Should Groomers Take Deposits? How to Set Up a Deposit Policy

Deposits can feel awkward to ask for. Many groomers worry that clients will be put off, or that it seems unfriendly. In practice, a fair deposit policy protects your time, cuts no-shows and is accepted by most clients when it is explained well. Here is how to decide whether deposits suit your salon, and how to set them up.

Why deposits work

A booking with money attached feels more real. People are far less likely to forget, or to quietly not turn up, when they have already paid something. For the salon, a deposit also covers part of the lost time when a client cancels at the last minute.

Who should pay one

You don't need to ask everyone. Most salons keep it simple for long-standing regulars and use deposits where the risk is highest:

• New clients, especially those booking online without speaking to you first.
• Long or premium services, where a no-show would leave a big hole in the day.
• Peak periods such as the weeks before Christmas, when every slot could be filled.
• Clients who have missed appointments before.

How much to ask for

There is no single right number. Common approaches are a fixed amount, such as $20 or $30, or a percentage of the service, such as 20 to 30%. A fixed amount is easier to explain. A percentage scales better for large dogs and long grooms. Either way, the deposit should feel fair, not like a penalty.

Make it part of the price, not an extra

Always make it clear that the deposit comes off the final bill. "A $25 deposit secures your booking and is taken off your total on the day" sounds very different from "a $25 booking fee". Clients are paying the same amount; they are just paying part of it earlier.

What happens if they cancel?

Decide this before you start, and write it down. A common, fair policy is:

• Cancel or move with at least 24 or 48 hours notice: the deposit moves to the new booking or is refunded.
• Cancel with less notice, or don't arrive: the deposit is kept to cover the lost time.
• Genuine emergencies: use your judgement. Being kind here builds loyalty.

Sending the request

The easiest deposit to collect is one that is requested automatically. PetConnect includes message templates for deposit and balance requests alongside your reminders, so a new booking can trigger the request without anyone at the desk remembering to send it.

What to say to clients

Keep the wording warm and simple. For example: "To keep our calendar fair for everyone, we ask new clients for a small deposit when booking. It comes off your total on the day, and we're happy to move it if you give us 24 hours notice." Put the same wording on your booking page and in your confirmation message, so clients see it before they book.

Start small and review

If you are unsure, start with new online bookings only. After a couple of months, look at whether no-shows have dropped and whether any clients pushed back. Most salons find the answer is fewer gaps and very few complaints. From there, you can decide whether to extend it to peak periods or longer services.

Deposits and regular clients

Your best clients have earned your trust, and asking them for a deposit can feel like you have forgotten that. Many salons waive deposits for clients who have visited a set number of times without a missed appointment. It rewards reliability and gives new clients something to look forward to.

Keep a record

Whatever your policy, record deposits clearly against each booking, so the front desk can see at a glance what has been paid and what is still owing. It saves awkward conversations at checkout and keeps your takings accurate.

Common questions clients ask

Be ready for a few questions, and answer them the same way every time:

• "Why do you need a deposit?" Explain that missed appointments leave groomers without pay for that time, and the deposit keeps the calendar fair for everyone.
• "Do I get it back?" Yes, it comes off the total on the day. If they give enough notice to cancel, it moves to a new booking or is refunded.
• "Can I pay cash on the day instead?" The deposit secures the booking; the rest can be paid however they like at pick-up.

A short, friendly answer and a clear written policy settle almost every conversation. The few clients who refuse a small, refundable deposit are often the ones most likely to miss an appointment.

Deposits for mobile groomers

Deposits matter even more on the road. A no-show at a salon leaves an empty table; a no-show for a mobile groomer can mean a long drive for nothing, fuel spent and a gap that is hard to fill because the next client is booked for a set time in another suburb. Many mobile groomers ask every new client for a deposit for exactly this reason, and keep the same refund rules as a salon.

Deposits work best together with reminders and rebooking. Read our guide on how to reduce no-shows, or see how reminders and requests work in the PetConnect calendar.