Winter Weather Job Cancellations: Should You Charge Anything?
Weather clause templates, rescheduling protocols, partial payment strategies, and the customer communication that protects revenue during bad weather.
Manage difficult situations with Customer Not Home Response, How to Deal with No-Shows, and How to Write Trade Business Contracts.
It's 6am. Frost everywhere. Red weather warning. Your 10am roofing job is obviously cancelled—no one's working on ice. Customer calls: "Can't do today, too dangerous. See you next week?"
You've already turned down three other jobs to keep this slot open. You're not working today now. Do you charge them? A cancellation fee? Part of the deposit? Nothing?
This guide shows you how to handle weather cancellations fairly—protecting your revenue without destroying customer goodwill.
The Legal Position on Weather Cancellations
In UK contract law, weather is often considered "force majeure"—an unforeseeable event beyond anyone's control. But who bears the cost depends on your contract terms.
If You Cancel (Unsafe Conditions)
Example: Ice on roof, flooding, structural danger
Your position: Cannot reasonably work. Health & Safety obligation. Reschedule at no cost to customer (you absorb the lost day).
If Customer Cancels (Preference/Fear)
Example: "I don't want workers here in the rain" (work is safe, they just don't like weather)
Your position: This is a customer-initiated cancellation. You can charge rescheduling fee or retain deposit, depending on contract.
If Objectively Unsafe (Mutual Agreement)
Example: Red weather warning, Met Office advises no travel
Your position: Shared risk. Reschedule within 7 days at no extra charge. If customer can't accommodate, partial deposit retention negotiable.
Weather Contract Clauses (Add These Now)
Prevent disputes by including weather terms in every quote and contract:
Clause 1: Weather-Related Delays
"Work may be delayed or rescheduled due to adverse weather conditions including but not limited to: heavy rain, ice, snow, high winds, or Met Office warnings. [Your Company] will notify customer as soon as weather makes work unsafe. Both parties agree to reschedule at earliest mutually convenient date at no additional charge."
Clause 2: Customer-Initiated Cancellation
"If customer cancels scheduled work with less than 48 hours notice (excluding genuine emergencies), a rescheduling fee of £[50-100] applies. Deposit remains valid for rescheduled date within 30 days."
Clause 3: Deposit Retention
"Deposits are non-refundable but transferable to rescheduled dates. If customer cannot reschedule within 30 days of weather cancellation, [X%] of deposit is retained to cover admin and lost opportunity costs."
Who Cancels Matters: Response Matrix
Your response should match who initiated the cancellation and why:
Decision Matrix
| Scenario | Who Cancels | Charge? |
|---|---|---|
| Red weather warning | Mutual | No charge |
| Work unsafe (ice/flood) | You cancel | No charge |
| Rain (work still safe) | Customer cancels | £50 rescheduling fee |
| Customer "doesn't feel like it" | Customer cancels | Full cancellation fee |
| You're sick/van broken | You cancel | No charge + apology |
Partial Payment Strategies
You don't have to choose between "full charge" or "nothing." Use these middle-ground options:
Option 1: Time-Based Rescheduling Fee
- More than 48 hours notice: Free reschedule
- 24-48 hours notice: £50 rescheduling fee
- Less than 24 hours notice: £100 rescheduling fee or 25% deposit retention
Option 2: Deposit Sliding Scale
Customer paid £200 deposit:
- • Reschedule within 7 days: £200 transfers to new date
- • Reschedule within 30 days: £150 transfers, £50 retained
- • Cannot reschedule or 30+ days: £100 retained, £100 refunded
Fair to both parties. You recover some lost opportunity cost, they get most deposit back.
Option 3: Priority Rescheduling (No Fee)
"No problem—weather's awful. I've got a slot Thursday morning or Saturday afternoon. Which works better for you?"
When to use: Regular customer, genuine weather issue, you have availability soon. No fee builds goodwill—customer remembers you were flexible.
The Rescheduling Protocol (Step-by-Step)
When weather forces cancellation, follow this exact process:
Step 1: Proactive Communication (Before 8am)
Text Template (You Cancel)
"Morning [Name], weather's made today's job unsafe—ice on roads and forecast says it's getting worse. I need to reschedule to protect everyone's safety. I've got slots [Date 1] or [Date 2]. Which works for you?"
Why it works: Sent before they wake up. Explains why (safety). Offers immediate alternatives.
Step 2: Offer 2-3 Alternative Dates
- Within 7 days: Shows commitment to completing soon
- Specific times: "Thursday 9am or Saturday 2pm" (not "next week sometime")
- Ask preference: Gives customer control, reduces frustration
Step 3: Confirm New Date Immediately
Once customer chooses:
- • Update calendar and send confirmation text
- • Add to their customer file: "Rescheduled from [original date] due to weather"
- • Send reminder 24 hours before new date
Step 4: Honor the New Date (Priority)
Critical Rule: Don't Bump Rescheduled Jobs
If you reschedule due to weather, that customer gets priority. Don't cancel on them again unless absolutely unavoidable. Second cancellation = lost customer + bad review.
Prevention System: Reduce Weather Disruption
Can't control weather, but you can minimize its impact:
1. Weather-Dependent Buffer Slots
- Winter scheduling: Leave 1 open day per week for weather reschedules
- Example: Book Mon-Thu, keep Friday flexible for catch-up
- Benefit: Can reschedule within same week instead of pushing 2+ weeks out
2. Indoor vs Outdoor Job Rotation
- Bad weather forecast: Schedule indoor jobs (boiler service, electrical work)
- Good weather forecast: Schedule outdoor jobs (roofing, paving, painting)
- Flexibility: Keeps calendar full even when weather's bad
3. Deposit Policy for Winter Work
Seasonal Deposit Adjustments
- • Summer (May-Sept): 25% deposit
- • Winter (Nov-Mar): 50% deposit
Reasoning: Higher winter cancellation risk. Larger deposit offsets lost opportunity if customer doesn't reschedule.
4. Weather Guarantee Communication
Add to all winter quotes:
"If weather makes work unsafe, we'll reschedule at no extra charge within 7 days. Your deposit remains valid and we guarantee completion before [end date]."
Effect: Sets expectation that weather delays happen. Shows you have a plan. Reduces customer anxiety.
The Bottom Line
Weather cancellations are part of running a trade business in the UK. You can't avoid them. But you can control how you respond.
If it's genuinely unsafe (red warning, ice, flooding), reschedule at no charge. If customer cancels on preference ("don't like rain"), charge a rescheduling fee. If it's marginal, use sliding deposit retention.
Most importantly: communicate early, offer alternatives immediately, and honor rescheduled dates. The customer who gets bumped twice never books again—and tells 20 people about it.
Upgrade from spreadsheets to live scheduling
- •Drag-and-drop calendar with instant team updates
- •Automatic SMS/email reminders to stop no-shows
- •Route optimization and job costing in the same board
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