Resources For Therapists

How to Write a Booking Policy for Your Therapy Practice (With Free Templates)

4 min read

Booking Policy For Therapists: Guides & Templates


Table of Contents

    Creating a clear and professional booking policy is essential for any therapy practice. A well-written policy helps set expectations, reduces cancellations and no-shows, and ensures a smooth experience for both therapists and clients.

    In this guide, we’ll cover best practices for writing a booking policy and provide two customizable templates (short and long versions) that you can use for your practice.

    Why Every Therapist Needs a Booking Policy

    A booking policy isn’t just a set of rules – it’s a way to:

    • Minimize last-minute cancellations and no-shows
    • Ensure clients understand your payment and rescheduling terms
    • Reduce administrative work and misunderstandings
    • Create a professional and seamless booking experience

    Before a client books a session, they should review and agree to your booking policy so there are no surprises

    Key Elements of a Therapist’s Booking Policy

    To be effective, your booking policy should include these essential sections:

    1. Booking & Payment Terms

    • Will clients need to prepay to confirm their booking?
    • What happens if they don’t complete the payment within a certain timeframe?

    Example: “Full payment is required at the time of booking. If payment is not received within 24 hours, the appointment will be automatically canceled.”

    2. Cancellation & Rescheduling Policy

    • How much notice must clients give to cancel or reschedule?
    • Will late cancellations result in a full charge?
    • Can they use the canceled session fee as credit for future bookings?

    Example: “Appointments canceled within 48 hours of the session time will be charged in full. Sessions can be rescheduled up to 48 hours before the appointment.”

    3. No-Show & Late Arrival Policy

    • How long will you wait for a late client before marking them as a no-show?
    • Will late arrivals result in a shorter session?

    Example: “If you arrive more than 20 minutes late without notice, the session will be forfeited and charged in full.”

    4. Refund Policy

    • Will clients receive a refund for canceled sessions, or will the amount be kept as credit?

    Example: “All session purchases are final. Canceled sessions with more than 48 hours’ notice will be held as credit but are non-refundable.”

    5. Contact Information for Policy Inquiries

    • How can clients reach you if they have questions about the booking policy?

    Example: “For any questions, please contact us at [your contact email/phone number].”


    Therapy Booking Policy Templates (Copy & Use!)

    1. Short Format

    Booking & Payment:
    - Full payment is required to confirm your appointment. Unpaid bookings will be automatically canceled within 24 hours.
    
    Cancellation & Rescheduling:
    - Appointments canceled within 48 hours of the session time will be charged in full.
    Sessions can be rescheduled up to 48 hours before the appointment.
    
    Late Arrivals & No-Shows:
    - Arriving more than 20 minutes late without notice will result in a forfeited session.
    Late arrivals (with notice) may result in a shorter session at the therapist’s discretion.
    By booking a session, you agree to these terms.
    

    2. Long Format

    Booking & Payment Policy
    - Full payment is required at the time of booking to secure your appointment.
    If payment is not received within 24 hours, the appointment will be automatically canceled.
    
    Cancellation & Rescheduling Policy
    - Sessions can be rescheduled up to 48 hours before the appointment time.
    - Cancellations made within 48 hours of the session time will be charged in full.
    - If you cancel with more than 48 hours' notice, the session fee will remain as credit for future bookings.
    
    Late Arrivals & No-Shows
    - If you are running late, please notify us as soon as possible.
    - If you arrive more than 20 minutes late without notice, the session will be considered a no-show and charged in full.
    - If you notify us in advance but arrive 15 minutes late or more, the therapist may decide whether to continue or reschedule.
    
    Refund Policy
    - All session purchases are final.
    - Canceled sessions (with more than 48 hours’ notice) will be held as credit but are not refundable.
    
    Questions?
    - If you have any questions about this policy, please contact us at [Insert Contact Info].

    Best Practices for Implementing Your Booking Policy

    • Make It Visible – Display the policy before clients book a session (on your website, scheduling page, or confirmation email).
    • Keep It Clear & Professional – Avoid complicated legal jargon. Use simple, straightforward language.
    • Send Automatic Reminders – A booking confirmation email that restates your policy can help avoid misunderstandings.
    • Stick to Your Policy – Consistency is key. Enforce the policy fairly for all clients.
    • Allow Some Flexibility – Life happens! Consider offering a one-time exception for first-time cancellations.

    A clear and well-structured booking policy protects both you and your clients. It sets expectations, reduces last-minute cancellations, and ensures that your practice runs smoothly.

    Feel free to copy, edit, and use the templates provided to create a policy that works best for your therapy practice!

    About Author

    Shavkat Aslamshoev profile image
    Shavkat Aslamshoev Co-Founder @ SafeTalk. Believes in the Power of Technology to Enhance Mental Health. Accredited Mental Health First Aider, HIPAA Security & HIPAA Awareness for Business Associates Certified.

    Latest Articles