# Personal Trainer Cancellation Policy Template UK

A cancellation policy you can copy. Change the values in brackets. This is a
starting template rather than legal advice.

## The template

1. **Notice period.** Sessions may be cancelled or rescheduled free of charge up to [24] hours before the scheduled start time. Cancellations made within [24] hours are charged in full.
2. **Missed sessions.** A session where the client does not attend, and no notice has been given, is charged in full.
3. **Late arrival.** Sessions start and finish at the booked time. Arriving late shortens the session and does not reduce the fee.
4. **Rescheduling.** A session cancelled with the required notice may be moved to any available slot within [4] weeks at no extra cost.
5. **Blocks and packages.** Sessions bought as a block are subject to the same notice period.
6. **Illness and emergencies.** Where a session is missed through genuine illness or an emergency, the charge may be waived at my discretion. This is not automatic.
7. **Cancellation by me.** If I cancel, you will be offered an alternative slot or a full refund.
8. **How to cancel.** Cancellations must be sent to [your email or booking link], and are effective when I receive them.

## Choosing a notice period

- **12 hours.** Only workable if you can genuinely refill a slot at short notice.
- **24 hours.** The UK standard and what most clients expect. Start here.
- **48 hours.** Defensible if a cancellation costs you a venue booking or significant travel. Say why.

## Why policies fail

Almost never the wording. You have to ask for the money; nobody can prove what was
agreed; exceptions erode it; or it was never written down. Three of those four come
down to whether the money moved before the session or after it.

## How GoalMate handles it

A flat 24 hours. Cancel outside 24 hours and the client is refunded automatically.
Inside 24 hours the session is yours, and the card was charged at the point of
booking rather than on the day.

[Join free](https://goalmate.co.uk/coach/signup)