How to write a cancellation and no-show policy (free template)
Updated November 12, 2026 · Aegleres
A good cancellation policy is short, fair and shown before people book. It protects your time without making new clients feel accused of anything. Here's what to include and a template you can adapt.
What every policy should cover
- How much notice you need to cancel or reschedule (for example 24 or 48 hours)
- What happens if someone cancels later than that
- What happens if someone doesn't show up
- How late someone can be before the appointment is shortened or counted as missed
- Whether a deposit is taken and if it's refundable
- How to cancel or reschedule (ideally a link, not a phone call)
Template
We hold your appointment time just for you, so please give us at least {24} hours' notice if you need to cancel or reschedule — you can do it any time from the link in your confirmation. Late cancellations (less than {24} hours' notice) are charged {X% / $X} of the service price. Missed appointments without notice are charged {X% / $X}. If you're running more than {15} minutes late, we may need to shorten your service or reschedule. Deposits come off your final price and are refunded if you cancel in time. We understand emergencies happen — just let us know.
Wording that works
- Explain why: 'we hold this time just for you' lands better than 'violators will be charged'.
- Be specific about hours and amounts. Vague policies cause arguments.
- Leave room for real emergencies — and use it for loyal clients.
- Keep it short enough to read on a phone in a few seconds.
Show it before booking — then actually use it
A policy only works if clients see it before they commit. Put it on your booking page next to the confirm button, and mention it in your confirmation message. Then apply it consistently; a policy you never enforce trains people to ignore it.
How Aegleres helps
- Set your notice period and late-cancel / no-show fees once in Settings
- The policy is shown to clients on your booking page before they confirm
- Clients cancel or reschedule themselves from the link in their messages
- Charge the fee in one click; the client gets an invoice they can pay by card
Questions
Is 24 or 48 hours' notice better?
24 hours suits most quick services. 48 hours is common for long or expensive appointments that are hard to fill at short notice.
Can I charge a no-show fee without a card on file?
Yes — send it as an invoice they can pay online. Taking a deposit at booking is the more reliable way to make sure the fee is covered.
Is this legal advice?
No. This is a general template; consumer rules differ by place, so check what applies to your business.
Try it in Aegleres
Booking, reminders, deposits and payments for appointment businesses. $19.99 a month, everything included — free for 14 days, no card.