Cancellation policy template for gyms and studios
A plain-English cancellation and late-fee policy you can adapt for your gym, yoga studio, pilates or massage clinic, with tips on wording.
The template
"You can cancel for free until [12/24] hours before your session starts. We save your card when you book and charge after the session. If you cancel after that time or don’t come, we charge the full session price. If something unexpected happens, contact us and we may waive the charge."
Choose the window
Group classes usually use 12 hours; private sessions, massage and physio usually use 24 hours because the slot is harder to refill. You can use one window for the whole business and override it for specific services.
Say when the money moves
Athletes are calmer when they know nothing is charged at booking. State that the card is saved at booking and charged after the session, and that cancellations in time are free.
Show it at the right moment
Show the policy on the booking screen with a short checkbox ("I agree to the booking terms"), in the confirmation email, and on the booking itself, including the exact time free cancellation ends.
Handle exceptions consistently
Decide in advance who can waive a fee and when (illness, emergencies, travel disruption). Log every waiver so the policy stays fair.
Check local consumer rules
Consumer law differs by country, province and state. Keep the policy clear, apply it equally and get local advice if you are unsure.
Questions
Can I charge the full price for a late cancellation?
Many studios do, as long as the policy was shown and agreed at booking. Check local consumer rules.
Do I need a card on file?
To charge late cancels and no-shows automatically, yes. Save it at booking and charge only after the session.