Most cancellation policies fail for one reason: the client never saw them. A policy buried in a terms page or sent after the fact feels like a gotcha. The same words, shown at the moment someone books and confirmed with a checkbox, feel fair, and people follow them.
A clear policy means you rarely have to enforce it, which keeps awkward conversations out of your week.
Where your policy should live
- •In the session description, so it's visible while people choose a time.
- •As a required checkbox intake question: 'I've read the cancellation policy.' Nobody can book without seeing it.
- •Backed by settings: a minimum notice so last-minute bookings can't break your own policy.
One thing to know before you write: in Schedulera, when a client cancels through their own booking link, a card payment is refunded in full automatically. Your policy sets expectations and handles the case that matters most, the client who just doesn't show up. Missed sessions are where you apply it.
Personal trainers
Need to move a session? Use the link in your confirmation email at least 24 hours ahead and it's free to change. Sessions missed without notice count as used.
Pair it with payment at booking for 1:1 sessions. More in our guide to cutting no-shows as a personal trainer.
Tattoo artists
Your booking holds the chair for the whole session. Reschedule at least 72 hours ahead using the link in your confirmation. If you miss your appointment without notice, your booking payment isn't refunded and you'll need to book and pay again.
Longer notice suits long sessions. A full day can't be refilled on short notice the way a one-hour slot can.
Mobile pet groomers
Please reschedule at least 24 hours ahead using the link in your confirmation. If I arrive and no one is home, or your pet isn't available, the visit is charged in full.
The 'no one is home' line matters most for mobile work, because you've already driven there.
Music teachers
Lessons cancelled at least 24 hours ahead can be moved to another open slot this month using your confirmation link. Lessons missed without notice aren't made up.
Make-ups are their own question. Our make-up lesson policy guide compares three common approaches.
Driving instructors
Please reschedule at least 24 hours ahead using your confirmation link. If I arrive for pickup and you're not there, or you don't have your permit with you, the lesson is charged in full.
Choosing your notice period
| Session length | Typical notice | Why |
|---|---|---|
| Under 1 hour | 12 to 24 hours | Short slots are easier to refill |
| 1 to 3 hours | 24 to 48 hours | Losing one leaves a real hole in the day |
| Half day or more | 48 to 72 hours | Hard to refill at short notice |
Keep it short and kind
- •Two or three sentences. If it needs a paragraph, it's a contract, not a policy.
- •Lead with how to change a booking, not with the penalty.
- •Use the same policy everywhere: description, checkbox, and what you say in person.
- •Make exceptions on purpose. Being flexible for a real emergency builds more loyalty than any fee.
Group classes get extra help: when someone cancels a full class, a waitlist emails the next person, so a cancellation becomes a filled seat. Create your free booking page and add your policy to your first session type.
Frequently asked questions
Can Schedulera charge a late cancellation fee automatically?
Not today. When a client cancels through their link, card payments are refunded in full. Your policy covers missed sessions, and a minimum notice setting stops last-minute bookings.
Where should I put my cancellation policy?
In the session description and as a required checkbox question on the booking form, so every client confirms they've read it.
How much notice should I ask for?
12 to 24 hours for sessions under an hour, 24 to 48 for one to three hours, and 48 to 72 for half-day sessions or longer.