What to Include in Your Med Spa Cancellation Policy

Let’s be honest: no-shows are a pain. They throw off your schedule, cost your med spa money, and mess with your team’s flow. If you’re a California med spa owner (or run a clinic anywhere in the U.S., really), you’ve probably dealt with last-minute cancellations more times than you’d like. That’s why having a clear, fair, and easy-to-understand cancellation policy isn’t just nice to have — it’s essential.

This guide will walk you through what to include in your policy, share real examples from successful med spa softwares like Workee, Mangomint and Boulevard, and help you avoid the awkwardness of enforcing fees by setting expectations upfront. We’ll also give you a free template you can customize for your spa.

TL;DR: Quick Takeaways

• Require at least 24 hours' notice to cancel or reschedule

• Charge 50% fee for late cancellations, 100% for no-shows

• Yes, you can legally charge fees in California (just be upfront)

• Communicate your policy in booking confirmations, texts, and on your site

• Use Workee to automate reminders and avoid no-shows

• Download our free Cancellation Policy Template below to get started

Why This Matters (More Than You Think)

A strong cancellation policy protects your time, your revenue, and your sanity. Every open slot from a no-show or last-minute cancel means lost income — sometimes hundreds of dollars. But beyond that, it sets a tone. Clients know you’re running a professional business, not a hobby.

In California, this matters even more. The state allows med spas to charge cancellation fees, as long as you’re upfront and reasonable. That means: don’t overdo it, and always be clear about what clients are agreeing to.

The Essentials: What Your Policy Should Include

Here’s what the most effective cancellation policies cover — whether you’re solo or running a multi-room spa:

1. How much notice you need Most med spas ask for 24 hours. Some go with 48 for longer or high-ticket services. Just be specific:

“Please give us at least 24 hours' notice if you need to cancel or reschedule.”

2. What counts as late or a no-show Spell it out. “Late cancellation” usually means canceling inside that 24-hour window. A “no-show” means they didn’t show up or let you know. You can also include a policy about late arrivals (e.g., “Arriving more than 15 minutes late may count as a no-show”).

3. The fee (and how it works) Be direct and transparent. You might say:

"Cancellations made with less than 24 hours’ notice will be charged 50% of the appointment cost. No-shows will be charged in full."

This sounds tough, but it’s industry standard — and most clients understand if it’s clearly stated upfront.

4. How clients can cancel Tell them what to do: call, text, email, cancel through your booking app. Example:

“You can reschedule or cancel by texting us at [phone number] or clicking the link in your confirmation email.”

5. What happens after multiple no-shows Some med spas get burned by repeat offenders. If that’s you, add a note like:

“After two no-shows, we may require full prepayment to book future appointments.”

6. Exceptions for emergencies You’re human, your clients are human. It’s okay to say:

“We understand emergencies happen. Fees may be waived at our discretion.”

That one line shows empathy and gives you flexibility.

7. A simple sign-off End with something like:

“By booking with us, you agree to these terms.”

If you use online booking, make sure clients check a box or see the policy before confirming.

Feeling Awkward About Charging Clients?

You're not alone. It’s totally normal to feel uncomfortable at first. Here’s what we recommend:

• Start with new clients. It’s easier to set expectations from day one than to change the rules later.

• Use clear, kind scripts. Train your team (or yourself) to say something like:

"We totally understand things come up. We just ask for 24 hours’ notice so we can offer the spot to someone else. Otherwise, there’s a 50% fee."

• Automate it. Using Workee takes the pressure off — simplify bookings and reduce no-shows.

What California Med Spas Should Know

If you’re based in California, here’s the quick version of the legal stuff:

• You can charge cancellation or no-show fees.

• Just keep them reasonable — don’t charge $300 for a $150 facial.

• Be clear and upfront — ideally in writing, on your website, and in booking confirmations.

We always recommend checking with a lawyer before finalizing your policy. It’s a small step that can save you from big headaches.

What Other Softwares for Med Spas Are Doing

Want to see what the competition is doing? Here’s a peek:

Mangomint has a sample cancellation policy that charges 50% of the service price if canceled with less than 24 hours' notice. They also recommend having a credit card on file to make it easy to enforce.

Boulevard lets clients set up a no-show fee up to 100% of the service price. Some California spas using Boulevard charge 100% for no-shows and 50% for last-minute cancellations.

GlossGenius suggests charging a $75 late cancellation fee plus forfeiting a $25 deposit — especially for med spa appointments that are hard to rebook last-minute.

Real-world example: One California med spa, Restoration Lab, increases its fee after the second no-show and requires deposits going forward. They’re not shy about it — and their clients respect that clarity.

Bottom line: the most effective spas make their policies easy to find, simple to understand, and consistently enforced.

Tips to Actually Reduce No-Shows (Not Just Charge for Them)

Here’s what we’ve seen work really well:

• Remind people — twice. Set up automated reminders 48 hours and again 24 hours before appointments. This gives them time to cancel if needed, and helps them remember (life’s busy!).

• Put your policy everywhere. Website, booking page, email confirmations, reminder texts — repeat it often. Clarity prevents awkwardness.

• Use deposits or cards on file. Clients are far less likely to ghost you if there’s money involved. Even a $25 deposit goes a long way.

• Make enforcement easy. Use booking tools (like Workee) to automate the process. You shouldn’t have to chase people down.

• Train your team. Everyone on staff should know how the policy works and how to talk about it confidently — without sounding robotic.

What Not to Do

• Don’t hide your policy in fine print. Put it where clients will actually see it.

• Don’t enforce it inconsistently. That just creates confusion.

• Don’t charge unreasonable fees — make sure what you’re asking for feels fair and justified.

Grab the Free Template (Customize It for Your Spa)

Not sure where to start? We’ve got you. Download our free Med Spa Cancellation Policy Template — it includes all the key language, editable sections, and a friendly but firm tone that you can personalize for your spa.

👉 Download the Template

This is a great resource whether you’re setting up your first policy or tightening up an existing one.

Final Thought

At the end of the day, a cancellation policy isn’t about punishing clients — it’s about protecting your business, your time, and your team. Be upfront, be consistent, and don’t be afraid to set boundaries. You work hard to deliver a great experience — you deserve clients who show up for it.

And if you’re ever unsure about the legal side of things, especially in California, talk to a professional. A little advice goes a long way.

You've got this.

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No contracts, no setup headaches — just one smart tool built for growing med spas.