Guides / Studio Haven
Writing a tattoo cancellation and no-show policy
A policy is not about being strict. It's so you don't have to make it up on the spot, over text, with someone who's already upset. Here's what goes in one, and some wording to start from.
Why write it down at all
Without a written rule, every cancellation turns into a one-off negotiation. You end up nicer to the people who push hardest and harder on the ones who asked politely. A policy you wrote on a calm day makes those calls for you.
What to cover
- Notice window. How far ahead they need to tell you to keep the deposit. Pick a window you can actually refill, not a number you copied from someone else.
- Reschedules. How many times the deposit can move before it's forfeit. Once is common.
- No-shows. What happens to the deposit, and whether they can book again.
- Running late. How long you wait, and whether the piece gets smaller or the session ends on time.
- Being sick. Whether you'd rather they come in or move it (you probably want them to move it).
- Your side. What happens if you have to cancel. Clients trust a policy more when it goes both ways.
Sample wording
Change this to sound like you. It's a starting point, not legal text.
"Your deposit holds your appointment and covers design time. It comes off the final price. You can reschedule once with at least 48 hours' notice and your deposit moves with you. Cancelling with less notice, or not showing up, means the deposit is forfeited. If you're more than 15 minutes late, we may need to shorten or reschedule the session. If I have to cancel, your deposit moves to a new date or is refunded, your choice."
Put it where it counts
A policy only on your highlights doesn't help much. It needs to be in front of them when they pay. In Studio Haven, open Studio Center, go to Virtual Assistant, and write it in the Cancellation Policy section. Clients see it at checkout.
Clients can also reschedule from their own portal, within the rules you set, so a lot of "can I move it" messages never reach your phone. A day-before reminder takes care of most of the rest.
See it from the client side
Open the demo studio and book it the way a client would, deposit and all. You don't need an account. When you're ready, set up your own page.
Related guides
Questions artists ask
How much notice should a tattoo cancellation need?
Enough time for you to fill the slot. For a lot of artists that's 48 to 72 hours. If your waitlist is long you can go shorter, and if a big session leaves a whole day empty you might want longer.
Can I charge more than the deposit for a no-show?
Most artists just keep the deposit. Chasing more is hard to collect and depends on the rules where you work. It's better to set a deposit that covers the loss.
What if the client is sick?
Most artists would rather move the appointment than tattoo someone who's ill. Many let a sick reschedule keep the deposit even inside the notice window, as long as the client tells them before the appointment.
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