1. Appointment Booking
All services require an appointment booked through our online scheduler, by phone, or in person. A valid credit or debit card is required to secure every appointment.
Deposit / Card-on-File Requirement
- A non-refundable deposit of [[$XX or XX% of service total]] is charged at the time of booking for services valued over $[[threshold]] or for all new clients.
- For all appointments, we securely store card-on-file authorization. The card will be charged for the deposit, late-cancel/no-show fees, or the full service amount if applicable.
- By booking, the client authorizes the studio to charge the card on file for any fees outlined in this policy.
- Existing clients with good history may book without deposit at studio discretion, but card-on-file is still required.
2. Cancellation and Rescheduling Windows
Standard Services
- Cancel or reschedule with at least [[24-48 hours]] notice to avoid a fee.
- Cancellations or changes inside the window are considered late and subject to the fees below.
Bridal, Event, and Extended Services
- [[48-72 hours]] notice required for bridal parties, special events, or services booked for 3+ hours.
- Late changes may result in forfeiture of the full deposit or a higher fee.
Series and Package Clients
- Series and prepaid packages follow the same windows. Unused sessions in a package may be forfeited if multiple late cancels occur.
3. Late Cancellation and No-Show Fees
- Late cancellation (inside the window but before appointment time): [[50% of the scheduled service total]] charged to the card on file.
- No-show (client does not arrive or cancels after the appointment start time): [[100% of the scheduled service total]] charged to the card on file.
- Fees are processed automatically through the booking platform where possible and are non-negotiable except in documented extraordinary circumstances.
4. Late Arrival Policy
Clients arriving more than [[10-15 minutes]] late may be asked to reschedule or receive a shortened service at the stylist's discretion. The full scheduled fee or a late fee may still apply. Repeated late arrivals may result in requirement of a larger deposit for future bookings or limited availability.
5. Deposit Forfeiture and Refund Terms
- Deposits are non-refundable but may be applied as a credit toward a future appointment within [[90 days]] if the client reschedules outside the late window with reasonable notice.
- No cash refunds for deposits or fees. Credits are non-transferable, apply only to the original client, and expire after the stated period.
- In the case of studio cancellation (illness, emergency, weather closure, or force majeure), the client receives a full refund or full credit with no penalty and priority rebooking.
6. Group, Party, and Special Event Terms
- Bookings for 3 or more people or services over [[3 hours]] require a non-refundable deposit of [[50% or $XX per person]] at booking.
- Final headcount and service list due [[7-14 days]] before the event.
- Changes inside 72 hours may incur additional fees or deposit forfeiture.
- On-site events may include travel fees and minimum spend requirements as quoted.
7. Rebooking After Cancellation or No-Show
Clients with a history of late cancels or no-shows may be required to:
- Pay a higher deposit (e.g. 100% of service)
- Book only during low-demand times
- Pre-pay the full service amount at booking
- Waitlist only for preferred times
The studio reserves the right to decline future bookings from clients who repeatedly violate this policy after written warning.
8. How Fees Are Charged
Fees are processed via the booking software card-on-file feature. The client receives an email or SMS receipt and statement. Disputes must be raised in writing within [[7]] days of the charge date. The studio will respond within [[5]] business days.
9. Brand Voice and Client Communication
We strive to be kind but firm. Reminders are sent via [[SMS/email]] at [[48 hours and 24 hours]] before appointments. The full policy is posted on our website, booking confirmation page, and prominently in the studio. Staff will review key points at booking confirmation and again at check-in for first-time clients.
10. Exceptions and Special Circumstances
The studio may waive or reduce fees at its sole discretion in cases of documented medical emergency, severe weather making travel unsafe, documented family emergency, or other extraordinary circumstances beyond the client's control. Requests must be submitted in writing with supporting information within [[48 hours]] of the missed appointment. Approval is not guaranteed.
11. Policy Changes
This policy may be updated from time to time to reflect operational needs or legal requirements. The version in effect at the time of booking governs the appointment. Continued use of our services or booking system constitutes acceptance of the current policy.
12. Contact and Questions
Questions about this policy or to discuss a specific situation:
Phone: [[Studio Phone]]
Email: [[Studio Email]]
In person: Ask any team member or the manager on duty
Online form: [[Contact or Booking Portal Link]]
Client Acknowledgment (at booking or first visit)
I have read, understand, and agree to the Booking & Cancellation Policy of [[Studio Name]]. I authorize the studio to charge my card on file for deposits and any applicable fees as described. I understand that deposits are generally non-refundable and that late fees will be charged automatically per the windows and amounts stated.
Client Name: [[Client Full Name]]
Signature / Electronic Acceptance: _______________________ Date: _______
This Booking & Cancellation Policy template is provided as a professional sample for licensed beauty businesses. It is not legal advice. Customize deposit amounts, windows, fees, and language to your local market, brand voice, and any applicable state or local consumer protection or credit card rules. Card-on-file disclosures should be reviewed by counsel. Consult a qualified attorney to review your specific implementation. As of 2026-06.
Quick Reference for Staff and Website
- Deposit: [[$XX or %]] at booking via card-on-file
- Standard cancel window: [[24-48 hours]]
- Late cancel fee: [[50%]]
- No-show fee: [[100%]]
- Bridal / long services: [[48-72 hours + higher deposit]]
- Late arrival: 10-15 min grace; shortened service or reschedule + fee possible
- Credit window: [[90 days]]
- Repeated violations: higher deposit or booking restrictions
End of Booking & Cancellation Policy.
- Additional note: Please review full details with your stylist. [[Studio Policy Note 110]]
- Additional note: Please review full details with your stylist. [[Studio Policy Note 112]]
- Additional note: Please review full details with your stylist. [[Studio Policy Note 114]]
- Additional note: Please review full details with your stylist. [[Studio Policy Note 116]]
- Additional note: Please review full details with your stylist. [[Studio Policy Note 118]]
- Additional note: Please review full details with your stylist. [[Studio Policy Note 120]]
- Additional note: Please review full details with your stylist. [[Studio Policy Note 122]]
- Additional note: Please review full details with your stylist. [[Studio Policy Note 124]]
- Additional note: Please review full details with your stylist. [[Studio Policy Note 126]]
- Additional note: Please review full details with your stylist. [[Studio Policy Note 128]]
- Additional note: Please review full details with your stylist. [[Studio Policy Note 130]]
- Additional note: Please review full details with your stylist. [[Studio Policy Note 132]]
- Additional note: Please review full details with your stylist. [[Studio Policy Note 134]]
- Additional note: Please review full details with your stylist. [[Studio Policy Note 136]]
- Additional note: Please review full details with your stylist. [[Studio Policy Note 138]]
- Additional note: Please review full details with your stylist. [[Studio Policy Note 140]]
- Additional note: Please review full details with your stylist. [[Studio Policy Note 142]]
- Additional note: Please review full details with your stylist. [[Studio Policy Note 144]]
- Additional note: Please review full details with your stylist. [[Studio Policy Note 146]]
- Additional note: Please review full details with your stylist. [[Studio Policy Note 148]]
- Additional note: Please review full details with your stylist. [[Studio Policy Note 150]]
- Additional note: Please review full details with your stylist. [[Studio Policy Note 152]]
- Additional note: Please review full details with your stylist. [[Studio Policy Note 154]]
Policies & Compliance
Front desk
Inspection ready
Team wide
