Publish this on your booking page, in your intake email, or as a section of your contract. State it up front — a policy the client sees before they book is one they can’t argue with later. Adjust the notice windows to match how much lead time your work actually needs.
CANCELLATION POLICY
[YOUR NAME / BUSINESS NAME] · Effective [DATE]
1. How to cancel or reschedule. To cancel or reschedule, contact us at [EMAIL / PHONE]. All changes must be made in writing and are effective when we confirm them.
2. Notice and fees.
- [X]+ hours/days before the appointment: cancel or reschedule at no charge; any deposit is [refunded / applied to a future booking].
- [Y]–[X] before: a fee of [PERCENT]% of the booking (or [$AMOUNT]) applies.
- Less than [Y] before, or no-show: the full [booking amount / deposit] is charged.
3. Deposits. A deposit of [PERCENT]% or $AMOUNT] is required to reserve your slot. Deposits are [non-refundable / refundable up to the notice window above] because they hold time we turn away other clients to keep.
4. Project cancellations. For project-based work, if you cancel after work has begun, you are billed for all work completed to date plus the non-refundable deposit. Any prepaid amount beyond that is [refunded / credited].
5. Cancellations by us. If we must cancel, we’ll give you as much notice as possible and either reschedule at your convenience or refund any payment in full.
6. Late arrivals. Arriving more than [X] minutes late may shorten your session or count as a no-show at our discretion.
7. Exceptions. We understand emergencies happen. Fees may be waived at our discretion for genuine, documented emergencies.
This template is a starting point, not legal advice. Consumer-protection and refund rules vary by location — check yours before publishing.