How do we enforce this policy?

Clinic software can track no-shows and late cancellations, and some systems support collecting a deposit or sending automated follow-up. Desk Clinic helps you manage appointments and reminders so fewer slots are missed.

Clinic Cancellation & No-Show Policy Template

Sample cancellation and no-show policy for your clinic.

Edit the template below, then copy or download. Your changes stay in this browser tab only.

Clinic name (on PDF/DOC header)

CANCELLATION AND NO-SHOW POLICY

[Clinic name]

1. CANCELLATION
We ask that you cancel or reschedule at least [24/48] hours before your appointment. You may do so by:
• Phone: [Clinic phone]
• Online: [Booking link if applicable]

2. LATE CANCELLATION / NO-SHOW
If you miss your appointment or cancel with less than [24/48] hours’ notice, we may:
• Charge a fee of [amount] for the missed slot, and/or
• Require prepayment or a deposit for future bookings

We understand that emergencies happen; please contact us as soon as possible if you cannot attend.

3. LATE ARRIVAL
If you arrive more than [X] minutes late, we may need to reschedule your appointment to avoid delaying other patients.

4. OUR COMMITMENT
We will send you a reminder by [SMS/email] before your appointment. If you need to change or cancel, please let us know so we can offer the slot to someone else.

This policy is in place so we can serve all our patients fairly and keep waiting times down.

Effective date: [Date]
Contact: [Clinic phone / email]

Next steps

Use clinic software to digitize intake and reminders. Start a free trial of Desk Clinic or contact us for questions.

FAQ

Clinic Cancellation & No-Show Policy Template — FAQ

Many clinics have a no-show or late-cancellation fee. Check local regulations and your professional body’s guidance. Clearly communicate the policy (e.g. on your website and at booking) and apply it consistently.

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