Free compliance & forms tool
Cancellation Policy Template for Med Spas and Practices
A cancellation policy tells patients how much notice you need, what happens if they cancel late or do not show, how late arrivals are handled, and when you will make an exception. Fill in the form below and the policy writes itself in plain language. Copy it, print it, and have your attorney review it before you publish it. Your text stays in your browser.
Prepared by Prospyr · Reviewed October 11, 2026 · Free, no sign-up, runs in your browser
Phone or email, shown at the end.
For example, package, membership or weekend rules.
Everything you type stays in your browser. Nothing is sent, saved or added to the page address, and it clears when you close or reload the page. Copy or print before you leave.
Your policy
Cancellation and no-show policy for our practice
We reserve each appointment time for you, and provider time cannot always be refilled on short notice. To change or cancel an appointment, please let us know at least 48 hours before your scheduled time by phone, text or the patient portal.
Late cancellations: if you cancel or reschedule with less than 48 hours notice, a fee of $50 will apply.
No-shows: if you do not arrive for your appointment and have not contacted us, the same policy applies and a fee of $50 will apply.
Late arrival: please arrive on time. If you arrive more than 15 minutes late, we may need to shorten your treatment, reschedule it, or treat it as a late cancellation, depending on what the provider can safely and fully complete in the time left.
Exceptions: we will consider waiving the fee for illness, a family or medical emergency, an appointment that we cancel or move. Please contact us as soon as you can; waivers are at the practice's discretion.
By booking, you agree to this policy. We will explain how any fee is collected when you book, before you pay a deposit or give a card.
A starting draft, not legal advice. Rules on fees, deposits and what you must disclose differ by state and by how you take payment; have your attorney review it, and show it to patients before they book.
Writing a policy you will have to collect on? See deposits collected at booking and no-show fees charged to the card on file →
How to use this template
Choose the notice window, decide whether a late cancellation costs a flat fee, a percent of the service or the deposit, and say how no-shows differ. Set a grace period for late arrivals, tick the exceptions you will consider, and add anything specific to your practice. The policy text under the form updates as you type.
Keep the language short and specific. A patient should be able to read it in under a minute and know exactly what happens on a late cancellation.
Tell patients before they book
A policy works when patients agree to it before they commit. Put it where they book, in the confirmation and in the intake paperwork. For a no-show cost estimate, run your numbers through the no-show cost calculator. To see how deposits and fees on a card on file work in Prospyr, read about deposits and no-show fees. For forms patients sign, see the consent templates.
Frequently asked questions
What should a med spa cancellation policy include?
The notice patients must give, what happens on a late cancellation, what happens on a no-show, how late arrivals are handled, which exceptions you allow, and how any fee is collected. This template covers each, and you can add package or membership rules in the extra field.
How much notice should I require?
That is your decision, and this page does not recommend a number. Many practices choose a window long enough to refill the appointment, such as 24 or 48 hours, and longer for treatments that book a lot of provider time. Look at how far ahead your own appointments fill.
Should I charge a fee or keep a deposit?
Either can work. A fee charged to a card on file and a deposit taken at booking both need the patient to have agreed to them in advance. Rules on fees and deposits vary by state, so have your attorney confirm the wording and what you must disclose.
How do I make sure patients see the policy?
Show it before they pay a deposit or give a card, for example at online booking, and repeat it in confirmation messages and consent paperwork. A policy that a patient never saw is hard to enforce and harder to explain.
Is my text saved or sent anywhere?
No. What you type stays in your browser. It is not sent to Prospyr, not saved and not added to the page address. It clears when you reload, so copy it or print it first.
Is this legal advice?
No. It is a starting draft in plain language. Consumer-protection and payment rules differ by state, so have a health care or business attorney review the final text.
Sources and scope
A starting draft, not legal advice. Rules on cancellation fees, deposits and required disclosures differ by state; have an attorney review your final policy.