Guide to Salon Cancellation Policy + Templates & Examples

One of the challenges every salon owner faces is client management. This includes cancellations. And when clients cancel the appointment for whatever reason, they may not be aware of the consequences. 

You want to accommodate clients and provide the best services possible to make them feel fantastic at your salon. This, though, is not always achievable, especially if you don’t want your salon revenue to suffer.

Sometimes, it is impossible to provide a new suitable time. Also, trying to accommodate each client may not be cost-effective. It can mess with employee schedules, and you’ll have more work on your plate trying to align everything while other important tasks suffer. 

Having a clear and straightforward salon cancellation policy will prove useful. It will decrease the number of frustrated and upset clients and prevent the loss of revenue due to last-minute changes. We’ve prepared a number of salon cancellation policy examples and templates you can use to create your own. 

Salon Cancellation Policy Examples 

The 24-hour cancellation policy example for salons

The 24-hour cancellation policy for salons is one of the simplest and most common cancellation policies.

It requires the client to give 24-hour notice of a cancellation or change in an appointment. Failure to do so incurs a penalty fee.

To make this policy work, you need to obtain the client’s credit card information when scheduling an appointment. This can be done either in person, or by phone, and the simplest way to do so is to set up deposit payments in your salon booking software. 

48-hour cancellation policy example

If a 24-hour cancellation policy doesn’t work for your salon, you can create a 48-hour cancellation policy. They both work in similar ways, the only difference between the two is the timeframe. In the 48-hour cancellation policy for salons, clients have to cancel or reschedule the appointment 2 days in advance. Otherwise, they can suffer the consequences such as paying the cancellation fee.

The tiered policy example

The foundation of the tiered policy is the 24-hour policy. But the tiered policy offers more options and flexibility.

The available options depend on the type of service your client scheduled. 

Applying this type of salon cancellation policy will minimize misunderstandings with clients. This is especially true if the salon provides last-minute or group bookings (such as for parties, bridal showers, etc).

Though more extensive, a tiered policy should be clear and simple. If the terms and conditions are too detailed, this could be confusing for clients and staff.

Pro tip: instead of listing different notice times for each service, try stating only the specific services that require a different notice.

A Guide to Creating an Effective Salon Cancellation Policy

Clients do notice and value the effort you put into running your salon.

To create a polite salon cancellation policy you need to

• Determine a clear time frame
• Specify a consequence (a fine, an obligatory class, etc.)
• Share it in a clear manner with all clients (in written and oral form)
• Choose the right salon cancellation policy wording. Make it clear, concise, and firm.

When creating a cancellation policy for your salon, make sure the terms are non-negotiable. Avoid using words that make the rules optional, such as “kindly,” or “we ask.”

Instead, employ phrases that sound strong and firm. For instance, “do not,” “will not,” “not accept” “for any reason,” “under no circumstance,” and “no exceptions.”

Next, consider where to display the salon cancellation policy. Think of a place that is accessible and visible, without appearing aggressive. If you use Instagram creating a “highlight” on Instagram with your salon cancellation policy will be helpful. Remember that it’s important to share it with your clients so they know what to expect. If you use salon booking software, including a cancellation policy for your salon directly on the booking website will help immensely. 

Don’t forget to display important information and general terms and conditions in several places. 

You can also include the cancellation policy in the greeting, hold, and voicemail messages. For example: “If you are calling concerning your appointment, please keep in mind that we request at least 24-hour notice for any cancellation.”

Another great idea is to post the cancellation policy on the salon’s website and social media. Add a link to it on appointment reminder emails and text messages.

Before creating a salon cancellation policy, consider these three questions:

1. Does the salon charge a booking fee? If so, should the customer get a refund upon cancellation?
2. How long in advance should customers provide notification of cancellation?
3. Will a cancellation fee be imposed if they fail to cancel the appointment in time?

At the end of the day, the cancellation policy is here to make your salon more profitable by avoiding no-shows and last-minute cancellations. It serves your business and your customers once you apply it.

The Best Salon Cancellation Policy Templates

Knowing where to begin in creating a cancellation policy for your salon can be difficult. Whether you own a spa, nail, or hair salon – we’ve got you covered.  Here are some of the best salon cancellation policy templates you can use to create yours in minutes:

Cancellation policy for beauty salons

Your appointments and convenience are of high importance to us. We realize that at times unexpected circumstances may require schedule adjustments. If you need to cancel an appointment, we respectfully require that you provide at least [Time Period] notice.

Our Policy:

A cancellation or request to reschedule made less than [Time Period] in advance will invoke a cancellation fee. The amount charged will be equal to [Percentage] of the booked services or [Amount], whichever is more.

Should you arrive more than [Time Period] late for your appointment, we cannot guarantee that we will provide the service. If we cannot accommodate you, the same cancellation fee will be charged. We will try our best to reschedule your appointment for another time that suits you.

A credit card is required to make an appointment. Cancellation fees will be charged to the card you provide.

In case of a true, unforeseen, and unavoidable emergency, a cancellation fee will be charged, but part or full amount of it may be deducted from your future appointment cost.

We realize that emergencies occur. If you do need to cancel or reschedule your appointment, we simply request that you inform us at least [Time Period]in advance. If the booking was made for the same day, we require at least [Number] hours’ notice.

Cancellations that do not meet the above requirements will result in a [Amount] fee charged to the credit card on file or added to your next booking.

Strict and imposed 24-hour cancellation policy for salons

We ask you to realize that when you forget your appointment or fail to cancel with enough notice in advance, we miss out on an opportunity to fill that time slot, and our standby clients miss the chance to receive our services.

Since we realize that it is easy to forget an appointment made months in advance, all our appointments are confirmed 48 hours in advance.

Cancellation fees will apply and we will require you to provide your credit card information.

1} Less than 24 hours’ notice will result in a fee of 100% of the reserved service price.
2) “No show” will likewise be charged 100% of the booked service price.
3) Cancellation of an appointment made within 24 hours prior will require at least 4 hours’ notice. A failure to provide it will result in a fee equal to 50% of the reserved service cost.
4) Multiple services not canceled at least 24 hours prior to the appointment will be charged 100% of the reserved services’ cost. To schedule an appointment for multiple services, 50% of the total cost may be charged to your credit card.

The purpose of this cancellation policy is to enable us to inform our standby clients of any availability, keep our schedule filled, thus providing better service for each one of our established and future clients.

Thank you for viewing and supporting our cancellation terms and conditions.

“Short and Sweet” cancellation policy for hair salon

Cancellation Policy - [Company Name]

Cancellations made [Time Period] or less before the appointment will incur a fee of [amount or percentage].

Cancellations made via email [email address] at least [Time Period] in advance will be applied without a penalty.

Short and easy salon cancellation policy template

We understand your time is valuable. And so is ours. Out of respect for our staff and clients, we request you give us at least [Time Period] notice should you need to cancel an appointment.

The first time a client misses an appointment, a note in their file will be made.

All following missed appointments will result in a [Amount or Percentage] fee.

Concise and straightforward cancellation policy for estheticians

Cancellation Policy - [Company Name]

Please be notified that any cancellations made up to [Time Period] before the time of the appointment via [email/phone call, etc.] will be applied without a penalty.

Cancellations made less than [Time Period] in advance will incur a fee of [Amount of Percentage]. This same penalty will apply if our service provider cannot access the property, is turned away, or the client is absent or unavailable.

[Company Name] reserves the right to cancel an appointment. Should such a cancellation occur within 48 hours before the appointment time, a new appointment will be scheduled without any additional fees, subject to availability.

Include FAQs in Salon Cancellation Policy

To be as straightforward and as transparent as possible, you should anticipate the questions customers will have about the cancellation policy in your salon. Here are some of the most frequent questions customers ask: 

1. What is the salon’s cancellation policy?

Salon cancellation policy is the agreement between you and customers about canceling appointments and the consequences. Although different salons have different cancellation rules, most salons have a rule requiring customers to give a particular amount of notice before canceling or rescheduling an appointment. This window of time is often 24 to 48 hours before the appointment. A cancellation fee can apply if not enough time is given for cancellation.

2. How far in advance do I need to cancel my appointment to avoid a cancellation fee?

Depending on the salon, a different length of time may be needed to cancel an appointment without being charged. Although some salons just need a 24-hour notice, others may need up to 48 hours. To prevent paying any penalties, it is crucial to confirm the salon’s exact cancellation policy.

3. Is there a fee for canceling or rescheduling my appointment?

If an appointment is canceled or rescheduled without enough notice, the majority of salons charge a fee. According to the salon’s cancellation policy, the amount will vary, but it is often a percentage of the treatment price.

4. Can I cancel my appointment online or do I need to call the salon?

Although many salons offer online appointment cancellation, it is still advisable to contact the salon in question to find out how it operates specifically. Customers at some salons might need to call or email to cancel an appointment. If the salon utilizes online booking software, canceling and rescheduling appointments is just a few clicks.

5. What happens if I need to cancel my appointment due to an emergency?

It is crucial to get in touch with the salon as soon as you can to reschedule the appointment in the event of an emergency. Many salons may waive the cancellation charge in case of an emergency, but it is vital to check with the salon to verify their individual policy.

6. Can I change the time of my appointment without incurring a cancellation fee?

If the salon’s policy requires notice for changes, changing the time of an appointment may be regarded as rescheduling and result in a cancellation fee. It is crucial to confirm the salon’s unique cancellation and rescheduling policies.

7. What happens if I don’t show up for my appointment?

The majority of salons impose a no-show fee on customers who do not arrive for their scheduled appointment. This fee, which the salon may decide to impose, is often a percentage of the service cost. It is crucial to inquire about the salon’s exact no-show policy before making a reservation.

8. How do I avoid being charged a cancellation fee?

When canceling or rescheduling an appointment, clients should be sure to give enough notice to avoid being assessed a cancellation fee. To avoid any surprises, it’s also crucial to familiarize oneself with the salon’s individual cancellation policy.

9. Are there any exceptions to the salon’s cancellation policy?

In exceptional scenarios, like emergencies or unforeseen events, salons may make exceptions to their cancellation policy. It is crucial to inquire about the salon’s specific policy about exceptions.

10. What is the process for canceling or rescheduling my appointment?

Each salon has a different policy regarding appointment cancellation and rescheduling. Some salons might insist that customers cancel or reschedule appointments by phone or email, while others would let them do so online. It is crucial to inquire with the salon about their specific cancellation or rescheduling policy.

Choosing the Best Cancellation Policy for Your Salon

A clear and appropriate salon cancellation policy can minimize no-shows and last-minute cancellations. It also allows salons to fill open time slots when cancellations occur. But how do you choose the best cancellation policy for your salon?

The best advice we can give you is to start with your customers. What are they like? What would they appreciate? Consider what they love the most about your salon to tailor your salon cancellation policy to their preferences. 

What if you already have a salon cancellation policy? It is good to ensure that your salon booking software can communicate this effectively. Make sure to display it in all the important places, especially when customers are booking an appointment.