Free template · Policies and handbooks

Refund and cancellation policy

Sample refund and cancellation wording with options for deposits, deadlines, missed days, session changes, removals and program cancellations.

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What's in it

What the refund policy covers

At the top: Where you see options, pick one, fill in the [brackets] and delete the rest. Show the final policy on your registration form and have families agree to it when they register.

Deposits

Choose one:

Option A: Your deposit of [$ amount] holds your child's spot and isn't refundable.
Option B: Your deposit is refundable, minus a [$ amount] processing fee, until [date].
Option C: Your deposit is fully refundable until [date]. After that, it isn't refundable.

If you cancel

Choose one:

Option A, by date: Cancel by [date] for a full refund minus [the deposit or a fee]. Cancel between [date] and [date] for a [50]% refund. No refunds after [date].
Option B, by notice: Give us [14] days' written notice. We'll refund any weeks that start after the notice period ends.
Option C, credit only: We don't give cash refunds, but you'll get a credit for any [Program name] program in the next [12] months.

How to cancel

Cancel in writing by emailing [email] [or through your online account]. The date we receive your request is your cancellation date.

Missed days

Choose one:

Option A: We don't give refunds or make-up days for days your child misses, including for illness or vacation.
Option B: We don't give refunds or make-up days for missed days, except that if your child misses [number] or more days in a row for a medical reason, with a doctor's note, we'll give a credit for those days.

Switching sessions

You can switch to another session with open spaces until [date or number of days before it starts]. [Change fee, if any.]

Removal from the program

If we remove a child for behavior or safety reasons under our code of conduct, [we don't give a refund, or we refund unused weeks minus the deposit].

If we cancel a session

If we cancel a session, such as for low enrollment, you can choose a full refund or a credit.

Emergency closures

Choose one:

Option A: If we close because of severe weather, a public health order or another emergency outside our control, we don't give refunds or credits for the first [number] closed days in a session. After that, we give a credit for each closed day.
Option B: If we close because of severe weather, a public health order or another emergency outside our control, we give a credit for each closed day.

Scholarships and discounts

Refunds are based on the amount you paid, not the full price.

Refund timing

We send approved refunds to your original payment method within [10] business days. [Whether card processing fees are refunded.]

Questions or hardship

Contact [name] at [email]. If your family is facing a hardship, please talk to us. We'll do what we can to help.

Free to use and change, but not legal or medical advice. Check your state's licensing rules and your insurer's requirements, and have a lawyer review any consent or waiver language.

Tips

How to use it well

Choose one option for each section and say it in one or two plain sentences. Short, clear policies lead to fewer disputes.
Put the policy on your registration form, in your parent handbook and in your confirmation email, and have families check a box to agree.
Set deadlines that match your own costs, such as when you hire staff, order supplies and book trips.
Apply it the same way for every family, and write down any exceptions you make and why.

Rules on ratios, medication and reporting vary by state. See your state in our state-by-state rules for youth programs.

FAQ

Questions, answered

Do camps have to give refunds?

In general, refunds follow the written policy families agreed to when they registered. Some states have rules for certain programs, such as licensed childcare or camps, so check your state's rules and have a lawyer review your policy.

Should a deposit be refundable?

Many programs keep deposits non-refundable because deposits pay for planning, staffing and holding a spot. Others refund them until a set date so sign-up feels less risky. Either works if you say it clearly before families pay.