AppRushFree tool · Cancellation policyHomeFull paperworkFree · no signup · for therapists
Cancellation policy generator for your practice
Answer three questions, get a clear, client-friendly cancellation policy you can paste into your intake paperwork today. Written in plain language your clients will actually read.
CANCELLATION & MISSED APPOINTMENT POLICY [YOUR PRACTICE NAME] Your appointment time is reserved just for you. When a session is cancelled at the last minute or missed, that time usually cannot be offered to another client. This policy explains how cancellations work so there are never surprises. CANCELLING OR RESCHEDULING If you need to cancel or reschedule, please let us know at least 24 hours before your appointment. You can reach us at [YOUR PHONE / EMAIL / CLIENT PORTAL]. LATE CANCELLATIONS AND MISSED APPOINTMENTS Cancellations with less than 24 hours' notice, and missed appointments, are charged the full session fee. This fee is your responsibility and cannot be billed to insurance. CAN'T MAKE IT IN PERSON? If something comes up and you can't come to the office, ask about switching your session to telehealth instead of cancelling — often the appointment can still happen from wherever you are. ILLNESS AND EMERGENCIES Life happens. In the case of sudden illness or a genuine emergency, please contact us as soon as you can — [YOUR POLICY: describe how you handle emergency exceptions, e.g., "the fee is waived for emergencies at our discretion"]. REPEATED MISSED APPOINTMENTS If several sessions are missed without notice, we may talk together about whether now is the right time for therapy, or whether a different schedule would serve you better. ACKNOWLEDGMENT I have read and understood this cancellation policy. Client signature: _________________________ Date: ____________ --- Editable starting point reviewed for common practice standards. Not legal advice. Adapt to your state and practice using your professional judgment.
The other four documents
This is 1 of 5 documents your practice needs.
PracticeKit writes your complete set — intake packet, informed consent with telehealth, full fee policy, welcome emails, and superbill — personalized to your state, license, and fees from eight quick questions. Preview everything free.
Writing a cancellation policy that works
What should a therapist cancellation policy include?
Four things: how much notice you require (24, 48, or 72 hours are standard), what a late cancellation or no-show costs, how clients should reach you to cancel, and a humane note about emergencies. Clear beats clever — clients respect policies they can understand in one read.
Should I charge the full fee or half for late cancellations?
Both are common. Full fee protects your income best and is increasingly the norm in private practice; half fee feels gentler for a new practice building goodwill. Whichever you choose, say it plainly before the first session and have clients sign the acknowledgment.
Can I bill insurance for a missed session?
No — insurers only pay for services delivered, so cancellation fees are always the client’s own responsibility. Your policy should say this explicitly so nobody is surprised.
Is 24 or 48 hours’ notice better?
24 hours is the most common and easiest for clients; 48 hours gives you a real chance to refill the slot. Practices with waitlists tend to prefer 48. Pick the one you’ll actually enforce.