Front Desk Playbook

No show and late cancellation policy builder

Choose your terms and the wording below updates. It is sample wording for you to adjust, and it is not legal advice.

Your policy

Cancellation and no show policy Your appointment time is held just for you. If you need to cancel or move it, please let us know at least 24 hours ahead so we can offer the time to someone else. Changes with less than 24 hours notice are charged half the appointment price. If you miss an appointment without letting us know, the charge is the full appointment price. Life happens. Your first late change is on us. Thank you for helping us keep times open for everyone.

Before you use it

Read it aloud in your own voice and change anything that doesn't sound like you. If you bill insurance, check your payer contracts and your state's rules before charging fees. Then put it where people book and ask new clients to agree to it.

To see how your terms compare, read our study of 153 practices' policies. Most ask for 24 hours' notice and charge the full price or 50%.

A policy only works if you use it. When the moment comes, these scripts help.

Questions owners ask

Can I charge a no show fee if I bill insurance?

Check your payer contracts and any rules in your state first. Some plans limit or set terms for charging patients for missed visits.

Where should the policy go?

Wherever people book: your booking page, your intake paperwork and your confirmation message. Ask new clients to agree to it when they book.

Updated 3 November 2026