Cancellation timeframe: Cancellation Notice Periods and Fee Structure

Standard Cancellation Timeline

72+ Hours Advance Notice (Recommended)
When clients provide seventy-two hours or more advance notice of cancellation, no cancellation fees will be applied, and clients are eligible for a full refund of any prepaid fees or deposits. This timeframe allows our team sufficient opportunity to adjust schedules, reallocate resources, and potentially offer the time slot to other clients who may benefit from our services. We encourage clients to provide as much advance notice as possible, as this demonstrates mutual respect for professional commitments and helps maintain the efficiency of our practice.

48-72 Hours Advance Notice (Standard)
Cancellations made between forty-eight and seventy-two hours before the scheduled engagement will incur a twenty-five percent (25%) cancellation fee of the total session cost. This moderate fee structure acknowledges that while some advance notice has been provided, the shortened timeframe may limit our ability to reschedule or reallocate resources effectively. Clients will receive a seventy-five percent (75%) refund of any prepaid amounts after the cancellation fee is deducted.

24-48 Hours Advance Notice (Late Notice)
For cancellations made between twenty-four and forty-eight hours before the scheduled engagement, a fifty percent (50%) cancellation fee will be applied. This fee reflects the increased difficulty in rescheduling and the potential loss of opportunity to serve other clients. Clients will receive a fifty percent (50%) refund of any prepaid amounts after the cancellation fee is deducted. We understand that urgent business matters can arise, and we strive to work with clients to find alternative solutions whenever possible.

Less Than 24 Hours Notice (Last-Minute Cancellation)
Cancellations made with less than twenty-four hours notice will result in a seventy-five percent (75%) cancellation fee. This policy reflects the significant impact that last-minute cancellations have on our practice, including the inability to reschedule the time slot and the preparation work that has already been completed. Clients will receive a twenty-five percent (25%) refund of any prepaid amounts.

No-Show Policy
In the event that a client fails to appear for a scheduled engagement without prior notice (no-show), the full amount of the session fee will be retained. No refund will be provided for no-show situations. However, we recognize that genuine emergencies can occur, and we will consider exceptions on a case-by-case basis when documented emergency circumstances are presented within forty-eight hours of the missed appointment.

Rescheduling Options and Alternatives

Preferred Rescheduling Process

At Tris Mirus Fide, we strongly encourage rescheduling over cancellation whenever possible. Rescheduling allows us to maintain our consulting relationship while accommodating changing business needs. When clients need to modify their scheduled engagement, we offer several flexible options designed to minimize disruption and maintain project momentum.

Standard Rescheduling (48+ Hours Notice) When clients provide forty-eight hours or more advance notice for rescheduling requests, no fees will be applied, and we will work diligently to find a mutually convenient alternative time within a reasonable timeframe. Our team maintains flexible scheduling to accommodate client needs, and we typically can offer alternative slots within one to two weeks of the original appointment, subject to consultant availability and client preferences.

Short-Notice Rescheduling (24-48 Hours) Rescheduling requests made between twenty-four and forty-eight hours before the scheduled engagement may incur a modest administrative fee of fifty dollars ($50) to cover the additional coordination required. However, this fee is significantly lower than our cancellation fees, making rescheduling an attractive alternative for clients who need to adjust their timeline but remain committed to the consulting engagement.

Emergency Rescheduling (Less Than 24 Hours) For urgent rescheduling requests made with less than twenty-four hours notice, we will assess the situation on a case-by-case basis. While we cannot guarantee availability for immediate rescheduling, we will make every reasonable effort to accommodate genuine emergency situations. An administrative fee of one hundred dollars ($100) may apply to cover the expedited coordination required.

Credit and Future Service Options

Service Credits In situations where immediate rescheduling is not possible due to scheduling constraints, clients may opt to receive a service credit equal to the full value of their cancelled session. Service credits are valid for twelve months from the date of issuance and can be applied toward any Tris Mirus Fide consulting service. This option provides maximum flexibility for clients while ensuring that our professional relationship continues.

Project Continuation For clients engaged in ongoing consulting projects or retainer arrangements, cancelled sessions can often be rolled into future project phases or applied as additional consulting hours within the existing engagement framework. This approach maintains project continuity and ensures that clients receive the full value of their consulting investment.

Emergency and Force Majeure Exceptions

Documented Emergency Situations

Tris Mirus Fide recognizes that genuine emergencies and unforeseen circumstances can necessitate immediate changes to scheduled consulting engagements. We maintain a compassionate and flexible approach to emergency situations while ensuring that our policies are applied fairly and consistently across all client relationships.

Medical Emergencies In cases of documented medical emergencies affecting key personnel who are essential to the consulting engagement, we will waive all cancellation fees and provide full refunds or service credits. Medical documentation may be requested to verify the emergency situation, and we will handle all such information with complete confidentiality and sensitivity.

Natural Disasters and Force Majeure Events Cancellations resulting from natural disasters, severe weather conditions, government-mandated closures, or other force majeure events beyond the client’s control will not incur cancellation fees. We understand that such circumstances are entirely outside our clients’ control and will work collaboratively to reschedule engagements as soon as conditions permit.

Critical Business Emergencies We recognize that certain business emergencies may require immediate attention and make it impossible for clients to participate in scheduled consulting sessions. Examples include major system failures, security breaches, regulatory investigations, or other critical situations that demand immediate executive attention. In such cases, we will work with clients to document the emergency situation and may waive or reduce cancellation fees at our discretion.

Family Emergencies Serious family emergencies, including but not limited to death of immediate family members, serious illness, or other family crises, will be considered for fee waivers on a case-by-case basis. We understand that family obligations must take precedence over business commitments, and we will handle such situations with empathy and flexibility.

Cancellation Process and Procedures

How to Cancel or Reschedule

Primary Contact Method All cancellation and rescheduling requests must be submitted via email to info@mirusfide.com. Email communication provides a clear record of the request timestamp, ensures proper documentation, and allows our team to respond promptly with confirmation and next steps. When submitting a cancellation or rescheduling request, please include your full name, the date and time of the scheduled engagement, the name of the assigned consultant, and a brief explanation of the reason for the change.

Required Information for Cancellation Requests To process cancellation requests efficiently and accurately, please provide the following information in your email:

•Client name and organization

•Original appointment date and time

•Consultant name or engagement reference number

•Reason for cancellation (optional but helpful for our records)

•Preferred refund method (if applicable)

•Alternative dates for rescheduling (if desired)

Response Timeline and Confirmation Our team will acknowledge all cancellation and rescheduling requests within four business hours during normal business hours (Monday through Friday, 9:00 AM to 6:00 PM EST). You will receive a confirmation email detailing the cancellation terms, any applicable fees, refund amounts, and timeline for processing. This confirmation serves as your official record of the cancellation and should be retained for your files.

Emergency Contact Procedures For urgent cancellations that occur outside normal business hours or require immediate attention, clients may call our emergency contact line at the number provided in their engagement agreement. However, all emergency cancellations must be followed up with an email to info@mirusfide.com within twenty-four hours to ensure proper documentation and processing.

Refund Processing and Timeline

Standard Refund Processing Approved refunds will be processed within five to seven business days of receiving the cancellation request. Refunds will be issued using the same payment method used for the original transaction whenever possible. For credit card payments, refunds typically appear on statements within three to five business days after processing. For bank transfers or checks, processing may take seven to ten business days.

Partial Refund Calculations When cancellation fees apply, refund amounts will be calculated based on the total engagement cost minus applicable cancellation fees and any non-refundable deposits or administrative charges. Detailed calculations will be provided in the cancellation confirmation email, ensuring complete transparency in the refund process.

Service Credit Processing When clients opt for service credits instead of cash refunds, credits will be applied to their account within two business days of the cancellation confirmation. Service credit balances and expiration dates will be clearly communicated, and clients will receive periodic reminders about unused credits approaching their expiration date.

International Payment Considerations For international clients, refund processing may take additional time due to banking regulations and currency conversion requirements. We will provide estimated timelines based on the specific payment method and destination country. Any currency conversion fees or international transfer charges will be clearly communicated before processing the refund.