A studio cancellation policy template you can copy
A plain-language cancellation policy template for studios and instructors, with a 12-hour window, no-show terms, pack credit rules, and refund language.
Updated August 17, 2026 · 6 min read
Key takeaways
- State the window, the consequence, and the exception in three sentences a client can read at booking.
- Cover four cases: early cancellation, late cancellation, no-show, and cancellation by you.
- Publish it where the decision happens — on the booking page, not buried in your terms.
- Enforce it consistently, and allow yourself one documented goodwill exception per client.
A cancellation policy exists to make a stressful moment unambiguous — for your client and for you. It should fit on a phone screen, use no legal vocabulary, and answer exactly four questions.
- What happens if I cancel early?
- What happens if I cancel late?
- What happens if I simply do not show up?
- What happens if you cancel the class?
The template
Copy the following, replace the bracketed values, and put it on your booking page. It assumes a 12-hour window; 24 hours is equally common for lower-frequency classes.
Cancellations. You can cancel up to 12 hours before class starts for a full refund, or to have your class pack credit returned. Cancellations inside 12 hours use the class credit, or are charged the full class price. No-shows. If you do not attend and did not cancel, the class credit is used or the full price is charged. Class packs. Credits are valid for [90 days / 6 months] from purchase and are non-transferable. Packs are refundable within 14 days of purchase if no credits have been used. If we cancel. If we cancel a class for any reason, you get a full refund or your credit back, and we will tell you by email as soon as we know. Exceptions. Illness and emergencies happen — message us at [your email] and we will work it out.
Choosing your window
| Class type | Suggested window | Why |
|---|---|---|
| Group fitness, yoga, small classes | 12 hours | Cancellations cluster the night before; a waitlist can still refill. |
| 1:1 lessons, tutoring, private sessions | 24 hours | Your time is fully committed and cannot be resold quickly. |
| Workshops and courses | 7 days | Materials, room, and staffing are booked well in advance. |
Where to publish it
- On the booking page, next to the class list — where the decision is actually made.
- In the confirmation email, so it exists in writing before the window matters.
- In the 24-hour reminder, which is the last useful chance to cancel in time.
- In your terms of service, as the canonical version.
Handling the awkward cases
Genuine illness
Do not build a policy that pressures sick clients into attending. Allow one goodwill exception per client per season, note it, and be warm about it — that message is often what earns you a long-term client.
Repeat late cancellers
Apply the policy as written, then follow up personally. Often the fix is scheduling rather than discipline: a different time slot solves what fees never will.
Weather and closures
Add one line to your policy: if you close for weather or an emergency, all credits are returned automatically and clients are emailed. Decide the threshold before the storm, not during it.
Once your policy is settled, the remaining work is enforcement — publishing the window on your booking page, returning credits on allowed cancellations, and charging or debiting on late ones. That is exactly the kind of rule a booking system should apply for you, every time, without a conversation at the door.
Frequently asked questions
Sitz does this part for you
Booking pages, automatic waitlists, and reminder emails from $19/month — class packs and memberships from $29, with no commission on what you sell.
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