Guide
How much to charge for a deposit, and how to write your cancellation policy
A deposit protects your time, and a clear policy keeps it from turning into an argument. This guide works with any booking app, or with none.
Updated October 19, 2026 · 6 min read
A flat amount or a percentage
A flat deposit is the same amount every time for a service, like $10. It's easy to say and easy to remember. A percentage, like 25%, grows with the price, so it fits services whose price changes with the time or the materials.
One way to decide: the deposit should cover roughly what you lose when someone doesn't come and you can't fill the time on short notice. Long and expensive services need a bigger deposit than short ones. Some examples:
- A $35 haircut, 45 minutes: a flat $10.
- A $55 gel manicure, 90 minutes: a flat $15, a little over 25%.
- Color and cut at $160, 3 hours: 25%, which is $40.
- A $400 tattoo session, 4 hours: a flat $100.
These are examples, not a standard. Whatever you choose, say clearly that the deposit counts toward the price of the service, so nobody thinks they're paying twice. Keep it well below the full price: a deposit as big as the service feels like paying in full before the client has met you.
Who pays a deposit
You don't have to ask everyone. You can choose one of three groups:
- Everyone, which fits long or expensive services, and a calendar that's full weeks ahead.
- New clients only, when your regulars have earned your trust.
- Clients who missed an appointment, for example anyone who didn't come and didn't let you know.
Pick one and apply it the same way to everyone in that group. A rule that changes from client to client feels personal.
How much notice to ask for
Notice is how long before the appointment a client can cancel or move it and still get the deposit back.
- 24 hours works for most services under two hours.
- 48 hours fits long services, and ones where you buy or prepare something ahead, like extensions or a custom tattoo design.
- Moving instead of canceling: with enough notice, let the deposit move to the new time, at least once.
Leave room for real emergencies. You can always decide to refund in a hard case, and clients remember when you do.
Late arrivals
Decide how many minutes late you can absorb without making your next client wait. For many services, 10 or 15 minutes is workable. Then say what happens after that:
- Within that time, you do the full service.
- After it, you do a shorter version if it fits, or you move the appointment, and your late-cancellation rule applies.
- When you're the one running late, tell the client right away, and give them the full time or the choice to move without losing their deposit.
When you cancel
If you cancel, or something keeps you from the appointment, refund the deposit in full, every time, and offer the next open time you have. A client who loses money when you cancel won't trust the rest of your policy.
Clear and kind wording
- Write amounts in dollars and times in hours, like “$10” and “24 hours”, not “a small deposit” or “with enough notice”.
- Cover each case: canceling in time, canceling late, not coming, arriving late, and you canceling.
- Show the policy before the client pays: on your booking page, or behind the link in your Instagram bio.
- Thank people who let you know. A client who cancels with notice did what you asked.
- Give a receipt for every deposit, with the amount, the date and what it's for. If you work in Puerto Rico, the Department of Consumer Affairs (DACO) lists a receipt for every purchase or transaction among a business's obligations.
A policy you can copy
Change the numbers in brackets to yours, and keep it this short.
Copy and adapt
Deposits and cancellations
• A $[10] deposit holds your appointment. It counts toward the price of your service.
• Need to cancel or move it? Let me know at least [24] hours ahead, and your deposit comes back to you or moves to your new time.
• If you cancel with less than [24] hours' notice, or don't come, the deposit isn't refunded.
• If you're more than [15] minutes late, I may shorten your service or move your appointment.
• If I cancel, you get your whole deposit back.
Thanks for letting me know when plans change.
The same policy in Spanish
For clients who prefer Spanish, here's the same policy, written the way people say it.
Copy and adapt (Spanish)
Depósitos y cancelaciones
• Un depósito de $[10] separa tu cita. Se descuenta del precio del servicio.
• ¿Necesitas cancelar o cambiar la cita? Avísame por lo menos [24] horas antes y te devuelvo el depósito, o lo paso a tu nueva cita.
• Si cancelas con menos de [24] horas o no llegas, el depósito no se devuelve.
• Si llegas más de [15] minutos tarde, puede que tenga que acortar el servicio o cambiarte la cita.
• Si yo cancelo, te devuelvo el depósito completo.
Gracias por avisarme cuando te surja algo.
How Bookeao Pro will handle it
- You'll set a deposit per service, and the client pays it when they book.
- Deposits will start off. If a client doesn't come, Bookeao Pro will show what that appointment cost you and offer to turn deposits on, once.
- You'll choose who pays one: everyone, new clients only, or clients who missed before.
- A no-show fee will come only from the deposit, and can never be more than the deposit.
- A saved card is never required to book.
- When you cancel, the deposit goes back to the client in full.
- Your booking page is built to show your policy before the client books.
Questions
Should the deposit count toward the price?
In most cases, yes, and your policy should say so. A deposit that counts toward the price feels like part of the payment, not an extra charge.
Do I have to ask every client for a deposit?
No. You can ask everyone, only new clients, or only clients who missed an appointment before. Choose one rule and apply it the same way to everyone in that group.
Can I keep the deposit when a client cancels late?
That's what your policy decides, so write it down and show it before the client pays. Whether to make an exception for a real emergency is your call.
Does this work if I take deposits by ATH Móvil or cash?
Yes. The policy is the same however the deposit is paid. Give a receipt with the amount and the date, and keep a record, so you can refund it in full if you cancel.
This guide gives dates and general information, not legal or tax advice. Check the details with your accountant or the agency named.