Med spa cancellation policyfor provider time
In a med spa the scarce thing is the licensed provider’s calendar. A missed injectable or device appointment is time that cannot be handed to an assistant. This generator writes a policy around that — with fixed fees, screening and special-order clauses.
Med spas: your policy
Starting values: 48 hours’ notice and fixed-amount fees, because med spa menus range widely in price. Replace the amounts with what fits your services.
Your policy
Cancellation and No-Show Policy
We reserve time and prepare for every appointment. To keep our schedule fair for every client, please read this policy before you book.
Cancelling or rescheduling You can cancel or reschedule free of charge up to 48 hours before your appointment. Changes made later than that are charged a $75 fee.
No-shows If you miss your appointment without letting us know, we charge a $100 fee. After two missed appointments, we may no longer accept online bookings from you.
Running late We hold your appointment for 10 minutes. If you arrive later, we may need to shorten your service or treat it as a missed appointment.
Good to know Screening before treatment: Your health questionnaire and consent need to be completed before treatment. If something on your health form means we cannot treat you that day, we reschedule without a fee. Follow-up visits: Follow-up and review appointments follow the same notice window, because they are booked with the same provider.
Exceptions Emergencies happen. If something serious comes up, contact us as soon as you can — we may waive the fee. If we close because of severe weather, there is no fee.
How fees are paid Any fee is added to your next appointment and needs to be paid before we can book you again.
By booking an appointment with us, you agree to this policy.
Fixed fees fit a wide menu
A med spa menu runs from a short consultation to a long device session. A percentage of the service price works badly across that range — a share of a consultation is almost nothing, a share of a full treatment can feel punitive. That is why many practices use one fixed late-cancellation amount and a higher fixed no-show amount.
If your services are similar in length and price, a percentage is simpler to explain. The generator lets you choose either for each fee.
Separate “cannot treat” from “did not come”
Screening can stop a treatment that was booked in good faith: a new medication, a pregnancy, an infection in the treatment area. That is a clinical decision, not a missed appointment, and a fair policy says so. It also protects you — clients are more honest on the health form when they know an honest answer will not cost them a fee.
This page is a template for an appointment policy, not legal or medical advice. Medical spa rules differ by state; have the policy reviewed for your practice.
More for med spas
Other specialties
Frequently asked questions
About cancellation policies for med spas
Fixed amounts are easier when prices range widely; a percentage is easier when services are similar. Either way, state the amount in the policy, not only at the front desk.
Many practices charge a smaller amount or none for free consultations and keep the full rule for treatments. Decide what keeps your provider’s calendar full without discouraging first visits.
Not yet — Luvira does not process payments or deposits in the US version. It handles online booking, reminder emails, signed forms and private treatment photos.
No. It is a template. Rules for medical services and consumer fees differ by state, so have your medical director or attorney review it before you publish it.
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