Pay close attention to your salon cancellation policy templates. Having a clear and easy-to-follow cancellations policy in place will make life much easier for your clients and each stylist. A good cancellation policy should set boundaries for things like late clients and last-minute cancellations, but also allow for some exceptions. After all, you don’t want to be so rigid as to alienate your repeat and loyal customers.
Of course, sometimes it does happen that clients make a mistake, change their minds or just plain forget about a salon service appointment. Service appointments are very important to a salon- no shows or delays result in unscheduled downtime, lost profits and throw everyone off schedule. This is why most salons and spas charge cancellation fees and require at least 24 hours notice to make schedule adjustments. Let’s take a look at some ways that you can reduce cancellation related losses at your salon by writing and rolling out an effective cancellation policy.
The key here is to be clear, concise and consistent. If you have a policy in place that nobody understands, is too long and hard to read, or isn’t uniformly enforced, then what’s the point in having it at all? If you want to make sure that customers show up for their appointments, and understand what will happen if they need to cancel, then take a look at these tips.
Define A Clear Cancellation Timeframe: Most beauty salon cancellation policies require either 24 or 48 hours notice for cancellations or or appointment changes.
Set Your Cancellation Rates: If you cancel your appointment without 24 hour notice, be very clear on what the penalty will be. Most salons state that this will result in a charge of either 25% or 50% of the services fee. Make sure that clients understand this when they commit to their appointment time. If you charge a rebooking fee, decide how much of the service amount this will be and include it in your policies criteria.
Take Deposits: This is fair, especially for expensive or lengthy services where a last-minute cancellation or no-show would mean that people on the waiting list miss the opportunity to receive services. Require a credit card number to book a service. Take partial or full deposits/ prepayments. This will cut way down on clients forgetfulness and last-minute “emergencies”.
Communicate Your Salon Cancellation Policy: This is a big one. Make sure to have it displayed near your reception desk. Put your cancellation policy on your website, along with your salon booking policy. This will make it easy for clients to find and refer to. Finally, verbally explain your policy when the booking is made over the phone or made within the salon. You can even have them sign off on it and give them a copy.
Have Your Clients Confirm Your Salon Cancellation Policy: If they’ve booked an appointment for their services online, make sure that they read and confirm the policy. Then, send them a confirmation email with the policy attached. Many clients simply forget about appointments, so sending email or text message reminders before your 24 hours notice period will reduce your number of no-shows and unhappy clients paying a cancellation fee.
Use Salon Software: You don’t need to do all of this work, yourself. Especially when you and your staff have so much else to do. The right salon software can take your client’s contact information and send them friendly reminders automatically. In addition, software and a POS system that allows online bookings can take credit card information in advance, keep the card on file, and make it easy for you to charge no-shows a fee when they don’t give 24 hours notice.
Define exceptions: Sometimes, actual emergencies will happen. It’s up to you to decide (and define in advance) what qualifies as an exception. Allowing for serious last minute illnesses, car accidents, etc. is more than fair. In addition, you might occasionally (not too often) make an exception for a long-term client whose loyalty you value. Just don’t make a habit of being too lenient.
Each client’s appointment is important to us. We want to give your service the time and attention it deserves. As a result, we respectfully request at least 24 hours notice if you need to cancel or make changes to your appointment time. Failing to give 24 hour notice will result in a 50% charge. Any no-shows will be charged 100% of their service amount.
We want to make sure that all our clients have the opportunity to receive services. We understand that sometimes life is unpredictable, and so we allow for a 15 minute grace period for late arrival in case you are unexpectedly delayed. If you think you are going to be late, please call us so that we can adjust our schedule. Please understand that if you are repeatedly late, we will charge 50% of the service amount and require that you rebook your appointment.
All of our appointments are very important to us. This is time we’ve set aside just for you and we don’t want anyone to miss the opportunity to receive services. Prior to your appointment, we require a deposit of 25% of the service amount. This will later be deducted from the service fee.
For groups booking service appointments (such as wedding parties, etc.) we respectfully request at least 72 hours notice for any cancellations or schedule changes. Canceling this kind of appointment without giving 72 hours’ notice will result in a charge of 50% of the service amount per guest. Please understand that larger bookings take a great deal of scheduling and planning and notify us well in advance if you need to change your appointment dates.
In the event that the salon needs to cancel your appointment without giving 24 hour notice, we will provide you with 50% of your service amount for the missed appointments as a credit towards your next appointment. Adjustments are necessary sometimes due to weather emergencies or power failures, and we’ll do our best to make sure that you don’t miss the opportunity to fill that appointment time soon. Please understand that we’ll try our best to make sure that we never need to cancel any appointment dates.
We understand that sometimes adjustments are necessary and emergencies do happen. Members of our Client Loyalty Program will have the service amount cancellation fee waived one time per 12-month period, if they need to cancel appointments made within the salon without giving 24 hour notice. Please understand that clients on our waiting list miss the opportunity to receive services if we can’t give them enough notice to fill that appointment time. If you must cancel your appointment time, then by giving our staff the maximum notice possible prior to your appointment cancellation, you also help clients on our waiting list receive the services they’ve been waiting for.
Our salon policies are meant to help keep clients and staff safe and ensure that guests receive the best possible services in a timely manner. If you must cancel within 24 hours, please give us a call as soon as possible so that we can make any changes or cancel your appointment.
Late cancellations are appointments cancelled within the 24 hour period leading up to your appointment time. Appointments canceled less than 24 hours in advance will result in a charge of 50% of the initial services as a cancellation fee. If guests must cancel service appointments made within this period, 20% of this amount can be applied as a rebooking fee and used towards the cost of a subsequent appointment.
As per our policies criteria, and no-shows will result in a charge of 100% of the service amount, billed to your credit card. Missed appointments are hard on our staff and leave other guests waiting. Our policies, including our 24 hour cancellation period give us the opportunity to fill missed appointments and offer services to other clients. If you have to cancel within this period, please let us know as soon as possible.
If a booking for multiple services is cancelled less than 24 hours in advance, the salon will charge clients 100% of the service amount. We will also require a credit card on file and a 50% deposit to guarantee any further service appointments.
The safety of our staff and our clients is our top priority. As such, the salon reserves the right to refuse service to anyone if we feel that they pose a health or safety risk. This includes but is not limited to lice, skin infections, open wounds, contagious illness (such as a new, continuous cough or a fever), or rude/ obnoxious behaviour. Thank you for your understanding.
Strong and clear cancellation policy templates are a salon owner’s best friend. They will help to create effective policies to discourage clients who are prone to forget or cancel service appointments. Additionally, having clear expectations and rules for appointments made within your salon will make it much easier for stylists and staff to focus on doing their jobs. This way, everyone can spend less time figuring out what to do in each specific situation. As an added bonus, your late appointment and cancellation policies ensure that nobody misses out, because they give clients on the waiting list a chance to book last-minute appointments. Your salon cancellation policy wording protects both your business and your clients.
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