Personal Trainer Cancellation Policy Template (UK)
Use this cancellation policy template as a starting point for setting expectations around notice periods, missed sessions, late arrivals, and rescheduling.
Template overview
A cancellation policy helps trainers explain how session changes are handled. Many trainers include cancellation rules directly inside their client contract or terms and conditions, while others also keep a separate policy for clarity.
What this template covers
- • Cancellation notice periods
- • Late cancellation charges
- • Missed sessions and no-shows
- • Late arrival wording
- • Trainer cancellation wording
Who typically uses this template
- • Independent personal trainers
- • Online coaching businesses
- • Mobile and home-visit trainers
- • Small studios and PT businesses
Important context
- • Cancellation wording often overlaps with contracts and terms
- • Many trainers want the same rules reflected across documents
- • A complete onboarding pack can make those rules easier to keep consistent
Free template
Copy and adapt this structure for your coaching business.
PERSONAL TRAINER CANCELLATION POLICY (UK) Trainer: [Trainer name] Business: [Business / trading name] 1. Session Booking Sessions must be booked in advance at mutually agreed times. 2. Cancellation Notice Clients must provide at least [24] hours' notice to cancel or reschedule a session. 3. Late Cancellations If sufficient notice is not given, the Trainer may charge the full session fee. 4. Missed Sessions If the Client does not attend a booked session without notice, the session may be treated as used and charged in full. 5. Late Arrival If the Client arrives late, the session may still end at the scheduled time. The full fee may still apply. 6. Trainer Cancellations If the Trainer needs to cancel a session, reasonable notice will be given and the session will be rearranged where possible. 7. Exceptional Circumstances The Trainer may use reasonable discretion in cases of illness, emergencies, or other exceptional circumstances. 8. General This cancellation policy should be read alongside any related client contract and terms and conditions used by the Trainer.
Where this template fits in a trainer’s onboarding process
A cancellation policy can be useful on its own, but many trainers prefer to keep cancellation rules aligned with the wider onboarding process so payment expectations, booking rules, and client responsibilities are set out more clearly.
In practice, cancellation terms often sit within a broader agreement, alongside health screening before training begins and liability wording that confirms the client understands the risks of exercise.
Often used alongside
- • Personal Training Agreement
- • PAR-Q Health Questionnaire
- • Liability Waiver
Why some trainers start with the full pack
Many trainers prefer starting with a structured onboarding pack so the agreement, health screening, and liability wording all work together from the beginning.
Related personal trainer templates
Explore the other documents commonly used alongside a cancellation policy.
Not legal advice. This template is provided for general information and drafting support. For unusual or high-risk situations, consult a solicitor.