Protect the booking
Booking terms, deposits and cancellations
A date you have held for a client is a date you cannot sell to anyone else. If that booking disappears, so does the income. Clear terms in writing are not unfriendly; they are what lets you say yes calmly.
What “booked” should mean
Agree with yourself on one definition and never break it: a date is booked when the client has the written terms and the deposit has arrived. Not when she says “yes, perfect!” in DMs, not when she promises to pay next week. Until then, the date is available and you can tell her so politely.
What your booking confirmation should contain
| Item | Why it matters |
|---|---|
| Client’s full name and contact | You know who you have an agreement with |
| Date, address, start and ready-by time | No surprises about early starts or location |
| Scope: who gets makeup, what is included, how long you stay | Prevents “could you also do my mother?” on the day without a price |
| Total price, deposit, balance and due date | Everyone knows what is paid when |
| Travel, parking, early-start and waiting time fees | Extras are agreed before, not argued about after |
| Cancellation and rescheduling rules | The part that protects your income |
| What you need from the client | Space, light, a chair, clean skin, arrival times of each person |
| Allergies and skin conditions to disclose | Safety, and a record that you asked |
Deposits: how much and when
Many makeup artists ask for a deposit of somewhere between 20% and 50% of the total, often non-refundable, with the balance paid before or on the day. The right number for you depends on how far ahead you book and how hard a lost date is to resell. For wedding dates booked a year ahead in peak season, a higher deposit is easier to justify than for a short-notice appointment.
- Name it clearly: a non-refundable booking fee or deposit, and say what happens to it if the booking changes. Wording matters legally in some countries, so check yours.
- Set a deadline: “The date is held for 48 hours; after that it is released.”
- Send a payment link or bank details in the same message as the terms.
- Confirm receipt in writing. That message is the moment the date becomes booked.
A simple cancellation and rescheduling rule
| Situation | A common approach |
|---|---|
| Client cancels | Deposit is kept; if very close to the date, part or all of the balance may be due |
| Client reschedules | Deposit moves to the new date once, if you are available |
| Client does not show / is not ready | Treated as a cancellation on the day; waiting time is charged |
| You cannot attend (illness, emergency) | You offer a vetted replacement artist or refund what was paid |
These are examples of how many artists structure it, not a template you must copy. Choose rules you will actually enforce.
Script: sending your terms without sounding cold
Wonderful, I’d love to do your makeup on 14 June! I’ve attached the booking confirmation with everything we discussed. To secure the date, the deposit is €60 and the balance is due on the day. Once the deposit arrives I’ll confirm, and the date is yours. I’m holding it for you until Thursday.
Stopping no-shows and late cancellations
- Take a deposit for every appointment, including small ones
- Send a reminder a few days before with the time, address and what to prepare
- Ask the client to confirm the reminder, so silence becomes a signal you notice early
- Keep a short waiting list for popular dates, so a cancellation can be resold
- Apply your rule once, kindly but consistently. Rules that are never enforced are not rules
Working for brands, productions and international clients
Commercial and international jobs add questions private clients rarely raise: who pays travel and accommodation, when the invoice is paid (some companies pay 30 days or more after the job), in which currency, who covers bank fees, what happens if the shoot is postponed and how overtime is billed. Put these in writing before you travel. For international payments, agree the method and currency upfront and factor fees into your quote.
The Academy’s free preview lesson, “Protect the booking”, covers international payments, cancellations and financial protection. It is available after creating a free account.
Read the free lessonQuestions
Do makeup artists need a contract?
You need clear written terms that the client agrees to before the date is held. Whether that is a signed contract, an accepted booking confirmation or terms linked from your invoice depends on your market and the client. A local lawyer can tell you what is enforceable where you work.
How much deposit should a makeup artist take?
Many artists take between 20% and 50% of the total. Higher deposits are common for dates booked far ahead in peak season. Pick a level that compensates you fairly if the date is lost.
Should the trial be paid separately from the deposit?
Usually yes. The trial is a separate service with its own time and costs. Some artists credit part of the trial price against the wedding booking.