Cancellation Policies

Cancellation Policies for Massage Appointments

Please note: Any appointment canceled, modified, or rescheduled with less than 24 hours’ notice will be charged the full appointment cost to the credit card on file.

Why We Have a Cancellation Policy

We understand that life happens, and schedules sometimes change unexpectedly. At the same time, our work is clinical, time-intensive, and performed by licensed therapists whose schedules are reserved specifically for each client.

Our 24-hour cancellation policy exists to balance flexibility for clients with fairness to our team and the sustainability of care, and reflects standard scheduling practices in clinical settings. When true emergencies or health-related situations arise, we handle those cases with discretion. Our goal is not to be punitive, but to respect everyone’s time and keep our schedule functioning smoothly for all clients.

Emergencies & Exceptions

We recognize that genuine emergencies can arise unexpectedly — including situations involving a client’s own health, the health or safety of a loved one (including pets), or a sudden death in the family. In these cases, we review cancellations with understanding and discretion.

We also recognize that circumstances involving acute stress or mental duress may affect a client’s ability to communicate promptly, and we take that into consideration when reviewing emergency cancellations.

Schedule-related disruptions such as routine work conflicts, childcare changes, or travel delays are not typically considered emergencies and remain subject to the cancellation charge.

Frequently Asked Questions

Why do I have to pay for a service I did not receive?

With less than 24 hours’ notice, it’s difficult to fill an open spot. This directly affects your therapist’s income and our ability to maintain operations. Appointment-based businesses rely on clients paying for the time they reserve.

Why do I have to pay if I want to switch therapists or come at a later time?

Changing to a different therapist with less than 24 hours’ notice counts as a cancellation of your original appointment. The same applies to moving to a later time — the earlier slot you vacate is much harder to fill. In both situations, the cancellation fee applies.

What if I want to come at an earlier time with the same therapist?

If you’d like to move to an earlier time with the same therapist, we’re happy to do that at no charge when possible. Earlier openings tend to be harder to fill, but later spots often book quickly.

If you move earlier and switch therapists, the late-cancellation fee still applies.

What if I want to change my appointment length?

Shortening a 90-minute session to 60 minutes within 24 hours requires payment for the original time reserved. Extending from 60 to 90 minutes with the same therapist is possible when the schedule allows.

What if a cancellation charge is disputed?

Our cancellation policy is part of the booking agreement and helps ensure therapists are compensated for reserved time. In the event of a disputed cancellation charge, we review the situation and, regardless of the outcome, ensure the therapist is paid for the missed session.

If repeated payment disputes or unresolved charges occur, we may limit future scheduling in order to maintain a smooth and fair experience for both clients and staff.

Why did I lose scheduling privileges  at Bodyworks DW?

We aim to create a supportive and respectful environment for clients, therapists, and staff. Clients may lose scheduling privileges for the following:

• Using abusive or aggressive language toward staff
• Repeatedly disputing charges or refusing to follow our policies

These situations are rare, and we always prefer to maintain long-term relationships — but respect and reliability are required for everyone’s safety and experience.

Cancellation Policies for CEU Courses

If you are registered for a CEU course but can no longer attend:

• 14+ days’ notice: Full refund to the original method of payment
• 7–13 days’ notice: Payment can be transferred as credit toward a future CEU course
• Less than 7 days: No refunds or credits

Cancellation Policies for Treatment Room Rentals

For practitioners renting treatment rooms:

• 24+ hours’ notice is required to avoid a cancellation charge
• Renters are responsible for the full time reserved, even if they use less
• Bodyworks DW is not responsible for a renter’s client cancellations

Cancellation Policies for Classroom rentals

For instructors renting our classroom:

• 14+ days’ notice: Full refund
• 7–13 days’ notice: Payment may be transferred to future rental credit
• Less than 7 days: No refunds or credits