Cancellation Policy
Templates
A clear cancellation policy protects your time, reduces no-shows, and sets professional expectations upfront. Copy one of these templates and make it yours.
Template
Standard (24-Hour)
CANCELLATION AND RESCHEDULING POLICY [YOUR BUSINESS NAME] We understand that life is unpredictable. This policy exists to protect both your time and ours. CANCELLATIONS AND RESCHEDULING We require a minimum of 24 hours notice for all cancellations and rescheduling requests. Appointments cancelled or rescheduled with less than 24 hours notice will incur the following fee: - Less than 24 hours notice: [FEE AMOUNT or "forfeiture of deposit"] - No-shows (failure to attend without notice): [FEE AMOUNT or "full session fee charged"] HOW TO CANCEL OR RESCHEDULE You may cancel or reschedule your appointment at any time using the self-service link provided in your booking confirmation email. No phone call required. LATE ARRIVALS Appointments begin and end at their scheduled times out of respect for all clients. If you arrive late, your session will still end at the originally scheduled time and the full fee will apply. EXCEPTIONS We handle genuine emergencies on a case-by-case basis at our discretion. Please contact us as soon as possible if an emergency arises. Questions? Contact us at [EMAIL / PHONE].
Replace all [BRACKETED] placeholders. Consider having a lawyer review for your jurisdiction if applicable.
Three elements every cancellation policy needs
Policies that get respected share these traits. Policies that get ignored usually miss at least one.
Clear notice windows
State the exact cutoff — 24 hours, 48 hours — and the consequence for each window. Vague language like 'reasonable notice' is unenforceable and leads to disputes.
Easy cancellation path
If clients cannot self-cancel easily, they will simply not show up. Include a one-click manage-booking link in every confirmation. Schedly generates this automatically for every booking.
Stated upfront, not after
The worst time to introduce a cancellation policy is after a no-show. Include it in your booking page, confirmation email, and intake form so clients acknowledge it before committing.
Frequently asked questions
Yes, for repeat clients who pattern-cancel. For first-time cancellations — especially with a genuine reason — using discretion is usually better for client retention than strict enforcement. The policy establishes the baseline; judgment governs exceptions.
State it clearly and matter-of-factly in your booking confirmation and on your booking page. Framing it around fairness to all clients ('this policy ensures we can offer your slot to someone else') reads far better than a defensive tone.
Deposits are the most effective cancellation policy enforcement mechanism. When clients have money on the line, no-show rates drop dramatically. Schedly integrates with Stripe to collect deposits at booking with no additional setup.
Yes. Schedly can block self-service cancellations within your cutoff window, display your policy at booking, and collect deposits automatically. Clients who cannot self-cancel within the window must contact you directly, triggering your manual review process.
How to Write a Cancellation Policy That Clients Actually Respect
The most common mistake service businesses make with cancellation policies is writing them from a place of frustration rather than professionalism. Policies written as a reaction to a particularly egregious no-show tend to be punitive in tone and specific in a way that creates loopholes. The best cancellation policies are written proactively, in neutral language, and communicated before the problem ever arises.
The deposit strategy: enforcement without confrontation
The most effective cancellation policy enforcement mechanism is also the one that requires the least personal confrontation: collecting a deposit at booking through a tool like Schedly. When clients pay a deposit to hold their slot, the policy enforces itself. There is no awkward conversation about whether the fee applies, because the money is already collected. Clients who would have no-showed without consequence become clients who either show up or reschedule in advance — because their deposit is on the line.
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