# Refund and cancellation policy

Source: https://backpr.com/resources/templates/refund-and-cancellation-policy. Last updated: 2026-10-19.

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

Free download: PDF https://backpr.com/media/templates/backpr-refund-and-cancellation-policy.pdf · Word https://backpr.com/media/templates/backpr-refund-and-cancellation-policy.docx

> 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.

### How to use it
- 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.

**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.

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.