I totally understand how frustrating it can be when clients cancel last minute. It feels like all your preparation just falls apart. But here’s the thing—taking a moment to reset and pivot can actually help turn the situation around. Setting clear boundaries while maintaining flexibility is key to keeping your peace of mind. Every challenge is an opportunity to refine how we work and stay focused on the bigger picture. So, while cancellations are tough, they don’t have to derail your momentum. It’s all part of the process.

Implement a clear cancellation policy that outlines terms, notice periods, and fees. Share this policy with clients from the start and remind them during sessions. Offer flexible rescheduling options. Encourage clients to reschedule instead of skipping sessions, and use scheduling tools for convenience. Communicate the value of consistency by highlighting progress and setting shared goals. Follow up after cancellations to reinforce the importance of regular attendance. Foster accountability through regular check-ins on goals and progress tracking tools and evaluate client commitment by assessing cancellation patterns and adjusting expectations or session frequency as needed.

1. Address the Pattern Calmly Gently bring up the cancellations without judgment to open a dialogue about what’s happening. Example: “I’ve noticed you’ve had to cancel a few sessions recently. Is there something going on that’s making it hard to attend?” 2. Reaffirm the Value of Coaching Highlight how regular sessions are critical for progress and how inconsistent attendance can hinder their goals. Example: “Each session is designed to build on the last, and I want to make sure you’re getting the most out of our time together.”

When clients cancel last minute, I stay professional and clear about boundaries. I’ve set up a cancellation policy with specific notice periods and fees to ensure my time is respected. At the same time, I offer flexibility for rescheduling to accommodate genuine needs. I also gently remind clients of the importance of consistency in coaching for lasting results, encouraging them to stay committed to their growth. If cancellations become frequent, I assess whether the client’s goals or commitment need to be revisited to ensure we’re both on the same page.