Salon growth guide
Salon cancellation policy templates
A good salon no-show policy says, in plain words, how much notice clients must give to cancel, what a late cancel or no-show costs, which services need a deposit, and what happens if they arrive late. Copy one of the three templates below, show it at booking, and have clients agree to it with a card on file or a deposit before you ever charge a fee.
On this page
Practical advice, not legal advice. Check your state’s rules before you charge fees.
What you get here: three complete policies where the fee, the deposit and every client message say the same thing, a table that shows exactly what happens to a deposit in each case, and a setup table for six booking apps built from each app’s own help center.
What should a salon cancellation and no-show policy include?
Six parts. Miss one and you get the awkward conversation later.
- Cancellation window. How many hours before the appointment a client can cancel or reschedule for free. 24 or 48 hours is common.
- Late cancellation fee. What a client pays if they cancel inside the window.
- No-show fee. What a client pays if they don’t show and don’t tell you.
- Deposits. Which services need money up front (usually long or high-cost work like color correction, balayage, extensions and bridal), whether the deposit comes off the final bill, and when it is refunded.
- Late arrivals. The grace period, and what happens after it.
- How you hold them to it. A card on file or a deposit at booking, and the client ticking a box to agree.
The three templates
Pick one, fill in the brackets, and paste it into your booking app and website. Use the same numbers everywhere, including your confirmation and reminder texts. The message kit below uses the same wording.
All three follow one rule for deposits: a deposit always comes off the bill, and it always counts toward any fee. A client never pays a fee on top of their deposit, and if the deposit is more than the fee, the difference goes back to them.
Gentle: for new salons and loyal, low-volume books
Our booking policy
We love seeing you, and we hold your time just for you. Here is how we keep it fair for everyone.
Canceling or rescheduling: Please give us at least [24] hours' notice. You can change your appointment through your booking link or by texting us at [phone]. Changes with less than [24] hours' notice count as a late cancellation.
Late cancellations and no-shows: We understand life happens, so your first late cancellation or no-show is on us: no fee, and if you paid a deposit, we move it to your new appointment or refund it, your choice. After that, cancellations with less than [24] hours' notice and missed appointments are charged [25]% of the booked service.
Deposits: Not needed for most services. For [color correction / extensions / bridal], we take a $[X] deposit when you book. It comes off your bill on the day. If you cancel or reschedule at least [24] hours ahead, we refund it or move it to your new date. If a fee applies, your deposit counts toward it: if the deposit is more than the fee, we refund the difference, and if it is less, we charge the rest to your card.
Running late: We can usually work with up to [15] minutes. After that, we may need to shorten your service or move you to a new time.
We ask for a card when you book online so we can hold your spot. Nothing is charged now, except the deposit shown for your service if it has one. By booking, you agree to this policy.Standard: for most established salons
Our booking policy
Your appointment is reserved just for you, so we ask for notice if your plans change.
Canceling or rescheduling: Please give at least [24] hours' notice. Change your appointment through your confirmation link or text us at [phone]. Changes with less than [24] hours' notice count as a late cancellation.
Late cancellations: Cancellations with less than [24] hours' notice are charged [50]% of the booked service.
No-shows: Missed appointments without notice are charged [100]% of the booked service.
Deposits: Services over [2 hours] or over $[X], including [balayage, color correction and extensions], need a [25]% deposit when you book. Your deposit comes off your final bill. If you cancel or reschedule at least [24] hours ahead, we refund it or move it to your new date. If a fee applies, your deposit counts toward it and only the rest is charged to your card. If your deposit is ever more than the fee, we refund the difference.
Running late: We have a [15]-minute grace period. After that, we may shorten your service, move you to a new time, or treat the visit as a late cancellation.
To book online, we ask for a card. Nothing is charged now, except the deposit shown for your service if it has one. After that, your card is only charged as described in this policy. By booking, you agree to this policy.Strict: for busy color salons, extension specialists and waitlisted books
Our booking policy
Our books fill weeks ahead, and every missed spot is one another client was waiting for. Please read this before booking.
Deposits: Every appointment needs a deposit, charged when you book: $[X] for haircuts and styling, and [50]% of the service for color, balayage, color correction and extensions. Your deposit comes off your final bill.
Canceling or rescheduling: Please give at least [48] hours' notice. If you change your appointment [48] hours or more ahead, we move your deposit to your new date. If you cancel [48] hours or more ahead, we refund it.
Late cancellations: If you cancel or reschedule with less than [48] hours' notice, your deposit is kept as the late-cancellation fee. Nothing more is charged.
No-shows: Missed appointments are charged [100]% of the booked service. Your deposit counts toward this, so we charge only the rest to your card on file. To book again after a no-show, the full service is paid when you book.
Running late: We have a [10]-minute grace period. After that, your service may be shortened. After [20] minutes, the appointment counts as a no-show.
Extensions: Your deposit pays for the hair we order for you. Once the hair is ordered, the deposit can't be refunded, but with at least [48] hours' notice we move it to your new date. It still comes off your final bill and counts toward any fee.
When you book, we take your deposit and save your card. Nothing else is charged now. By booking, you agree to this policy and to us charging your card only as described above.What happens to the deposit?
It is the question clients ask most after a missed appointment. Here is the answer for each template, so your policy, your app and your messages agree.
| When the client… | Gentle | Standard | Strict |
|---|---|---|---|
| Cancels with enough notice | Deposit refunded | Deposit refunded | Deposit refunded (extensions: moved, not refunded, once hair is ordered) |
| Reschedules with enough notice | Deposit moves to the new date | Deposit moves to the new date | Deposit moves to the new date |
| Cancels or reschedules late | First time: no fee, deposit moved or refunded. After that: deposit counts toward the [25]% fee | Deposit counts toward the [50]% fee, rest charged to card | Deposit kept as the fee, nothing more charged |
| Doesn’t show | First time: no fee, deposit moved or refunded. After that: deposit counts toward the [25]% fee | Deposit counts toward the [100]% fee, rest charged to card | Deposit counts toward the [100]% fee, rest charged to card |
| Paid a deposit bigger than the fee | Difference refunded | Difference refunded (can’t happen with the default numbers) | Can’t happen: the late fee is the deposit, and the no-show fee is the full service |
Example numbers, to show the math:
| Template and service | Deposit | Late cancel | No-show |
|---|---|---|---|
| Gentle, $300 extensions, after the free first time | $100 | Fee $75: keep $75 of the deposit, refund $25 | Fee $75: keep $75 of the deposit, refund $25 |
| Standard, $200 balayage | $50 (25%) | Fee $100: the $50 deposit plus $50 to the card | Fee $200: the $50 deposit plus $150 to the card |
| Standard, $60 haircut | None | Fee $30 to the card | Fee $60 to the card |
| Strict, $200 balayage | $100 (50%) | Fee is the $100 deposit, nothing more | Fee $200: the $100 deposit plus $100 to the card |
TIP: Before you publish, check that your booking app can do what your policy says. GlossGenius, for example, has one cancellation fee percentage for both late cancels and no-shows, so a different no-show amount would be charged by hand. Also check how your app treats a deposit when it charges a fee. If it does not take the deposit off the fee for you, refund or charge the difference by hand, so the client never pays more than the policy says. And keep a waiver in your back pocket for real emergencies: a policy you apply evenly, with the occasional kind exception, protects both your income and your reviews.
Which level fits your salon?
| Your situation | Level | Why |
|---|---|---|
| New salon, still building a client list | Gentle | You need first visits more than fees. A card on file still holds people to their booking. |
| Established salon with mostly regulars | Standard | Clear fees for late cancels and no-shows, deposits only on long services. |
| Busy color salon (balayage, color correction, 3+ hour services) | Strict, or Standard with deposits on all color | One no-show can cost you most of a day. Deposits protect the time. |
| Suite renter or solo stylist | Standard (Strict if you do extensions) | You carry the rent alone, with no team to fill a gap. |
| Extension specialist or bridal | Strict | Hair is ordered and days are blocked. Deposits cover real costs. |
| Barbershop or quick-service book with walk-ins | Gentle | Short gaps are easier to fill, and a heavy policy can push walk-in clients away. |
| One client who keeps no-showing | Any level, plus prepayment for that client | Vagaro and Fresha can require a card from clients with past no-shows (see the setup table). In other tools, take payment up front when you book them. |
Opening a new salon? Our guide to opening a hair salon puts this policy in the step-by-step checklist, so it’s ready before your first booking.
Running a prom, bridal or holiday group promotion? Take a deposit per group to hold the date; salon promotion ideas has package wording you can copy.
Where should the policy show up?
In at least five places, in the same words. If a client disputes a charge, you want proof they saw it.
- Your booking page, next to the Book button, with a box to tick.
- The confirmation text or email.
- The reminder 48 or 24 hours before.
- Your website and your Instagram link-in-bio page, as a short “Booking policy” section.
- Your receipt or checkout.
Boulevard’s guidance for setting a cancellation policy makes the same point: post it on your website, highlight it in confirmations, print it on receipts, and have clients acknowledge and agree to it. Square shows your policy in the online booking flow and at the bottom of confirmation emails once you set it up. For where it sits on your website next to the Book button, see our salon booking website checklist.
Copy-paste message kit
The numbers below are the Standard template’s. If you chose Gentle, swap in your own numbers from your policy, and use the deposit version of each message for any service that takes a deposit. Strict works differently (every service takes a deposit, a late change keeps the deposit, and extension deposits can’t be refunded once hair is ordered), so it has its own booking line and confirmation below.
Booking page line, card-only services (next to the Book button)
A card is required to hold your appointment. Nothing is charged now. Cancel or reschedule at least [24] hours ahead to avoid a fee. Later changes are charged [50]% of the service, and missed appointments [100]%. [Read the full policy]
☐ I have read and agree to the booking policy.On Gentle, use [25]% for both fees and add: “Your first late change or missed appointment is on us.”
Booking page line, deposit services
This service needs a $[deposit] deposit, charged now. It comes off your final bill. We also save your card, which is not charged now. Cancel or reschedule at least [24] hours ahead and we refund your deposit or move it to your new date. Later changes are charged [50]% of the service, and missed appointments [100]%. Your deposit counts toward any fee, so only the rest is charged to your card. [Read the full policy]
☐ I have read and agree to the booking policy.On Gentle, use [25]% for both fees and add the first-time line above, plus: “If we waive a fee, your deposit moves to your new date or is refunded.” On Strict, use the Strict version below instead.
Booking page line, Strict (every service)
This service needs a $[deposit] deposit, charged now. It comes off your final bill. We also save your card, which is not charged now. Change your appointment at least [48] hours ahead and we move your deposit to your new date. Cancel at least [48] hours ahead and we refund it. Extensions: once your hair is ordered, the deposit can't be refunded, but with [48] hours' notice it still moves to your new date. Inside [48] hours, your deposit is kept as the fee and nothing more is charged. Missed appointments are charged [100]% of the service. Your deposit counts toward that, so only the rest is charged to your card. [Read the full policy]
☐ I have read and agree to the booking policy.Confirmation text or email
Card-only service:
You're booked! [Service] with [Stylist] on [Day, Date] at [Time], [Salon name], [address].
Need to change it? Use this link up to [24] hours before: [link]. Inside [24] hours, a [50]% late-cancel fee applies, and missed appointments are charged [100]%. Full policy: [link]Deposit service:
You're booked! [Service] with [Stylist] on [Day, Date] at [Time], [Salon name], [address]. We've received your $[deposit] deposit, and it comes off your bill on the day.
Need to change it? Use this link up to [24] hours before and your deposit moves with you or is refunded: [link]. Inside [24] hours, a [50]% late-cancel fee applies, and missed appointments are charged [100]%. Your deposit counts toward either fee. Full policy: [link]Strict (every service):
You're booked! [Service] with [Stylist] on [Day, Date] at [Time], [Salon name], [address]. We've received your $[deposit] deposit, and it comes off your bill on the day.
Need to change it? Use this link at least [48] hours before and your deposit moves to your new date, or is refunded if you cancel: [link]. Extension deposits can't be refunded once your hair is ordered, but they still move to a new date. Inside [48] hours, your deposit is kept as the fee and nothing more is charged. Missed appointments are charged [100]% of the service, with your deposit counted toward it. Full policy: [link]Reminder (48 or 24 hours before)
Hi [Name], see you [tomorrow / on Thursday] at [Time] for your [service] with [Stylist]! Need to reschedule? Do it by [time, day] to avoid the late-cancel fee: [link]. Running late? Text us at [phone]. We can hold your spot for [15] minutes.For deposit services, add: “Your $[deposit] deposit comes off your bill.”
Before you charge a fee (polite DM or text)
Send this the same day, before you run the card. It keeps the relationship and gives them a chance to explain. Use the version that matches the booking.
No-show, card-only service:
Hi [Name], we missed you today at [Time] for your [service]. Hope everything is OK! As our booking policy says, missed appointments are charged [100]% of the service, so we'll charge $[fee] to the card ending in [last 4] [tomorrow]. If something urgent came up, just reply here and let us know. Want me to find you a new time this week?No-show, deposit service:
Hi [Name], we missed you today at [Time] for your [service]. Hope everything is OK! As our booking policy says, missed appointments are charged [100]% of the service, which is $[fee]. Your $[deposit] deposit counts toward that, so we'll charge the remaining $[fee minus deposit] to the card ending in [last 4] [tomorrow]. If something urgent came up, just reply here and let us know. Want me to find you a new time this week?Late cancellation: use the same message, starting “Thanks for letting us know you can’t make it” and swapping in the late-cancel fee. If the deposit covers the whole fee, say so and skip the card charge: “Your $[deposit] deposit covers the $[fee] fee, so there’s nothing more to pay.” If the deposit is more than the fee, add: “We’ll refund the extra $[deposit minus fee] to your card.” On Strict, a late cancellation means the deposit is kept and nothing more is charged.
When you decide to waive it
Hi [Name], thanks for letting us know, and I hope things are OK. I've waived the fee this time. Just a heads-up that the policy will apply next time. Here are a few openings this week: [times]. Want one?If they paid a deposit, add: “Your $[deposit] deposit will move to your new appointment, or I can refund it if you’d rather. Just tell me which.” For extensions where the hair is already ordered, offer only the move: “Your $[deposit] deposit moves to your new appointment.”
Announcing a new policy to existing clients
Give regulars notice before a new policy starts. A short message beats a surprise charge.
Hi [Name]! A quick update from [Salon]: from [date], we'll ask for a card when you book, and [24] hours' notice to cancel or reschedule. This helps us keep spots open for everyone. Nothing changes for appointments you've already booked. Full policy here: [link]. Thank you for being one of our regulars!How do I set it up in my booking app?
What each tool says it can do, from its own help pages (checked October 1, 2026). Menus change, so open the linked article before you start.
| Tool | Card on file to book | Deposits | Late-cancel and no-show fees | Where to set it |
|---|---|---|---|---|
| Square Appointments | Yes: “Hold card in case of no-show.” The card is held for that one appointment, not saved for future charges unless the client chooses Save Card. | Yes: fixed amount or percentage, on all or chosen services. | Flat fee per appointment, flat fee per service, or a percentage of each service. Window from 1 hour to 2 weeks. You can charge the fee up to 14 days after the appointment. | Appointments > Settings > Payments & cancellations |
| Vagaro | Yes: “Capture Credit Card.” Can be required for new customers, existing customers, mobile services or customers with past no-shows or cancellations, above a minimum service price. | Yes, in the same setting: “Require Deposit or Capture Credit Card.” | Percentage or fixed fee, with a cut-off time in hours. Charged by hand, or automatically when clients cancel online or you mark a no-show. Vagaro Merchant Services only. | Settings > Online Shopping Cart |
| GlossGenius | Yes: require for all clients, new clients, or never. The card is saved, not charged at booking. | Yes: a dollar amount per service. | One percentage fee for late cancels and no-shows, a window in hours, and an optional “Cancellation Policy Required” setting so clients must agree before booking. Fees can only be charged on the day of the appointment or after. | Settings > Business > Booking Controls > Online Booking Settings > Cancellations |
| Booksy | Yes: a card on file is required for cancellation fees. | Yes: percentage or fixed amount per group of services, minimum $5. Needs Mobile Payments turned on. | Cancellation fee, charged automatically or by hand. Fees can be waived for Trusted Clients. | Business Settings > Payments & Checkout > No-show Protection |
| Fresha | Yes: “Capture card details,” with no deposit taken. | Yes: percentage or fixed amount. | No-show fee as a percentage; late-cancel fee as a percentage or fixed amount. Can target specific services, new clients or clients with past no-shows or cancellations. The client is always notified when charged, and a no-show fee can’t be reversed. | Settings > Payments > Policy on all bookings |
| Boulevard | Yes: a valid card is required for every online booking. | Yes: a percentage of the service, set per service or staff member. | Default: up to 100% of the appointment if canceled less than 24 hours ahead. Change it to a percentage or dollar amount; it can never exceed the appointment price. You can link your own policy page. | Fees: settings (gear) > Client Experience > Cancellation Fee. Deposits: Manage > Services > Customize |
TIP: Turn on any “client must agree to policy” setting your tool offers, and paste your full policy into its policy field. That text is what clients see at booking, and it is your proof if a charge is disputed. Vagaro’s help center gives the same advice: add your policy to your listing page to protect against chargebacks, and consider deposits, which it says are less likely to be disputed.
Is it legal to charge a salon no-show fee?
It depends on your state and on what the client agreed to. We are not lawyers, and this is not legal advice. Three practical points:
- Show the policy and get agreement before you charge. Visa’s public rules (April 2026 edition) say a business that restricts cancellations must clearly disclose its cancellation policy before the client completes the purchase. For online bookings, that means before final checkout, with a “click to accept” box or similar. Visa’s rules on storing a card for later charges also call for the cardholder’s informed consent to terms that include the cancellation policy and how the saved card will be used. Mastercard, Amex and Discover have their own rules, so ask your payment provider what applies to your account. Your booking app handles most of the mechanics once you turn on its card and policy settings; your job is to write a clear policy and use the agree box.
- Charge what you said, when you said. Charge the amount in your policy, to the card the client gave for that booking, and keep the records: the booking, the policy they agreed to, the reminder you sent and your message before charging.
- Check your state’s rules. Consumer protection rules on fees, deposits and refunds vary by state. Your state attorney general or consumer protection office is the official place to ask. Find yours on USA.gov’s list of state consumer protection offices.
Next step
A clear policy is one part of your booking path: the route from finding you on Google or Instagram to a confirmed, protected appointment. More on the whole path in how to get more salon clients. To see yours the way a new client does, run the free Salon Profile Check on your phone. Or ask for a free diagnostic: people, not software, review your Google profile, Instagram and booking path and email you what to fix first within 48 hours.
Questions owners ask
How much should a salon charge for a no-show?
There is no single standard. Boulevard's default policy allows up to 100% of the appointment for cancellations under 24 hours, and our templates use 25% (Gentle), 100% (Standard) and 100% with the deposit counted toward it (Strict). Pick a number that covers the time you lost without feeling like a penalty to regulars, and make sure it matches what the client agreed to at booking.
Should I charge a deposit or just keep a card on file?
A card on file is lighter: nothing is charged unless the policy is broken. A deposit takes money at booking, which is a stronger commitment, and Vagaro's help center says deposits are less likely to be disputed than fees charged later. Many salons use a card on file for short services and deposits for color, extensions and anything over two hours.
Can I charge a no-show fee if the client didn't save a card?
Not easily. Booking apps charge fees to a saved card; GlossGenius, for example, grays out its collect-fee option when no card is on file. You can ask the client to pay, but it is up to them, so the real fix is requiring a card or deposit at booking.
What's a fair late arrival policy for a salon?
Our templates use a 10 to 15 minute grace period. Booksy's own example policy uses 10 minutes, with arrivals more than 15 minutes late treated as a no-show. After the grace period, say clearly what happens: a shorter service, a new time, or the late-cancel fee.
Should I waive the fee for regular clients?
That's your call, and the tools support it. Booksy lets you mark Trusted Clients so their fees can be waived, GlossGenius can require a card from new clients only, and Vagaro and Fresha can target clients with past no-shows or late cancels. A one-time waiver with a friendly heads-up (template above) keeps the relationship and the policy intact.
How do I tell existing clients about a new policy?
Send the announcement message above a few weeks before the start date, pin it on Instagram, and put it on your booking page. Apply it to new bookings only, so nobody is charged under rules they never agreed to.
Want a second pair of eyes on your salon?
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