for your valued business.

At times, some of our clients have had to cancel our __ (type of service) __ service on specific dates, for one reason or another, and we do understand that this happens occasionally. We are, however, requesting that in the event you have to cancel your __ (type of service) __ service on any particular date, you please provide us with no less than 24 hours notice. Otherwise, we are unable to book another appointment in your place and thereby, we end up losing revenue.

We have found that this has been occurring quite regularly of late and because of this situation, __(name of company)__ will now be charging a service charge in the amount of __($amount)__ to those clients that do not provide us with at least 24 hours notice of cancellation. It is with regret that we have had to implement this new company policy, but unfortunately, we have been left with no choice. We hope that you can understand our position with this matter.

Please allow us, once again, to express to you that you are a valued customer and we appreciate your business.

Sincerely,