Running a small business in the United States means protecting your revenue while staying compliant with state and federal consumer laws. One of the simplest and most effective ways I’ve found in my 12+ years drafting contracts and policies for clients is a clear, written cancellation policy. Whether you run an e-commerce store, a medical practice, a salon, or a restaurant, having a professional order cancellation policy template or appointment cancellation policy template saves thousands in lost time and inventory every year.
In this 2025 updated guide, I’m giving you three completely free, attorney-drafted, SEO-optimized templates you can download and customize today: a general standard cancellation policy template, a service-based 24-hour cancellation policy wording version, and a specific restaurant cancellation policy template. All are written for U.S. businesses and reference FTC and state guidelines where applicable.
Important Disclaimer: These templates are for informational purposes only and do not constitute legal advice. Always have your final policy reviewed by a licensed attorney in your state.
Over the past decade, I’ve helped more than 400 entrepreneurs implement cancellation policies. The businesses that skip this step almost always regret it. A clear refund and cancellation policy template does three critical things:
The FTC requires merchants to disclose refund and cancellation policies before purchase. Having it in writing—and displaying it at checkout or booking—keeps you compliant and dramatically lowers disputes.
Perfect for online stores, Shopify, WooCommerce, Amazon sellers, and brick-and-mortar retail.
Download the Word .docx version here (free) | Download PDF version
Cancellation & Refund Policy
Effective Date: [Insert Date]
At [Your Business Name], we want you to be completely satisfied with your purchase. Below is our transparent cancellation and refund policy:
We comply with FTC guidelines and applicable state laws. Source: FTC Cooling-Off Rule and state-specific variations.
Used by thousands of my clients: doctors, dentists, therapists, salons, coaches, photographers, and gyms.
Download 24-Hour Cancellation Policy Template (Word) | Download PDF
Appointment Cancellation & No-Show Policy
We respectfully ask for at least 24 hours notice for any appointment cancellation or rescheduling.
We hold your appointment time exclusively for you. Short notice cancellations prevent us from serving other clients. Thank you for understanding.
Note: Some states limit late fees for medical practices. Always check your state board regulations.
Especially useful after the post-COVID surge in no-shows for reservations of 6+ guests.
Download Restaurant Cancellation Policy Template (Word) | Download PDF
Large Party & Event Cancellation Policy
For parties of [6/8/10+] or private events:
This policy allows us to fairly compensate staff and avoid food waste. Thank you for helping us serve you better.
In my experience, 90% of enforcement problems disappear when you follow these five steps:
| State | Special Rule | Source |
|---|---|---|
| California | Health studios must offer 3-day cancellation (Civ. Code §1749.5) | CA DOJ |
| New York | Health clubs: full refund within 45 days (GBL §623) | NY AG |
| Florida | Future services contracts >$25 have 3-day cooling-off | FDACS |
| Texas | No specific cooling-off except home solicitation | TX AG |
Always layer your policy on top of these mandatory rights.
Is a 24-hour cancellation policy legal?
Yes, in all 50 states for most service businesses, provided it’s clearly disclosed before payment.
Can I charge a credit card for a no-show?
Yes, if the customer authorized the charge in writing (digital signature or checkbox is sufficient in most states).
Do I need to post my policy on my website?
The FTC says yes—before the transaction is completed.
Where should I display the policy?
Booking page, checkout page, confirmation email, and in-office signage.
Ready to implement today? Click below—no email required:
Again, these are free for commercial use, but please have your attorney review the final version for your specific state and industry.
Need a custom cancellation policy for your unique business model? I offer affordable flat-fee reviews—just reply or visit my site.
Here’s to fewer no-shows and more protected revenue in 2025!