Free tool
Draft a late-cancellation policy clients actually understand
An empty hour you could not refill is the most expensive hour in your week. And most late cancellations are not disrespect — they are a missing agreement. When the policy is vague, or buried on page six of the intake packet, the first missed session turns into an awkward improvised negotiation. When it is clear and signed, it is just a policy.
This tool drafts that policy for you: pick your notice window, your fees, and your exceptions, and it writes short numbered clauses in plain language, with a signature line at the bottom. Copy the text into your intake paperwork, or download it as a signable PDF. The draft updates live as you make choices.
Read the full guide: how to write a late-cancellation policy that holds up.
Completely private: everything runs in your browser — nothing you type is sent or stored anywhere.
1 · Your choices
Exceptions
How clients can cancel (pick at least one)
2 · Your policy
Make it stick
Have every client sign this at intake, and sign it again whenever it changes. Then enforce it kindly the first time it is tested — waive the fee with a warning if you like, but say the policy out loud. A policy you never enforce stops being a policy, and the unenforced kind gets expensive fast: here is what a no-show actually costs you.
This generator produces a starting draft, not legal advice — cancellation-fee rules vary by state and payer contract, so have it reviewed before you adopt it.
Common questions
How much notice should I require — 24, 48, or 72 hours?
24 hours is the floor most clients expect, but it rarely gives you time to refill the slot. 48 hours is the sweet spot for most weekly therapy practices — long enough to offer the time to a waitlist. 72 hours makes sense for long or hard-to-schedule appointments like assessments and intakes.
Can I bill insurance for a late cancellation or no-show?
No. CPT codes describe services you actually delivered, so a missed session cannot go on a claim. The fee is billed to the client directly, and your policy should say so in writing — this generator includes that clause automatically.
Should I charge my full session fee for a no-show?
Many therapists charge the full fee for a no-show and half or full fee for a late cancellation, since a no-show gives you zero chance to refill the hour. Whatever you choose matters less than putting it in writing and applying it the same way every time.
Do clients actually need to sign it?
Yes — at intake, and again any time you change the policy. A fee a client never agreed to in writing is hard to collect and worse to argue about. Keep the signed copy in the chart with the rest of your intake paperwork.
More free tools
Running the practice is the other half of the job. Practice Harbor is an EHR built by a psychologist — scheduling, reminders, and billing that quietly reduce your no-shows for you.
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