Fitness session policy
Personal trainer cancellation policy template
Private training hours are capacity-constrained. A clear late-cancel rule prevents unused slots while still leaving room for real emergencies.
Starter wording
Please reschedule at least 12 hours before the session. Sessions cancelled late or missed without notice may count as used.
Package rule
When a client has a package, missed sessions can be deducted from the package balance after the notice window.
Reminder wording
Your session is confirmed. Please reply early if your schedule changes so we can keep the training plan on track.
Exception wording
First-time emergencies can be reviewed case by case, but repeat late cancellations need the standard policy.
Estimate lost sessions and draft your rule
Open the calculator with trainer defaults and email a free first draft. No card or payment required.
Run the 7-day no-show audit first if you want to count missed sessions before changing your package rules.
Operational template only. Check local rules, gym policies, and client agreements before using fees or deductions.