Cancellations in Private Practice: Navigating the Holidays
During my early years in private practice, navigating the holidays was one of the trickiest parts of the job. Holiday cancellations in private practice felt like an unavoidable challenge. I would often sacrifice time with family to make myself available for clients, only to be hit with last-minute cancellations. Worse yet, I found myself feeling uncomfortable enforcing my cancellation policy. Charging my fee didn’t feel great, but neither did losing income—and the emotional toll was real. I was constantly straddling the line between resentment and guilt.
Over time, I realized this wasn’t sustainable. Something had to shift—not just in my schedule, but in my mindset, my policies, and the way I approached both client boundaries and my own self-care.
If you’re a therapist—especially one in the early stages of building your private practice—it’s essential to get crystal clear about your policies regarding cancellations, payment, and holiday availability. When these boundaries are communicated through your informed consent documents and therapy contracts, you’re not only protecting your practice—you’re also fostering a healthier therapeutic relationship.
How I Handle the Holidays Now
After years of refining my approach, I’ve landed on a holiday policy that works for both me and my clients. Here’s what I now say:
“If you’re needing support over the holidays, I’ll be available on the Monday of each holiday week. Since I’m working limited hours to spend time with family, I’m asking for a 72-hour cancellation notice. This gives me the chance to keep spots open for those needing extra support. No worries if it’s too busy—let’s plan for the following week!”
This simple message communicates warmth, flexibility, and boundaries all at once. It normalizes limited availability while giving clients the option to prioritize their care without adding pressure.
I typically consolidate sessions into one or two intense client days during those weeks—seven to ten clients back-to-back. It’s not easy, but doing it for just a week or two allows me to stay financially stable while also enjoying the holidays. A clear cancellation policy and requiring prepayment via credit card ensures I’m not chasing payments during a time I want to be present with loved ones.
Clients often need more support during the holidays. Disrupted routines, family dynamics, loneliness, and seasonal affective symptoms can all contribute to increased vulnerability. While it can be tempting to overextend yourself to meet their needs, that path leads to burnout. The real key is having firm but compassionate boundaries that support both your clients and yourself.
Three Holiday Marketing Strategies for Private Practice
Now let’s talk about a topic that gets less attention—how to strategically market your private practice during the holidays. While December can feel chaotic, it’s also one of the most powerful times to set yourself up for success in January. If you’ve been in practice for a while, you’re probably familiar with the January surge—when referrals spike as people resolve to start therapy with the new year.
To prepare for that wave, you need to lay the groundwork during October, November, and December. Here’s how:
1. Thank Your Referral Sources (In a Meaningful Way)
Start by pulling out a list of your top referral sources. If you haven’t tracked your referrals this year, now is the time to start. Whether you use your EHR system (like Simple Practice) or a basic spreadsheet, gather data on who sent clients your way.
Once you’ve identified the top two or three people who referred to you the most, do something special to thank them. Yes, I’m a fan of giving small gifts. And no, this is not bribery—it’s gratitude.
Think personal, not flashy. If a school counselor who referred clients this year mentioned loving dogs, get them a small bag of gourmet dog treats. If a physician mentioned attending a CBT training, consider a related book. The point is to make it thoughtful and authentic.
Next, reach out with a quick message:
“Thank you for the amazing support you’ve given this year. I’d love to take you out for a holiday lunch—just as a small way to say thanks.”
One lunch a week in November or December is all it takes. Don’t overcommit. These lunches should feel relaxed and warm, not like a formal networking event. Ask about their family, their work, their plans—keep it relational, not transactional.
2. Drop Off Small Gifts to Community Partners
Beyond your top-tier referrers, there’s probably a “middle tier” of professionals in your community who support your practice or care for your clients in other ways—like yoga instructors, dietitians, or school staff. They may not send regular referrals, but they’re still part of your network.
I like to drop off inexpensive holiday treats with a handwritten note. Think baked goods, small candy boxes, poinsettias—anything under $5 that shows you’re thinking of them. If baking’s not your thing, buy some festive snacks and call it a day.
If you run into them while dropping off the gift, it’s the perfect opportunity to say:
“I’d love to get together in the new year—should we find a time now before things get busy?”
Boom—another chance to deepen the connection and possibly schedule a January coffee or lunch.
3. Host a Holiday Potluck Open House
Okay, I know this might sound ambitious—but hosting a low-key holiday potluck open house in early November can be a surprisingly effective way to build community. And no, it doesn’t have to be a high-effort production.
Pick a weekday morning and invite your referral sources, peers, and community supporters. The email might say:
“I’m hosting a holiday potluck to say thanks to the folks who support my practice and clients. I’ll have coffee and a few treats—bring a pastry or snack if you’d like! Just a relaxed chance to connect and celebrate.”
Set up a few simple decorations, light a candle, and let people mingle. Have a few conversation-starter cards on the table, and maybe a little sign-in sheet. That’s it.
What’s beautiful about this approach is that it plants seeds for future connection. Guests often follow up wanting to meet in January, and it gives you a chance to strengthen weak ties and keep your practice top of mind as the new year approaches.
Bonus Strategy: Strengthen Your Digital Presence Before January
In between client sessions, holiday gift drops, and potlucks, don’t forget to freshen up your online presence before January hits. A few easy wins include:
- Updating your Psychology Today profile with fresh photos or copy
- Refreshing your website’s homepage with seasonal language
- Scheduling a few blog posts or social media messages in advance
- Reminding your audience about your availability for new clients in January
Use December to plant marketing seeds so your practice is ready to bloom come January.
Boundaries Are Your Best Friend This Season
The pressure to be all things to all people over the holidays is real—especially for therapists. But the best gift you can give your clients is a therapist who’s grounded, clear, and not stretched too thin.
That starts with transparent communication:
- Share your holiday schedule in advance.
- Set and enforce your cancellation policy.
- Offer limited availability—but keep it consistent.
- Be proactive in reminding clients of your schedule via email or text.
And don’t forget: your boundaries model healthy behavior for your clients. When they see you protecting your time and honoring your needs, they learn to do the same.
Final Thoughts: Cultivate Gratitude and Growth
The holidays can be a beautiful time for reconnection—personally and professionally. If you approach this season with warmth, structure, and just a little planning, it can become one of your best tools for client retention and referral growth.
Take time to say thank you.
Strengthen your community ties.
Let your schedule reflect your values.
And prepare for the wave of new clients that January often brings.
