Cancellation policy template
Pilates studio cancellation and no-show policy template
A cancellation policy that clearly covers early cancels, late cancels and no-shows. Fill in the blanks in square brackets for your studio, then put it on the wall or send it to clients.
What the policy covers
Cancellation window
How many hours ahead a client can cancel and get the class back. In Corenta the default is 24 hours, and the studio can change it.
Late cancels and no-shows
A cancel after the window, or not turning up without notice, uses up the class.
Exceptions
What happens when the studio cancels a class, and the studio's discretion in emergencies.
Pack expiry and freezing
How long a class pack is valid and how to ask for a freeze.
Sample text
[Studio name] cancellation and rescheduling policy
1. If you cancel or reschedule at least [24] hours before your class, the class goes back on your pack.
2. Later cancellations use up the class. [Option: Late cancellations do not use up the class, up to [1] time a month.]
3. If you do not turn up without letting us know, the class is used up.
4. If the studio cancels a class, it goes back on your pack.
5. In case of illness or another emergency, the studio may decide to return the class.
6. For group classes, cancel in the app or by [phone/message] so your spot can go to someone else.
7. Class packs are valid for [60] days from purchase. Ask the studio if you need to freeze your pack.
This policy applies to packs bought after [date].
How to use it
- Download the file and fill in the parts in square brackets.
- Decide whether late cancels get the class back and pick the matching sentence.
- Put the policy on the wall, your website and your booking page, and give it to new clients before their first class.
- If you change the rule, say which rule applies to packs bought before the change.
Legal note
- This template is not legal advice. Ask a lawyer about consumer law and your contracts.
- Refunding money and returning a class to a pack are different things. The template covers classes on a pack; write your refund rule separately.
Where a written rule falls short
- Even with a written rule, someone has to remember and record whether each late cancel uses up a class.
- In Corenta you set the cancellation window and whether late cancels use up the class once in settings. Clients see whether the class will be returned before they cancel.
- If you cancel a booking, the class goes back on the pack. Clients can dispute a no-show in the app, and you can forgive it and return the class.
Questions people ask
Pilates studio cancellation and no-show policy template
What should a pilates cancellation policy say?
Keep it short and clear: how many hours ahead clients can cancel for free, what happens on a late cancel or no-show, and what happens when the studio cancels. Give it in writing before the first class.
How many hours should a late cancellation window be?
Studios commonly use 12 to 24 hours. For group classes, pick a window long enough to fill the spot again.
Should no-shows lose the class?
Most studios count it. In Corenta a no-show uses up the class by default, and you can forgive it and return the class when there is a good reason.
When you're ready
Have your cancellation rule applied to every booking.
Download the app, set up your studio and run it with real bookings for two weeks. We won't ask for a card. If you stay, you subscribe through your app store.