Policy template

An esthetician booking policy you can copy.

A solo studio needs a policy more than a clinic does, because one empty hour is a bigger share of the day. Keep it short, show it before the client books and say it the same way every time.

Copy the wording All of the library

7:15 PM

Glow Aesthetics

Text message

Do I need to pay anything to book?

A $25 deposit holds your time and comes off your treatment. It's refundable with 24 hours of notice. I can send the booking link now if you'd like.

Yes please

Example thread. Names are made up.

Copy and adapt

Wording you can use today.

Replace the parts in [brackets] with your own details.

Full policy

Booking policy I hold your appointment time just for you. Deposit: a deposit of [amount] holds your time and comes off your treatment. Changes: please give at least [24] hours of notice to move or cancel. Inside [24] hours, the deposit is not refunded. Late arrivals: if you arrive more than [10] minutes late, I may need to shorten your treatment so the next client starts on time. Missed appointments: after [two] missed appointments, I ask for payment in full to book. Guests: the studio is small and quiet, so please come on your own unless we've arranged otherwise. To change a booking, text [number].

Short version for your booking page

A [amount] deposit holds your time and comes off your treatment. Please give [24] hours of notice to move or cancel. Text [number] to change a booking.

When someone is late

No problem, thanks for letting me know. I can still see you, but we'll finish at [time] so the next client starts on time. See you soon!

Check the rules where you practice.

Deposits, fees and refunds are regulated differently by state and province. This is a starting point, not legal advice.

Do

Show the policy before the booking is confirmed.
Take the deposit through your booking system, not by text or phone.
Apply it kindly and the same way to everyone.

Don't

Don't write it angry. One bad client shouldn't set the tone for the rest.
Don't keep a deposit when you were the one who moved the time.
Don't bend it for one regular and enforce it for another.

Or let Bella do it

How Bella handles this for you.

Bella learns your deposit, late and cancellation rules before she takes a call and explains them the same way every time. She never takes card details or deposits by phone: your booking system handles payment.

How Bella works for estheticians

Questions owners ask

Should a solo esthetician take deposits?

Many do, because it is the simplest way to cut no-shows. Keep it small, take it at booking and put it toward the treatment.

How do I introduce a policy to existing clients?

Tell them once, in writing, with a start date a few weeks out. Most regulars are relieved. They were never the ones cancelling.

Other moments at the front desk.

What to say What to say when a client misses an appointment. Hi [Name], we missed you at [time] today and wanted to make sure you're okay. Would you like me to find you a new time t… Open What to say What to say when a client cancels last minute. Thanks for letting us know, [Name]. Because this is inside our [24] hour window, the cancellation fee of [amount] applie… Open What to say What to say when a client says you are too expensive. Thanks for asking! [Treatment] with us is [how it's priced], and every visit includes [what's included, who does it]. Th… Open

Don't take our word for it. Interview Bella for the job.

Call and interview her the way you'd interview a front desk hire. Ask how she handles an after-hours caller, a price question or a reschedule. Then she'll book you a time with our team.

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Interview Bella

Call 1-844-792-3552, any time.