Cancellation Policy Template
Clear, fair cancellation policy that protects your business while respecting clients.
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[BUSINESS NAME] CANCELLATION POLICY We value your time and ours. To ensure the best experience for all clients, please review our cancellation policy: CANCELLATION NOTICE: • Please provide at least [24/48] hours notice for cancellations or reschedules • You can cancel online at any time: [booking link] • Or call us at: [phone] LATE CANCELLATION (within [X] hours): • [50%] of the service fee will be charged • This helps us recover lost revenue from unfilled slots NO-SHOWS: • Missing your appointment without notice will result in a [100%] charge • No-shows may be required to prepay for future appointments EXCEPTIONS: We understand emergencies happen. Please contact us directly at [phone] for: illness, family emergencies, or weather-related issues. LATE ARRIVALS: • Arriving [15+] minutes late may result in a shortened service • Full payment is still required • If we cannot accommodate your appointment, it will be treated as a no-show OUR COMMITMENT: • We will never penalize cancellations made with proper notice • We'll always try to accommodate rescheduling requests • Your deposits are always applied to future appointments Questions about this policy? Contact us at [email] or [phone]. Thank you for understanding! [Business Name]
How to Use This Template
Copy the Template
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Replace Variables
Swap {{variables}} with your business info
Send or Automate
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Variables to Replace
{{business_name}}{{notice_period}}{{phone}}{{email}}{{booking_link}}💡 Pro Tips
Be clear but not harsh in tone
Include exceptions for emergencies
Display prominently on booking page
Have clients acknowledge at booking
Perfect For
When to Use This Template
Display on your booking page, include in confirmation emails, and post at your physical location. Update it seasonally if your demand patterns change, such as enforcing a stricter policy during holiday rush.
✅ Best Practices
State the exact dollar amount or percentage for late cancellation fees — vague language leads to disputes
Include the policy as a checkbox during online booking so clients acknowledge it before confirming
Provide a grace period for first-time offenders to build goodwill and retain new clients
⚠️ Common Mistakes to Avoid
Writing a punitive-sounding policy that scares away new clients before they ever book
Not actually enforcing the policy consistently, which trains clients to ignore it
Failing to mention exceptions for genuine emergencies like illness or family situations
Frequently Asked Questions
How do I implement this policy template?
Copy the template, customize it with your specific policies and business information, then make it available to clients before they book. You can link to it from your booking page, include it in confirmation emails, or require acknowledgment during booking.
Is this template legally binding?
This template is a starting point and not legal advice. For binding policies, especially around cancellations and refunds, we recommend having an attorney review your final version to ensure it complies with local laws and adequately protects your business.
How do I get clients to agree to policies?
Best practices include: displaying policies prominently during booking, requiring checkbox acknowledgment, sending policy links in confirmation emails, and having clear signage at your location. SchedulingKit can automate policy acknowledgment during the booking flow.
Explore More Resources
Further Reading
- HubSpot: Free Business Templates — Curated collection of professional business templates.
- SCORE: Technology Resources — Free mentoring and guides for small businesses.
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