Grooming Cancellation Policy Template

Quick answer: A good grooming cancellation policy says how much notice clients must give, what happens with late cancellations and no-shows, how late arrivals are handled, and when you'll make exceptions. Keep it short, put it where clients see it before they book, and repeat it in your confirmation and reminder texts. Below are three sample policies you can copy and adjust.

A cancellation policy isn't about punishing clients. It's about protecting the time you set aside for their dog. When the rules are clear and shared up front, most clients follow them, and the hard conversations get a lot easier.

What a cancellation policy does

• Sets expectations before anyone books
• Protects your schedule, so a late cancel doesn't become a lost slot
• Makes exceptions fair, because everyone gets the same rules
• Gives you something to point to when a conversation gets awkward

Three sample cancellation policies

Copy one and adjust the times and consequences to fit your shop.

Basic (new or small shops)

"We ask for at least 24 hours' notice to cancel or reschedule. If you need to cancel with less notice, please call or text us as soon as you can. Repeated late cancellations or no-shows may mean we ask you to book further ahead or confirm before each visit."

Standard (most salons)

"Please give at least 48 hours' notice to cancel or reschedule. Cancellations with less than 48 hours' notice and missed appointments may be subject to a late cancellation fee, as listed on our price sheet. Arriving more than 15 minutes late may mean we need to shorten the service or reschedule."

Strict (shops booked weeks out)

"Our schedule is booked well in advance, so we require at least 72 hours' notice to cancel or reschedule. Late cancellations and no-shows may be subject to a fee. After two missed appointments, we may not be able to hold future bookings for you."

Build your own policy

Every policy needs the same building blocks.

Cancellation window

How much notice do you need to fill a slot? Pick a window you can actually use, like 24, 48 or 72 hours.

Late cancellations and no-shows

Decide what happens, and be consistent. Options include a reminder of the policy, needing to confirm future visits, a fee, or ending the booking relationship after repeated misses. If you include a fee, list the amount, decide how you'll collect it before you put it in writing, and apply it the same way every time.

Late arrivals

Say how long you'll wait before you shorten the service or reschedule. A clear grace period, like 15 minutes, keeps the rest of your day on track.

Exceptions

Emergencies happen. Say when you'll waive the policy, such as a sick pet or a family emergency, and that it's at your discretion.

Where to show your policy

Clients should see your policy before they book, not after they cancel.

• On your website or booking page. If you use Teddy's Booking Website, you can put your cancellation policy in the About us section.
• In your confirmation text. One line is enough: "Reminder: we need 48 hours' notice to cancel or reschedule."
• In your reminders. Teddy's automated reminders, on Core and up, use messages you write yourself, so you can add a one-line policy note.
• At the counter. A printed copy at check-in for new clients.

Clients can request appointments through online booking on Core and up. Requests land in Teddy for you to review, and nothing goes on your calendar until you confirm it.

You can also make accepting your policy part of booking. If you make signing your cancellation policy, or your policies and procedures, required, clients have to accept it before they can book online. It's your choice whether to turn that on.

Texts to copy

Booking confirmation: "Hi Sarah, Bella is booked for Friday at 10 AM. Just a heads-up: we need 48 hours' notice to cancel or reschedule. See you then!"

Late cancellation: "Hi Sarah, thanks for letting us know. Since this is inside our 48-hour window, our late cancellation policy applies. Want me to find Bella a new time?"

No-show: "Hi Sarah, we missed you and Bella today. Hope everything's okay. Reply here and we'll get her rebooked."

Waived as an exception: "Hi Sarah, so sorry to hear Bella's sick. No charge this time. Text us when she's feeling better and we'll find a new time."

Two-way texting is unlimited on every Teddy plan, so you never have to ration a follow-up.

Common mistakes

• Hiding the policy until someone breaks it
• Applying it to some clients and not others
• Writing it like a legal contract instead of plain words
• Never reminding clients, so the policy only appears when there's a problem

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Frequently Asked Questions

What's a reasonable cancellation window for a grooming salon?

Many shops use 24 to 48 hours. Busy shops booked weeks out sometimes ask for 72 hours. Pick a window that gives you enough time to fill the slot.

Can I have different policies for different services?

Yes. Some shops ask for more notice on long services like full grooms than on quick ones like nail trims. Keep it simple enough that clients remember it.

How do I introduce a new policy to existing clients?

Text your regulars a short heads-up with the new rule and the date it starts. Then repeat it in confirmation and reminder texts for a few weeks.

Should I include the policy in appointment reminders?

Yes. A one-line note in your reminder keeps the policy fresh. On Core and up, Teddy's automated reminders use messages you write, so you can add it.

Do I have to enforce the policy every time?

Consistency matters most, but you can allow exceptions for real emergencies. Say in your policy that exceptions are at your discretion.