Cancellation policy template for tutors, coaches and wellness pros

October 23, 2026

A good cancellation policy is short, specific and visible before the client books. It protects your time without making you sound unfriendly. Below is a template you can copy, followed by the choices you'll want to adjust.

The template

Cancellations and rescheduling. You can cancel or reschedule for free up to 24 hours before your appointment, using the link in your confirmation email.
Late cancellations. If you cancel less than 24 hours before your appointment, your deposit of [amount] is kept.
No-shows. If you don't arrive, or arrive more than 15 minutes late, the appointment counts as missed and a fee of [amount] applies.
If I need to cancel. If I have to cancel, you'll get a full refund of anything you've paid, and first choice of a new time.

Choices to make

How long is the window?

24 hours is the most common, and clients expect it. Go longer, such as 48 hours, if your sessions are long or hard to refill. Go shorter, such as 12 hours, if you have a waitlist and fill gaps easily.

What happens on a late cancellation?

Keeping the deposit is the simplest answer. If you don't take deposits, charge a fee instead, usually 50% to 100% of the session price. Our guide on how to charge a no-show fee covers how to choose the amount.

Do you allow free reschedules?

Letting clients move a session for free outside the window cuts down on cancellations, because clients who can't make it move rather than vanish. Some providers allow one late reschedule per month without a fee.

Exceptions

You don't need to list every exception, such as illness or emergencies. Keep the policy firm and use discretion case by case. Writing exceptions into the policy invites clients to argue that theirs qualifies.

Where to put it

On your booking page, before the client confirms.
In every confirmation and reminder email.
On your website, if you have one, so you can link to it.

The policy only works if the client saw it before booking. A policy that first appears in an email after the no-show is very hard to enforce.

How SlotPaid handles it

SlotPaid shows your cancellation window and no-show fee on your booking page, and clients agree to them before they book. Clients can cancel or reschedule from their confirmation link until the window closes. After that, your policy applies automatically. Start free.