Sample cancellation policy pack

Business snapshot

Example: Nail studio, $75 average service, 28 weekly appointments, 8% no-show or late-cancel rate, 24-hour notice window.

Estimated issue: About 2 missed appointments per week, with roughly $672 in monthly revenue exposed before any deposit or reminder change.

Recommended policy

Please reschedule at least 24 hours before your appointment. Late cancellations and no-shows may forfeit the booking deposit because the reserved slot usually cannot be filled at the last minute.

Repeat no-shows may require prepayment before a new appointment is confirmed.

Deposit wording

A 25% booking deposit may be requested for longer services or clients with repeated missed appointments. The deposit is applied to the appointment total when the client attends.

Use softer language first if the business depends on repeat local clients.

Reminder sequence

24 hours before: Your appointment is tomorrow. Reply if you need to move it so the slot can be offered to another client.

3 hours before: Your appointment is confirmed for today. Please arrive on time so the full service can be completed.

Late arrival wording

If you arrive more than 10 minutes late, the service may need to be shortened or rescheduled to protect the next appointment. The cancellation policy may still apply when the appointment cannot be completed.

Client pushback reply

I understand schedules change. The policy is there because each appointment blocks time that usually cannot be rebooked with short notice. I am happy to help reschedule when you contact me before the notice window.