Running a horse business isn’t all saddle time and sunny barn days. Whether you’re teaching lessons, selling tack, or providing equine bodywork, you’re still running a business—and that means having clear, professional policies in place. Not only do they protect your time and energy, they help set expectations for your clients, which can mean fewer misunderstandings and smoother relationships all around.
If you’ve ever found yourself frustrated over late payments, no-shows, or clients who push boundaries, it might be time to formalize your policies—and share them clearly.
Here are the essential policies every horse business should consider, along with a few tips for how to communicate them.
1. Payment Policy
Let’s start with the one that most often causes stress: money. Whether you charge by the lesson, session, product, or package, you need a clear payment policy. Decide what forms of payment you accept, when payment is due, and what happens if someone pays late. Do you require deposits? Do you offer refunds? Be clear and specific.
Example: Payment is due at the time of service via Venmo or credit card. Late payments may result in a $25 fee. No refunds are offered for missed appointments.
If you sell products—like tack, feed, or apparel—make sure your return and exchange policy is equally clear. And if you invoice monthly, set a deadline and stick to it.
2. Cancellation & No-Show Policy
If you’ve ever stood in the barn waiting for a client who didn’t show up, you already know why this one matters. Decide how much notice you need for cancellations (24 hours? 48?), and whether you’ll charge for late cancels or no-shows. Then enforce it consistently.
Example: We require 24 hours’ notice for all cancellations. Missed appointments or same-day cancellations will be billed at the full rate.
Clients who know your boundaries will respect your time more—and you’ll save yourself from awkward conversations later.
3. Scheduling Policy
How should clients book time with you? Do you accept text messages? Do you have an online calendar? Do you require a recurring schedule? Letting people know your preferred scheduling process not only keeps your week more organized, it helps you stay professional.
Example: All sessions must be booked through our online scheduler. Recurring clients receive priority availability.
You can also include your working hours here—especially if you often get late-night messages.
4. Weather & Emergency Policy
This one’s crucial for lesson barns, trainers, and anyone working outdoors. Have a plan for what happens when the weather doesn’t cooperate. Do you move inside? Cancel? Reschedule? And what qualifies as an emergency?
Example: In the case of extreme weather, we’ll notify you of cancellations at least two hours in advance. Emergency situations will be handled case-by-case.
By setting expectations now, you avoid frustration later.
5. Safety & Barn Rules
If clients (or their kids) are visiting your facility, you need a set of posted barn rules—and ideally, a signed liability waiver. Even if you think certain things are obvious (“no running in the barn”), it’s worth spelling them out. The same goes for dogs, siblings, and visitors.
Example: Helmets are required for all mounted riders. No dogs allowed on the property. Please arrive 10 minutes early and check in at the office.
Clear safety policies protect everyone—including your insurance coverage.
6. Client Expectations
This one is a little broader, but just as important. Think of it as your working agreement. How should clients communicate with you? What kind of notice do you need for schedule changes? What happens if someone is consistently late—or doesn’t follow your guidance?
You don’t need to be overly formal here, just clear and respectful.
Example: We strive to create a positive, productive experience for every client. Open, respectful communication is a must. Repeated missed sessions or policy violations may result in termination of services.
A small note about mutual respect can go a long way in preventing boundary-pushing behavior.
7. Social Media & Photo Policy
Do you take photos during sessions? Do you share client progress online? Make sure you get permission—and let clients know what to expect. Some horse pros ask for a signed photo release. Others include a line in their welcome packet or policies.
Example: We love celebrating client milestones! By participating in our programs, you agree to occasional use of photos or video for promotional purposes unless otherwise requested.
And if you prefer to keep things private? Say so.
Where (and How) to Share Your Policies
Having policies is one thing. Making them accessible—and professional—is another. Here’s where to post or include your policies:
- On your website (ideally on a Policies or FAQ page)
- In your welcome packet or onboarding email
- As part of your online booking process
- In physical form at your barn, office, or trailer
You don’t have to sound like a corporate lawyer. Just be clear, concise, and consistent.
Final Thought: Policies are a Sign of Professionalism
If you’ve avoided setting or enforcing policies because you’re worried about sounding “too strict” or losing clients—don’t be. Clear policies make you look professional, not pushy. They help great clients understand how to work with you, and they filter out those who aren’t a good fit.
You can always revisit and revise your policies as your business grows. But if you want to save time, avoid awkward conversations, and build a more sustainable business, setting them now is the best place to start.
And if you need help creating a professional, on-brand policies page for your website? You know where to find us.
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