Free Cancellation Policy Template
Protect your revenue and set clear expectations with clients. Copy this professionally written cancellation policy, customize it for your business, and start enforcing it today.
Copy-Pasteable Cancellation Policy
Replace the bracketed placeholders with your business details. This template works for salons, spas, clinics, studios, and any appointment-based business.
CANCELLATION & NO-SHOW POLICY [Your Business Name] Effective: [Date] We value your time and ours. To ensure we can serve all clients effectively, please review our cancellation policy below. 1. CANCELLATION WINDOW We require at least 24 hours' notice for any cancellation or rescheduling. Cancellations made more than 24 hours before your scheduled appointment will receive a full refund or credit. 2. LATE CANCELLATION FEE Cancellations made less than 24 hours before your appointment will incur a late cancellation fee of 50% of the booked service price. This fee helps cover the cost of the reserved time slot that could have been offered to another client. 3. NO-SHOW FEE Clients who fail to arrive for their scheduled appointment without any prior notice will be charged 100% of the booked service price. After two consecutive no-shows, we reserve the right to require a deposit for future bookings. 4. REFUND POLICY - Cancellations outside the 24-hour window: Full refund to original payment method within 5-7 business days, or account credit (your choice). - Cancellations inside the 24-hour window: 50% refund or credit after the late cancellation fee is applied. - No-shows: No refund will be issued. - Prepaid packages: Unused sessions cancelled outside the window will be credited back to your package balance. 5. HOW TO CANCEL OR RESCHEDULE You can cancel or reschedule your appointment by: - Using your booking confirmation link (recommended — available 24/7) - Calling us at [Phone Number] during business hours - Emailing [Email Address] — please include your name and appointment date - Replying to your appointment reminder text or WhatsApp message Please do not cancel via social media DMs, as these are not monitored in real time. 6. EXCEPTIONS We understand that emergencies happen. In the event of a documented medical emergency, severe weather event, or other extraordinary circumstance, we will waive the cancellation fee at our discretion. Please contact us as soon as possible so we can work with you. First-time clients who cancel inside the window will receive a one-time courtesy waiver. By booking an appointment with [Your Business Name], you acknowledge and agree to this cancellation policy. Questions? Contact us at [Email Address] or [Phone Number].
This template is free to use for any business. Browse reminder templates to pair with your cancellation policy.
5 Tips for Customizing Your Policy
Adjust the time window to your industry
Salons and spas typically use 24 hours. Medical practices often require 48 hours. High-demand services like tattoo artists may need 72 hours or more due to long session times.
Match fees to your average booking value
If your average service is under $50, a flat fee (e.g., $25) may be simpler than a percentage. For premium services over $200, percentage-based fees are more appropriate.
Require deposits for high-value appointments
For services over $100, consider requiring a non-refundable deposit at booking time. This reduces no-shows significantly and ensures commitment.
Communicate the policy at every touchpoint
Include your policy in booking confirmations, reminder messages, your website footer, and at the reception desk. Clients cannot follow a policy they do not know about.
Use automated reminders to prevent cancellations
Send a reminder 48 hours before the appointment (outside the cancellation window) so clients can reschedule without penalty. This reduces late cancellations by up to 40%.
Cancellation Policy Questions
Is a cancellation policy legally enforceable?
Yes, in most jurisdictions a cancellation policy is enforceable as long as the client was informed of and agreed to it before booking. Having clients acknowledge the policy during online booking (via a checkbox or terms link) strengthens enforceability. Consult a local attorney for specifics in your area.
What is a reasonable cancellation fee?
The industry standard is 50% of the service price for late cancellations and 100% for no-shows. Some businesses use a flat fee instead. The key is that the fee should be proportional to the revenue lost from the empty time slot.
How do I enforce my cancellation policy without upsetting clients?
Transparency is key. Clearly display your policy during booking, include it in confirmation emails, and reference it in reminder messages. Most clients respect a fair policy when they understand it protects the time they expect to be available for them too. Offering a one-time courtesy waiver for first offenses builds goodwill.
Should I charge a cancellation fee or require deposits?
Both work, and many businesses use a combination. Deposits are collected upfront and reduce no-shows by 60% or more. Cancellation fees are charged after the fact. For high-value or long appointments, deposits are generally more effective because clients have already committed financially.
Automate Cancellation Policies with Addagio
Stop chasing clients for cancellation fees. Addagio automatically enforces your policy, sends reminders before the cancellation window closes, and collects deposits at booking time.