Free cancellation and no-show policy generator

Set your notice period and fees and get a cancellation, late arrival and missed appointment policy written in plain language, plus a one-line version for booking confirmations and an acknowledgment line clients sign.

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Your business

Fees

Late cancellation
Missed appointment

In-network plan contracts may limit or bar charging members for missed sessions, and Medicare allows a missed appointment fee only when you charge every client the same way. Check your contracts before you charge.

Bayside Counseling cancellation and missed session policy

Why we have this policy

When a session is cancelled late or missed, that time can't be offered to another client who is waiting. This policy keeps session times available for everyone.

Cancelling or rescheduling

Please cancel or reschedule at least 24 hours before your session, through the link in your confirmation email, or by calling (727) 555-0142. There is no charge when you give 24 hours' notice.

Late cancellations

If you cancel with less than 24 hours' notice, you will be charged a fee of $75.00.

Missed appointments

If you miss your session without cancelling, you will be charged the full session fee of $165.00.

Arriving late

If you arrive late, your session still ends at its scheduled time so the next client isn't kept waiting. If you are more than 15 minutes late, we may need to treat it as a missed session.

Repeated late cancellations or missed appointments

After 2 late cancellations or missed sessions, we may ask you to pay in advance to book, or we may not be able to keep booking you.

Payment

We keep a card on file. By booking, you agree that Bayside Counseling may charge it for any late cancellation or missed session fee under this policy.

Emergencies

Emergencies happen. If you miss a session because of an emergency, sudden illness or unsafe weather, contact us and we will waive the fee.

I have read and agree to Bayside Counseling's cancellation and missed session policy.

Signature
Date

Made with the free cancellation policy generator from dailybuilt · dailybuilt.co/tools/cancellation-policy-generator/

Short version for booking confirmations

Need to cancel? Please give us at least 24 hours' notice. Late cancellations and missed sessions may be charged the full session fee of $165.00.

How to use it

  1. 1Enter your business name and how clients cancel.
  2. 2Choose the notice period and the fees for late cancellations and missed appointments.
  3. 3Copy the policy into your intake forms, or save it as a PDF for clients to sign.
  4. 4Put the short version in your booking confirmations and reminders.

Questions

How much notice should a cancellation policy require?

24 hours is the most common for therapy practices, salons and appointment businesses. Busy practices with long waitlists sometimes ask for 48 hours.

How much should a no-show fee be?

Many practices charge the full session fee for a missed session and a smaller flat fee for a late cancellation. Pick an amount you will actually charge every time.

Can a therapist charge for a missed session?

For private-pay clients, yes, when the client agreed to the policy in advance. In-network plan contracts may limit it, and Medicare allows a missed appointment fee only when the same policy applies to every client.

Do clients have to sign it?

Have every client agree before their first visit, in your intake paperwork or when they book online. The policy includes an acknowledgment line for a signature.

Where should the short version go?

In booking confirmations and reminder emails, so clients see the notice period every time they book.

A policy only works if you enforce it

Charge the fee the same way every time, keep a card on file so you can, and send reminders the day before so clients have a chance to cancel in time. Read more in our no-show policy guide.

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No-show policy template for appointment businesses

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