Free template
No-show and late cancellation policy template
A short, fair policy tells clients what you need from them and what happens if they don’t show. Copy this one and change the parts in [brackets].
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Policy template
Appointment, cancellation, and no-show policy
We reserve your appointment time just for you. If you need to cancel or reschedule, please let us know at least [24] hours before your appointment: reply R to your reminder text to reschedule, or call [phone] to cancel.
Late cancellations: changes made with less than [24] hours’ notice may be charged [amount or percentage of the service].
No-shows: if you miss your appointment without letting us know, we may charge [amount] and ask for a [deposit] to book your next visit.
Running late: if you arrive more than [15] minutes late, we may need to shorten or reschedule your appointment so the next client isn’t kept waiting.
We understand emergencies happen. Contact us and we’ll do our best to work with you.
One-line version for reminder texts
[Business]: please give us [24] hours’ notice to cancel or reschedule. Late cancellations and no-shows may be charged [amount].
How to make a no-show policy work
- Show it before booking. Clients should agree to the policy when they book, not find out after they miss.
- Repeat it in the reminder. A short line in the day-before text is the moment it matters. NoShow AI can add your policy to reminders with the {policy} placeholder.
- Don't ask clients to text "CANCEL". CANCEL is a standard opt-out keyword, so carriers and texting services treat it like STOP and the client stops getting your texts. Ask for R to reschedule, and take cancellations by phone.
- Make rescheduling easy. If clients can reply R to ask for a new time, fewer of them run into the policy at all.
- Apply it consistently, with judgment. Waiving a fee for a genuine emergency keeps goodwill; quietly ignoring the policy makes it meaningless.
- Check local rules. This template isn't legal advice. Ask your attorney or professional association, especially for insured medical and dental patients.
More ideas in how to reduce no-shows.
Common questions
How much notice should a cancellation policy require?
Twenty-four hours is the most common, because it leaves time to offer the slot to someone else. Longer services, like color or extensive dental work, sometimes use 48 hours.
Can I charge clients for no-shows?
Generally yes, if clients agreed to the policy before booking (for example at online booking or on an intake form). Rules vary by state and by industry, and health insurers may limit fees for covered patients, so check with your attorney or professional association.
Where should I share the policy?
On your booking page, intake form, website, and in your reminder texts. A one-line version in the reminder is the most effective, because clients see it right before the appointment.