Appointment cancellation policy templates

Appointment cancellation policy examples for every business

The pack includes six templates: a general 24-hour cancellation policy for salons, tutors, coaches, and repair services; a deposit-based policy for high-value services; a flexible policy with no fees; a healthcare and wellness policy; a professional services and consulting policy; and a policy for classes, workshops, and group bookings. Each one covers notice periods, late cancellations, late arrivals, exceptions, and what happens if you cancel.

Mix and match clauses, then publish short versions

Use the clause library to add late arrival, same-day changes, courtesy waivers, emergency exceptions, weather disruption, repeated cancellations, and payment authorization. The short-form copy gives you matching wording for your website and booking page, confirmation emails, reminder texts, and a reception sign, so clients see the same terms at every step.

Before you publish

These templates are general wording, not legal advice. Review your final policy against the consumer, healthcare, accessibility, payment, and industry rules that apply where you work, and make sure clients see it before they confirm a booking.

When a written cancellation policy is not enough

A clear policy sets expectations. But if clients only see it on a sign or in a message thread, you still end up explaining it, taking cancellations by phone, and reopening freed-up slots by hand.

Koalendar shows your policy on the booking page, lets clients cancel or reschedule from their confirmation, and makes the time available again automatically.