Not legal, tax, or compliance advice. Rules vary by jurisdiction. This lesson is educational orientation — verify specifics with licensed professionals and your local authorities before acting.

Policies are trust, not punishment

A clear cancellation policy isn't adversarial — it's professional. Clients who respect your time appreciate knowing the rules upfront. Clients who resist clear terms are telling you something about how the relationship will go.

Deposits

  • Why: you commit time, turn down other work, and often buy groceries before a cook day. A deposit protects you from no-shows and last-minute cancellations.
  • How much: common patterns include a flat deposit per booking, a percentage of the estimated total, or a recurring retainer for weekly clients. Pick what matches your lane.
  • When due: before the cook day — far enough ahead that you haven't already shopped if they cancel. Tie this to your cutoff from Lesson 3.

Cancellation policy

  • Define a window: e.g., "Cancellations with more than 48 hours' notice: full refund or reschedule. Less than 48 hours: deposit is forfeited." Adjust the window to whatever matches your shopping and prep timeline.
  • Groceries already purchased: if you've shopped, the client covers grocery costs regardless of cancellation. State this explicitly.
  • Repeat cancellations: if a client cancels frequently, that's a conversation about whether the schedule works — not a penalty situation. But having the policy gives you standing to have that conversation.

Reschedule policy

  • Rescheduling is different from cancelling. Allow it when possible — but with the same notice window.
  • Limit how many times per month or period to avoid a client who "reschedules" indefinitely.
  • "I'm flexible when I can be, but I need [X] hours' notice to rearrange my week" is honest and human.

Put it in writing and say the same thing every time

Your deposit and cancellation terms should be part of your proposal (Lesson 7). When a situation arises, refer back to the written terms — don't re-explain or re-negotiate from scratch. Consistency is what makes policies feel fair instead of arbitrary.

Payment methods

Accept what's practical for your business and your clients. Common options: bank transfer, payment apps (Venmo, Zelle), credit card via a payment processor, or invoicing. Whatever you choose, make the process simple and the timing clear — "payment due within 48 hours of cook day" or "charged weekly on Fridays."

Before you continue

Write your deposit amount, cancellation window, and reschedule limit in plain language. Add them to your proposal template from Lesson 7. These should be visible to clients before they book, not after.