Appointment Cancellation Policy Template

Appointment Cancellation Policy Template

Table of Contents

An appointment cancellation policy is a clear set of rules that outlines the terms and conditions under which clients can cancel appointments.

This policy is crucial for businesses that provide services on an appointment basis, such as medical practices, beauty salons, consultants, and personal trainers.

It helps minimize financial losses due to last-minute cancellations and ensures better time management.

Why is an appointment cancellation policy important?

It reduces unexpected gaps in schedules, ensures that clients commit to their bookings, and helps recoup potential losses from no-shows.

How much notice should be required for a cancellation?

Common practice is to require 24 to 48 hours notice. However, the specific time can vary based on the business type and customer flow.

What consequences apply if someone cancels late?

Consequences can include a cancellation fee, deposit forfeiture, or being required to pre-pay for future services.

Appointment Cancellation Policy Template

[Your Business Name] Appointment Cancellation Policy

Thank you for choosing [Your Business Name]. We understand that sometimes you may need to change your schedule. To help us provide the best service to all of our clients, please adhere to the following cancellation policy:

  1. Notification: Please provide at least [24/48] hours notice if you need to reschedule or cancel an appointment. This allows us to offer your appointment slot to other clients.
  2. How to Cancel: You may cancel by calling us at [Your Business Phone Number], emailing [Your Business Email], or using our online booking system.
  3. Late Cancellations: Cancellations made less than [24/48] hours before the scheduled time may incur a fee of [Specify Fee], which compensates for the time reserved for you.
  4. No-Shows: Missing an appointment without notifying us will result in a [Specify Fee or Action], and may require pre-payment to book future appointments.
  5. Emergencies: We understand that emergencies happen. If you are unable to make your appointment due to an unforeseen event, please let us know as soon as possible so we can address the situation with understanding.

Your cooperation and consideration allow us to continue providing the best possible service to all our clients. Thank you for respecting our policy.


This template is designed to be fair to both the business and the client, ensuring that appointments run smoothly and efficiently for everyone involved. Adjust the template as needed to fit your specific business requirements and client base.