Cancellation policygenerator for trainers.
Choose your notice window and fees, then copy a clear cancellation and no-show policy for your sessions. It takes about a minute.
Your policy
Cancellation and no-show policy 1. You can cancel or reschedule free of charge up to 24 hours before your session. 2. If you cancel less than 24 hours before your session, 50% of the session price is charged. 3. If you miss a session without cancelling, the full session price is charged. 4. If you arrive late, the session still ends at the scheduled time and the full price applies. 5. If I need to cancel, you are not charged and we will find a new time together. 6. In case of illness or a genuine emergency, let me know as soon as you can. I may waive the fee. 7. When you book with a card, the amount is held on your card and only charged after the session. If you cancel in time, the hold is released and you are not charged. By booking a session, you agree to this policy.
This template is not legal advice. Consumer law in your country may give clients extra rights.
Why a written policy helps
Late cancellations cost you a slot you can rarely refill. A written policy turns an awkward conversation into a rule the client agreed to before booking.
Keep it short, apply it the same way to every client, and share it before the first session.
What to include
The notice window, the fee for late cancellations, the fee for no-shows, what happens if the client is late, and what happens if you cancel. Most trainers also allow an exception for illness or emergencies.
For more detail and example wording, read the cancellation and no-show policy guide.
Using it in CoachOne
Each trainer's cancellation policy is shown to the client before they book. When a client pays by card, the amount is held at booking and only charged after the session. If they cancel in time, the hold is released and nothing is charged. If your policy sets a late cancellation fee, only that fee is charged. See how payments work.
Questions aboutthis tool.
A common setup is free cancellation up to 24 hours before the session, a partial or full fee for later cancellations, and the full price for no-shows. Pick what fits your clients, then apply it the same way to everyone.
Most trainers charge the full session price for a no-show, because the time was reserved and could not be sold to someone else. Say it clearly before the first booking.
24 hours suits most one to one sessions. If your sessions are hard to refill, such as early mornings or small groups, 48 hours gives you more time to find someone else.
Share it before the first session and keep it in one place. In CoachOne your policy is shown to the client before they book, and a late cancellation fee from your policy is charged from the card hold.
Yes. Many trainers waive it for illness or a genuine emergency. Writing that into your policy keeps it fair without making the rule feel optional.
This generator gives you a clear starting text. It is not legal advice, and consumer law in your country may give clients extra rights.