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Personal Trainer Cancellation Policy

January 11, 2023
3 minute read

A personal trainer cancellation policy is an important document that outlines the terms and conditions for cancelling or rescheduling training sessions with a personal trainer. It helps to ensure that the trainer's time and availability are respected and that there is a clear understanding between the trainer and the client about what is expected in the event of a cancellation.

There are several key elements that should be included in a personal trainer cancellation policy template:

1: Notice period: The notice period is the amount of time that a client must give the trainer in advance to cancel or reschedule a session. This can vary, but a common notice period is 24 hours.

2: Late cancel fees: A late cancel fee is a charge that the client must pay if they cancel or reschedule a session with less than the required notice period. This helps to compensate the trainer for lost time and revenue.

3: No-show fees: A no-show fee is a charge that the client must pay if they do not show up for a scheduled session. This is typically the same as the late cancel fee and helps to compensate the trainer for lost time and revenue.

4: Exceptions: It is important to include exceptions in the cancellation policy for situations such as emergencies or illnesses, where the client may not be able to give the required notice period. In these cases, the trainer may waive the late cancel or no-show fee, but it is important to specify that the client must provide documentation (e.g. a doctor's note) to support the exception.

5: Cancellation of membership or package: It is also important to specify the terms for cancelling a membership or package with a personal trainer. This can include any fees or charges for unused sessions, as well as any requirements for giving notice of cancellation.

Sample cancellation policy template for personal trainers:

Cancellation Policy:

  • Clients must provide a minimum of 24 hours' notice to cancel or reschedule a training session.
  • If a client cancels or reschedules a session with less than 24 hours' notice, the session will be considered a "late cancel" and will be charged at the full rate.
  • If a client does not show up for a scheduled session, the session will be considered a "no-show" and will be charged at the full rate.
  • If a client needs to cancel or reschedule a session due to an unforeseen emergency or illness, the session will not be considered a late cancel or no-show, but the client must provide documentation of the emergency or illness (e.g. a doctor's note).
  • Clients may cancel their membership or package at any time, but will not be refunded for any unused sessions.

Having a clear and it is important for personal trainers to have a cancellation policy in place to help manage their schedules and ensure that their time is respected by clients. It is also important for clients to understand the terms and conditions for canceling or rescheduling sessions, so that there are no misunderstandings or conflicts.

It is a good idea for personal trainers to review and update their cancellation policy periodically to ensure that it reflects their current business practices and meets the needs of their clients. It is also a good idea to communicate the cancellation policy to clients at the beginning of their training relationship, so that there is a clear understanding of the terms and conditions.

In conclusion, a personal trainer cancellation policy template is an important document that outlines the terms and conditions for cancelling or rescheduling training sessions. By creating a clear and reasonable cancellation policy, personal trainers can help manage their schedules and ensure that their time is respected by clients. It is also important for clients to understand the cancellation policy to avoid misunderstandings or conflicts.

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About The Author: April Allyson Barcebal
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