What is a treatment package agreement?
Prepaid packages are good for clients and clinics alike, until someone moves away, becomes pregnant, has a reaction or simply stops coming. Then the questions arrive: can unused sessions be refunded, at what value, does the package expire, can a sister use the rest, and what happens to a missed appointment? A treatment package agreement answers them before the client pays.
This template records the package, the number of sessions, the treatments included and anything excluded, and ties in the clinic's consultation, health questionnaire and treatment consent forms. It sets the price and the usual single-session price used for refunds, payment in full or by instalments, an expiry period with extensions for clinic closures and medical reasons, appointment notice and late cancellation rules, and transfer options. Refunds of unused sessions are calculated at the single-session price, with an optional administration fee waived for medical reasons, and a full proportional refund if the clinic can't provide the rest. It states plainly that results are not guaranteed, and covers health records and photo consent.
- Best for
- Med spas, aesthetic clinics, physiotherapy, massage and laser clinics
- Signed by
- The clinic and the client
- Refunds
- Unused sessions refunded, with used sessions valued at the single-session price
- Length
- 3 pages, initialled on every page, signatures on the last page
When to use a treatment package agreement
- A course of six laser hair removal sessions
- A package of ten physiotherapy sessions after an injury
- A series of chemical peels or microneedling treatments
- A prepaid block of massage appointments
- A bundle of skin treatments paid in monthly instalments
What you fill in
21 blanks, then the name and email of each person who signs: clinic, client.
1 The parties
- Purchase date*
- Clinic (your business)*
- Your phone or email (bookings)*
- Client*
- Client phone or email*
2 The package
- Package name*
- Number of sessions*
- Treatments included*
- Not included (optional)
3 Price
- Currency*
- Package price*
- Usual price of one session*
- Payment* paid in full on purchase · paid in instalments as listed below
- Instalments (optional)
4 Expiry and changes
- Sessions must be used within (months)*
- Transfer to another person* not allowed · allowed once, with the Clinic's agreement, to someone suitable for the treatment · allowed to any family member suitable for the treatment
- Notice to cancel or move an appointment (hours)*
- Late cancellation or missed appointment* the session counts as used · a late fee is charged and the session is kept · the first is excused, after that the session counts as used
- Late fee (if chosen above)
5 Refunds
- Refund administration fee (optional)
- Governing law*
6 Who signs
- Clinic signature and date, job title, initials on every page · The clinic, med spa, physio or wellness practice selling the package.
- Client signature and date, initials on every page · The person buying the package.
What the treatment package agreement covers
- What is included
- Price and payment
- Expiry
- Appointments
- Transfer
- Cancellation and refunds
- Results not guaranteed
- General
Using the treatment package agreement, step by step
1 Describe the package
Name the package, enter the number of sessions, describe the treatments included, their length and spacing, and anything not included.
2 Set the price
Enter the package price, the usual single-session price used for refunds, and whether it is paid in full or in instalments.
3 Set expiry and appointment rules
Enter how many months the sessions stay valid, the transfer option, the notice to cancel an appointment and what happens on a late cancellation.
4 Refunds and send
Add an optional refund administration fee, enter the governing law and send it to the client to sign along with your treatment consent form.
Tips before you send it
- Enter the real single-session price. Refunds are calculated from it, and an inflated figure may not hold up under consumer law.
- Some places set minimum validity periods for prepaid services, limit cancellation fees or give cooling-off rights. Check local rules before setting expiry and fees.
- Use this with a treatment-specific consent form. The package agreement deals with money and bookings, not clinical risks in detail.
- Send expiry reminders. The agreement says the clinic will.
Sign it online in minutes
- Fill in the blanks. Names, dates and amounts go straight into the agreement — the preview shows exactly where.
- Name who signs. Tick “This is me” for your own part. FileIt builds the PDF with every signature, date and initials box on the right line, and you can check or move anything before sending.
- Send it. Each signer gets a secure link and signs from any device — no account needed. The signed PDF, with an audit trail and a Certificate of Completion, is filed in your vault and emailed to everyone.
Treatment package agreement: frequently asked questions
Can unused sessions be refunded?
Yes. The client can cancel before expiry and gets back the price paid less the sessions used, each valued at the usual single-session price, and less any optional administration fee.
What if the client can't continue for medical reasons?
They can choose a refund of the unused sessions with no administration fee, or transfer them where transfers are allowed.
Does the package expire?
After the number of months you set, extended for periods the clinic could not offer appointments and, where reasonable, for medical reasons. A longer legal minimum applies where there is one.
Are results guaranteed?
No. The agreement explains that results vary and that the number of sessions is an estimate. Refunds are not given because results were less than hoped, though unused sessions can still be refunded.
Can it be signed electronically?
Yes. E-signatures are generally valid for consumer service agreements like this in the US, UK, EU and Canada. FileIt keeps an audit trail with the signed PDF.