How to take deposits for massage and personal training

How much to take

Many take a fixed amount of around a quarter to a third of the treatment price, so £15 to £20 on a £60 massage.

For longer or first appointments, some take full payment upfront instead. Either works, as long as the rule is the same for everyone and written down before they pay.

Deposits for personal training

A personal trainer can use the same idea for 1:1 sessions that are booked over WhatsApp. Offer a few times, ask for a deposit to hold the slot, and take the rest at the session or with a pay link.

If your clients buy packs, the deposit matters less once they have one, because each session comes off the pack. A deposit is most useful for a first session or a one-off.

On a £45 session, £15 holds the slot and still feels small to a new client.

Word your cancellation policy clearly

Clients should see the rule before they pay and again in their confirmation. Keep it to two sentences, for example:

• Cancel or move your appointment at least 24 hours before and your deposit is refunded.
• Cancel later or miss the appointment and the deposit covers the slot.

Keep only as much as a late cancellation costs you, which is usually the deposit for the lost slot.

Ways to collect deposits

• Bank transfer: free, but you have to match payments to bookings by hand and chase people who forget.
• A payment link per booking: quicker, but you still track who has paid in your head or a spreadsheet.
• Booking software that takes the deposit at the moment of booking, then tracks the balance and applies your cancellation rule for you.

Collecting the balance

Take the balance at the appointment by card or cash, or send a payment link afterwards. Whatever you use should show you who still owes money without you having to remember.

Deposits and balances in Coachfront

Set a deposit on each treatment, or when you send a client a time over WhatsApp. During setup we suggest a starting deposit of about 30% of the price, which you can change. They pay the deposit to book, the balance is recorded as owed, and you can clear it in cash or send a pay link. Cancel in time and the deposit is refunded or credited, your choice. Cancel late and you keep it.

If a client with a deposit booking later buys a pack or a monthly plan that covers the session, the session comes off it and the deposit goes back to them, so nobody pays twice. If you give new clients a free first session, there is no deposit to take for it.

Square Appointments also takes deposits, full prepayment or a card on file with no-show fees, if you already use Square for payments in person.

Quick answers

Can a massage therapist keep a deposit if the client cancels?

If your policy says so and the client saw it before paying, you can keep a deposit for a late cancellation or no-show. Keep the amount proportionate to the slot you lose.

Can a personal trainer take a deposit?

Yes. Offer a few times over WhatsApp with a deposit to hold the slot, and take the rest at the session or with a pay link. Deposits help most with first sessions and one-offs.

How much deposit should I take for a massage?

A fixed amount of around a quarter to a third of the price, for example £15 to £20 on a £60 treatment.