Cancellation & No-Show Policy

📋 [Business Name] 👤 [Your Name] 📅 Effective: [Date]

      This policy applies to all personal training sessions booked with [Business Name]. By booking a session, the Client agrees to these terms.
    

1. Notice Periods and Charges

The following charges apply when a Client cancels or fails to attend a booked session:

✅ 48 hours or more notice — No charge

Sessions cancelled with 48 or more hours' notice will receive a full refund or have their session credit returned. The session can be rescheduled at no additional cost, subject to availability.

⚠️ 24–48 hours notice — 50% charge

Sessions cancelled between 24 and 48 hours before the scheduled start time will be charged at 50% of the session fee. For block bookings, half a session credit will be deducted.

❌ Under 24 hours notice or no-show — Full charge

Sessions cancelled with less than 24 hours' notice, or where the Client fails to attend without any notice, will be charged at 100% of the session fee. For block bookings, one full session credit will be deducted.

2. How to Cancel

Cancellations must be made by contacting the Trainer directly via:

Phone or text: [Your Phone Number]
Email: [Your Email Address]
WhatsApp: [if applicable — or delete this line]

Cancellation time is recorded from when the Trainer receives the message, not when the Client sends it. It is the Client's responsibility to ensure the message has been received.

3. Block Booking Credits

For Clients on block booking packages:

Credits are non-refundable after [7 days / 14 days] from purchase.
Credits expire [8 / 12] weeks from the date of purchase. Expired credits cannot be rolled over.
Credits may be transferred to another person only with prior written agreement from the Trainer.
Cancellation with less than 24 hours' notice results in the forfeiture of one credit (no exceptions unless due to documented emergency).

4. Repeated Cancellations

Where a Client cancels or reschedules [3 or more] sessions within any [4-week / 6-week] rolling period, the Trainer reserves the right to:

Require advance payment before booking further sessions;
Decline to rebook cancelled sessions in the same block; or
Terminate the training agreement with reasonable notice.

Repeated no-shows (attending none of [2] consecutive booked sessions without notice) will result in automatic termination of the training agreement. Any unused paid sessions will be refunded at the Trainer's discretion.

5. Trainer Cancellations

The Trainer will give a minimum of 24 hours' notice if they need to cancel or reschedule a session. Where cancellation is made by the Trainer, the Client will be offered:

A full refund of the session fee; or
A replacement session at a mutually convenient time at no additional cost.

The Trainer will not charge for sessions cancelled on their own initiative. In the event of an emergency requiring same-day cancellation, the Trainer will contact the Client as soon as reasonably possible.

6. Late Arrival

If the Client arrives late to a session, the session will still end at the originally scheduled time unless the Trainer has no subsequent commitments. Late arrival does not reduce the session fee. If the Trainer is not present within [15] minutes of the scheduled start time, the Client should contact the Trainer directly — if the Trainer cannot be reached, the session may be rescheduled without charge.

7. Emergency and Medical Exceptions

Cancellation fees may be waived at the Trainer's sole discretion in the case of genuine emergencies including serious illness, bereavement, or other exceptional circumstances. Where possible, documentary evidence (e.g. a medical certificate) may be requested.

Personal Trainer

Signed: [Your Name]

Date

Client

Signed (full name)

Date