This policy sets out the cancellation, rescheduling, and no-show terms for all coaching sessions and programme packages delivered by [Your Name] trading as [Business Name]. By booking a session or programme, the Client agrees to these terms.
The Coach's time is reserved exclusively for each Client. When a session is cancelled at short notice, that time cannot be filled. This policy exists to protect the viability of the Coach's practice while remaining fair to all clients.
| Notice Given | Fee Charged | Action |
|---|---|---|
| 48 hours or more before the session | No charge | Full credit or reschedule at no cost |
| 24–48 hours before the session | 50% of session fee | Reschedule available; 50% credit applied to next session |
| Under 24 hours before the session | 100% of session fee | Full fee charged; no credit or carry-over |
| No-show (no contact made) | 100% of session fee | Full fee charged; the Coach will wait 15 minutes then close the session |
Notice must be given in writing — by email to [Your Email Address] or by message to the agreed contact channel. Voicemail does not constitute written notice.
The Client may reschedule a session without charge provided at least 48 hours' notice is given. Rescheduled sessions must take place within [4 / 6] weeks of the original booking date.
Each Client may reschedule a maximum of [two] sessions without charge in any 12-month period. Frequent rescheduling beyond this may be discussed as part of the coaching relationship itself.
Where a session is rescheduled due to circumstances outside the Client's control (e.g. sudden illness with documentary evidence, bereavement), the charge may be waived at the Coach's discretion. This discretionary waiver is limited to [one] occurrence per 12-month period.
Where the Client has purchased a programme of sessions (e.g. a 6-session or 12-session coaching package), the following additional terms apply:
The Coach will give the Client a minimum of 2 business days' notice if a session must be cancelled by the Coach. In such cases:
In the event of a genuine emergency (serious illness, bereavement, or circumstances beyond the Coach's control), the Coach will notify the Client as soon as reasonably possible, and the terms above apply.
To cancel or reschedule a session, please contact:
Cancellations are only confirmed once the Client has received a written acknowledgement from the Coach. Please allow [24] hours for a response during business hours.
If the Client arrives late to a session, the session will still end at the originally scheduled time and the full session fee applies. The Coach will not extend the session beyond the booked time unless the Coach's schedule allows and both parties agree in advance.
This policy may be updated from time to time. The current version will always be provided at the start of a new coaching engagement or programme. Continued booking of sessions constitutes acceptance of the current policy.