How-To Articles

Tagged in Research

How To Actually Generate Customers On Professional Networks: Part 1

Asked by Julbert Abraham from AGM - LinkedIn Marketing & LinkedIn Training

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If you're wondering if you can get clients from a professional network such as LinkedIn or Alignable (or any... Read Full Answer

Data & Insights

Tagged in Sales & Promotions

10 Actually Actionable Benefits Of List Building

Asked by Juan Manuel Colome from Top Response Marketing

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What is List Building all about?

List building refers to a continuous process of adding new and updated subscribers to your list.... Read Full Answer

Local Business Stories

Tagged in Local

Celebrating Small And Locally-owned Businesses With Bill Brunelle of Independent We Stand

Asked by Alan Belniak from Alignable

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Today's special edition of the Local Business Stories by Alignable podcast highlights... Read Full Answer

How Should I Handle Late Cancellations for Personal Training Appointments?

By Dianne Della Ratta · Posted on Tuesday, August 22, 2017 · Tagged in General Discussion



What should I do when I have clients that cancel with very little notice? I understand that emergencies and unexpected events happen. I want to be fair but if I am not given enough notice, I can not fill time slot and lose money. I also allow travel time to many of my clients home or to studio locations. I usualllyconfirm appointments ahead of time.

Some clients pay per sessions and others purchase PT packages.

I don't want to lose clients or money.




Most Liked Answer

Aaron Behrens from GYMGUYZ Lehigh Valley #1 in Home Personal Training
1 Local Recommends Them • Answered on Wednesday, August 23, 2017

Have a cancellation policy in place that requires the client to give you 24 hour notice or they get billed and make sure they sign a document that states this. Do not offer per session everyone should purchase a package.


Dianne Della Ratta from Personal Training with Dianne/ Personal Training Studio
1 Local Recommends Them • Replied on Wednesday, August 23, 2017

Do you have a document I could use. Currently using waiver and Health history form.


Aaron Behrens from GYMGUYZ Lehigh Valley #1 in Home Personal Training
1 Local Recommends Them • Replied on Thursday, August 24, 2017

This is a template you could use. The most important thing is state the cancelation policy clear on agreement and you can even have them initial next to the cancelation policy. Please be advised that the waiver part is a template and you should speak with a lawyer in your area to make sure you have the proper wording and legal advice on what the waiver should say in your area.


Personal Training Agreement

Clients Name__________________________ Trainers Name______________________

Address_____________________________________Phone Number________________

Total of... (more)

Most Engaging Answer

Dianne Della Ratta from Personal Training with Dianne/ Personal Training Studio
1 Local Recommends Them • Answered on Friday, August 25, 2017

Some of myclients purchase PT packages and drag them out for months.

Do you normally put an expiration date?



Susan Ward-Cornish from Body of Work Edmonton Alberta Canada
1 Local Recommends Them • Replied on Saturday, August 26, 2017

YES, an expiry date is very important. I learned the hard way, I had a client that dragged out there sessions for over a year !!! All my package now have short exports dates.


Cindy Anderson from Strength for Living Studi
0 Locals Recommend Them • Replied on Sunday, August 27, 2017

no. They pay for a service. I believe There should be no expiration. I also think they should be refunded if they decide to not use. I believe a client relationship is very important


Christine Stump from Badlands Yoga
7 Locals Recommend Them • Replied on Monday, August 28, 2017

Regularity will help THEM, and so all my packages have expireys. I haven't had any problems and clients often say they are happy for the extra nudge to make it to their sessions.


Sandra Blackie from Freedom Of Fitness
6 Locals Recommend Them • Replied on Tuesday, August 29, 2017

I have a 24 hour cancellation policy and a 6 month cap on how long they can strtetch out sessions.

Susan Shatzer from Susan Shatzer
1 Local Recommends Them • Answered on Tuesday, August 29, 2017

Just like the Dr. office... within 24 hrs... there is a fee. The closer to the actual price of the appointment you set your fee to less people will cancel on you. A good idea is to let them know upfront this is part of your rules and procedures. Plus giving them a confirmation text the day before always helps to solidify a positive client showing up. Best Wishes!! :) Susan

Jack Korn from Fitness Partners
2 Locals Recommend Them • Answered on Monday, August 28, 2017

1st establish your personal trainer policies. Then be firm but flexible. Maybe the 1st time on late cancellation do not charge them, but let them know in a nice way that you did not charge them but next time a charge will be made. Don't lose a client if at all possible. Some people will abuse you if you let them.

Sheila van derMerwe from eMbody Fitness
2 Locals Recommend Them • Answered on Monday, August 28, 2017

Let all your clients know about a 24 hour cancellation policy. If they are aware they will have to pay for late cancellations, they most likely will not. They will understand if presented in a professional manner.

Debbra Hobbs from Kensington Fitness - Personal Training & Wellness
2 Locals Recommend Them • Answered on Sunday, August 27, 2017

Always have a cancellation policy and have your clients sign they acknowledge it. Our's is 24 hrs notice or you are charged for the session. Of course emergencies happen so be prepared to have some leeway, but that is at your discretion. The first time, sometimes we will let it go and then re explain our cancellation policy and say next time you will be charged and then we stick to that.

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