Cancellation & Refund Policy Template (US)

Updated on August 3, 2026

This is a policy for your business to post or attach to a booking, appointment, or service purchase — not a letter for a customer to send you to cancel something. It sets out, in your own words, when a cancellation is free, when a fee applies, and how refunds are handled.

The policy below is the editor: type straight into the highlighted blanks and the wording reflows around what you write. Download a clean Word or PDF file with no sign-up and no watermark.

0 of 9 blanks filled

Tap any highlighted blank in the document below and type straight into it.Free — no sign-up, no watermark

Cancellation & Refund Policy

This Cancellation & Refund Policy applies to offered by , effective .

1. Cancellations

Free cancellation window:
Late cancellation charge:

2. Refunds

Refunds are issued via .

3. No-Shows

4. Exceptional Circumstances

5. Contact

To cancel or ask about this policy, contact at .

If you don't post a policy, some states set one for you

California is a confirmed example: any retail seller with a policy of less than a full cash or credit refund (or fewer than 7 days to return goods) must conspicuously display that policy — at the register, at the entrance, on tags, or on order forms — stating the time period, the type of merchandise covered, and the refund method. If a California seller doesn't post a policy, the customer is entitled to a full refund or exchange within 7 days of purchase with a receipt, by default. Other states have their own retail refund-disclosure rules; check the specific requirement in the state where you sell before assuming a posted policy isn't required.

The federal cooling-off rule is narrow, but real

The FTC's Cooling-Off Rule gives buyers 3 business days to cancel a sale of $25 or more made somewhere other than the seller's normal place of business — a doorstep sale, a pop-up, or a sales presentation away from a fixed retail location — regardless of what your policy says. It doesn't apply to ordinary in-store or online sales at your regular place of business, but if any part of what you sell is made this way, this right overrides your policy for those specific sales.

The clauses, explained

What this policy covers: States which bookings, services, or products the policy applies to.
Cancellation window: How much notice a customer needs to give for a free cancellation, and what happens after that window closes.
Refund method: Whether refunds are cash, original payment method, or store/account credit, and how long they take.
No-shows: What happens if a customer doesn't show up or cancel at all.
Exceptional circumstances: How cancellations are handled for events outside anyone's control, such as severe weather or illness — entirely up to your business to define.

Requirements checklist

Refund and cancellation disclosure rules vary by state — check the specific requirement where you do business.

California: post your policy or a 7-day default applies
A California retail seller with a limited refund policy must conspicuously post it; without a posted policy, customers get a full refund or exchange within 7 days of purchase with a receipt.
Cal. Civil Code §1723
Federal Cooling-Off Rule for off-premises sales
A $25+ sale made away from your normal place of business gives the buyer 3 business days to cancel, regardless of your posted policy.
16 CFR Part 429

How to use this template

Describe what the policy covers. Type into the highlighted blank to state which bookings, services, or products this policy applies to.
Set your cancellation window and refund method. Fill in how much notice is needed for a free cancellation and how refunds are issued.
Post it before the sale, not after. Display the policy where customers can see it before they book or buy — at your point of sale, on your booking page, or on your order form.
Download and publish. Download the policy as a Word or PDF file, and post it in place of, or alongside, your booking or checkout flow.

Frequently asked questions

Is this a letter to cancel a purchase I made?

No — this is a policy for your business to post, explaining your own cancellation and refund terms to customers. If you're looking to cancel something you bought, this isn't the right template.

Do I have to post a refund policy?

It depends on your state. California requires sellers with a limited refund policy to post it conspicuously, or a 7-day full-refund default applies. Check your state's specific rule.

Can I have a strict no-refunds policy?

In most cases, yes, as long as you disclose it clearly before the sale and it doesn't conflict with a specific state law. Some states require posting the policy for it to be enforceable.

Does the FTC Cooling-Off Rule apply to my business?

Only if you make sales away from your normal place of business — like door-to-door or at a temporary event — for $25 or more. Ordinary in-store or online sales at your regular location aren't covered.

What should I do about no-shows?

Decide and state your own rule — for example, whether a no-show forfeits any deposit or is treated the same as a late cancellation. There's no general legal requirement here; it's entirely up to your policy.

Related templates

Disclaimer

This template and guide are provided for general information only and do not constitute legal advice. Refund and cancellation disclosure requirements vary by state and change over time. Confirm the current requirement in your state before relying on this document.