Cancellation Wording Policies and Notices

If you have ever had a full day booked at the salon and had 1 person not show up, you know how mad it can make you. That customer booked a valuable spot in your day and couldn’t be bothered to show up or even call to cancel or rebook the appointment. It’s happened to everyone in the spa and salon industry.

Many clients do not realize that you are not getting paid if no person is sitting in your chair. This is why it’s crucial to have a policy.  

Below we will give you examples of the policy wording, how to share your policy and where to get professionally printed ones for an excellent price.

NOTE: While both canceled and cancelled are acceptable for the past tense of cancel, the version with one L is more common in American English, while the version with two L’s is more common in British English.

Crafting Your Cancellation Policy

Here are a few key points to consider when creating your cancellation policy:

1. Be Clear and Specific

Your cancellation policy should be clear and easily understood. Ambiguous language can lead to confusion and frustration. For example, instead of saying, “Please try to cancel ahead of time,” be specific: “Cancellations must be made at least 24 hours in advance.”

2. Set a Reasonable Timeframe

You want to balance protecting your time with being reasonable. A 24-48 hour notice is typical for most beauty businesses. This timeframe gives you a chance to fill the slot and plan accordingly. You can also consider offering a grace period for emergency situations, but it’s best to make this exception clear.

3. Outline Fees for Late Cancellations and No-Shows

Consider charging a fee for cancellations made within a specific window of time. For example, you could require clients to pay 50% of the service cost if they cancel less than 24 hours in advance, or the full price if they don’t show up at all. The goal is to emphasize the importance of respecting your time.

4. Include Rescheduling Policies

Some clients may have valid reasons for canceling, so it’s important to offer rescheduling options. State whether you allow clients to reschedule their appointment without penalty and if there’s a time limit within which they need to rebook.

5. Communicate Clearly and Consistently

Make sure your cancellation policy is visible and easy to find. Post it on your website, social media pages, and in your booking system. You should also confirm the policy with clients when they book their appointment. This ensures that everyone is on the same page before the appointment even happens.

Here are a few cancellation policy wording ideas:

 

~We know things come up. Please give 24 hours’ notice when cancelling your appointment.

~We value your time and ours. Please give 24 hours’ notice when cancelling appointments.

~Appointments cancelled within less than 24 hours may be subject to a fee if we can not fill the spot.

~Please allow 24 hours when cancelling appointments for us to fill your appointment slot.

How do you share your cancellation policy with clients?

You can add the policy to the waiver and make the clients sign it before their appointment.

Add your cancellation policy to your till receipts.

Post your policy on social media.

Have the receptionist read the policy to clients who are booking over the phone.

Send out the policy on a client email blast.

Post the policy in common areas and workstations at customer eye level.

Put a sign at the desk right where clients book their appointments.

Add the policy to your websites.

Post a policy notice on the back of the bathroom door.

 

Where to get pre made cancellation policy notices

They can be found in a variety of online shops.  Our favourites are Etsy and Zazzle.  Both have great options.  Zazzle offers a wider range of physical products, while Etsy focuses on digital (printable) signs.

Etsy Cancellation Policies

Cancellation policies are an essential investment in the service-based industry. Once you have posted your policy throughout your business, clients will start to understand the importance of showing up for an appointment.  

Check out our blog post 8 way to prevent no show clients to get more tips on how to prevent no show clients.