It's Thursday afternoon. You've already bought groceries, planned the menu, blocked out your Saturday. Then the text comes: "Hey, so sorry, something came up. Can we reschedule?"
If you don't have a cancellation policy, you just lost $500+ and a Saturday you could have booked. This happens to every private chef. The ones who survive build it into their system from the start.
The deposit is non-negotiable
Require a deposit to confirm every booking. Industry standard is 25-50% of the total, paid at booking. This isn't greedy — it's professional. Every serious service business does this.
Frame it positively: "A 50% deposit confirms your date on my calendar and covers grocery procurement. The balance is due the day of the event."
Clients who balk at a deposit are clients who cancel. The deposit is a filter — it ensures you're working with people who are committed.
A cancellation policy that's firm but fair
Put this in writing (a simple email confirmation is fine — you don't need a lawyer-drafted contract):
- 7+ days before: Full refund minus a $50 planning fee
- 3-7 days before: 50% refund (you've already started planning and may have bought specialty items)
- Less than 48 hours: No refund (you've bought groceries, prepped, and turned down other bookings)
- Rescheduling: Always free if done 48+ hours in advance
Most clients completely understand this. You're not a restaurant with open seating — your calendar is limited, and a cancelled Saturday can't be refilled on 24 hours' notice.
How to communicate it without being awkward
Don't make it a confrontation. Include it naturally when confirming the booking:
"Perfect — you're confirmed for Saturday the 15th. I'll send a grocery list later this week. Quick note on my policy: if plans change, just let me know 48+ hours ahead and we can reschedule no problem. Inside 48 hours, the deposit is non-refundable since I'll have already shopped and prepped. Sound good?"
That's it. Casual, professional, clear. Nobody argues with this.
Protect your time systematically
The best protection against cancellations isn't a policy — it's a system that makes booking feel serious and professional from the start:
- Instant response when they inquire (shows you're in demand)
- Clear pricing upfront (no surprises that cause cold feet)
- Deposit collected digitally before the date is confirmed
- Confirmation with menu details sent a few days before
When the process feels professional, clients treat the commitment seriously. When it's casual texts and "we'll figure it out," cancellations go through the roof.
Our platform handles booking confirmations and deposit collection — so your cancellation policy is built into the process, not an afterthought.