Overview
A cancellation policy is the written refund window that decides whether your deposit comes back — through Doctours, deposits of $300 to $1,000 refund minus a $25 cancellation fee until the Deposit Lock-In Date.
That lock-in is the earlier of confirming flight tickets or one calendar month before surgery, published in the public refund policy rather than a chat promise.
After lock-in the deposit is generally non-refundable; amounts paid above it can still be recovered until Doctours typically pays the clinic three business days before the procedure.
Published packages across 16 partner clinics start at $2,500, with hotel included on 21 packages and airport transfers on 24, so you can read cancellation terms next to the price before you pay.
Formal cancellation requests go in writing to support@doctours.com under Delaware-governed terms, so you are not chasing a refund across a language barrier.
A hair transplant cancellation policy is the written refund window that decides whether your deposit comes back if your plans change — through Doctours, deposits of $300 to $1,000 refund minus a $25 cancellation fee until lock-in, the earlier of confirming flights or one month before surgery. That window lives in the published Doctours refund policy, not a chat promise. Published packages across 16 partner clinics start at $2,500.
You've probably had the clinic tab open for weeks. Then the quieter thought shows up. What if work won't let me go in October? What if I pay this and the date has to move?
Fair question. You're not being indecisive. You're reading the last page of the contract first — which is exactly when a cancellation policy either holds up or turns into a feeling.
Here's the thing: a usable policy is a date and a dollar amount you can hold in your head. Not “we'll take care of you.” Demand those terms before anyone sees your money. Doctours already writes them down.
What Should a Hair Transplant Cancellation Policy Include?
A cancellation policy you can actually use names four things in writing: who holds the money, when the refund window closes, what fee comes out, and how you file. Vague language (“non-refundable after booking,” “subject to clinic approval”) is not a window. It is a request you will make later, from another time zone, after the clinic already has the funds. The CDC's medical tourism guidance tells US travelers to confirm costs and follow-up before they fly, because complaints get harder once you are home.
Doctours publishes those four on a public page. Doctours holds the deposit in US dollars. The Deposit Lock-In Date is the earlier of the day you confirm flight tickets or one calendar month before surgery. The cancellation fee is $25, not a percentage of the package. Formal requests go in writing to support@doctours.com. Put simply, you can reload the rules tomorrow without asking a salesperson to forward a PDF.
Which Cancellation Terms Should You Demand Before Booking?
And honestly? This is the list most people wish they had sent before the first charge. Run it against any clinic — including ones you found on Instagram — before money leaves:
Who holds the deposit, in which currency, and under which country's law?
What calendar event closes the refund window — a date, a flight purchase, or “once we confirm”?
Is the cancellation fee a published dollar amount, or a slice of the package you will only learn later?
If you cancel after paying more than the deposit, is the balance recoverable until the clinic is paid?
If the clinic cancels, whose policy governs the refund?
How do you file — a named email, or a WhatsApp inbox?
Are flights you buy yourself covered, or do you need separate travel insurance?
Doctours answers those seven in the booking itself. Deposits run $300 at Motion Clinic and Hair in Istanbul, $375 at Art Line Clinic, $400 at Heva Clinic and Esthetic Hair Turkey, and $1,000 at American Mane. Hotel nights are included on 21 active packages and airport transfers on 24, but your own airfare is not — which is why lock-in is tied to confirming flights, and why hair transplant travel insurance is a separate conversation. The 10 questions to ask a medical tourism operator covers the rest of the pre-booking paper trail.
How Does Doctours Handle a Hair Transplant Cancellation?
If you cancel before your Deposit Lock-In Date, Doctours refunds the deposit minus a $25 cancellation fee, excluding non-refundable taxes and card-processor charges. After lock-in, the deposit is generally non-refundable. Rare, exceptional refunds of a locked-in deposit are discretionary — they are not a right you should plan around. That is the honest version, and it is the version on the public page.
Two other clocks sit next to lock-in. First, Doctours typically disburses funds to the clinic three business days before the scheduled procedure. Amounts you have paid above the deposit can still be recovered, at Doctours' discretion, until that payout. After payout, the clinic holds the money, and cancellation refunds are generally not issued from Doctours. Second, if you cancel before the clinic has taken Pre-Operative Steps — ordering patient-specific tests, reserving the operating room, buying supplies — you may request a refund of the full payment, with the deposit still following the lock-in rules and the $25 fee. A postponement that stretches past eighteen months may be treated as a cancellation with no refund obligation. Force majeure (natural disaster, pandemic) is case-by-case.
Where the money sits is why this is not a foreign-wire argument. Doctours collects the deposit in US dollars and holds it until that three-day window, which is the structure behind how Doctours holds your deposit. The Turkey-specific dollar amounts and lock-in walkthrough live in the Turkey deposit and refund explainer. This page is the terms to check before you book anywhere — including here.
What Comes Back Before vs After the Deposit Lock-In Date?
Which brings us to the next question: what actually returns, line by line. Here is how a typical clinic-direct cancellation compares with the published Doctours terms.
Term to check | Typical clinic-direct booking | Doctours published policy |
|---|---|---|
Who holds the deposit | The clinic, often in local currency, often immediately | Doctours, in USD, until about 3 business days before surgery |
Refund window | Often “non-refundable after confirmation” | Until lock-in: earlier of confirming flights or 1 month before surgery |
Cancellation fee | A percentage, or unnamed | $25, published |
Balance paid above the deposit | Usually already at the clinic | Recoverable at discretion until clinic payout |
How you file | WhatsApp or a foreign sales inbox | Written request to support@doctours.com |
If the clinic cancels | Their policy, their law | The clinic's own refund policy still governs clinic-side cancellation |
Governing terms | Foreign jurisdiction | Delaware law, public refund policy |
A worked example. You book Heva Clinic Silver at $3,000 with the $400 deposit. Six weeks out, no flights confirmed: lock-in has not triggered. You email your coordinator, the slot is released, and $400 comes back minus $25 and any processor fees. Same story two weeks before surgery: lock-in has triggered, the $400 stays, and any amount you have already paid above $400 is still recoverable as long as Doctours has not yet paid Heva. That is the whole structure. The earlier you flag a change, the more is recoverable. Published pricing puts that deposit next to the package before checkout.
How Do You Cancel a Hair Transplant Booking in Writing?
A cancellation is a short paper-trail email, not a negotiation. Send it to your Doctours care coordinator and copy support@doctours.com, with the booking reference and a plain reason. Five things to know before you hit send:
Send it in writing. Phone context is useful. The written request starts the formal clock.
Include the clinic and booking reference so nobody has to hunt.
You do not owe a justification. “Schedule change, cancel before lock-in” is enough.
Expect a brief mediation window with Doctours and the clinic on non-results refunds. In practice that is usually a short confirmation call.
Taxes and original card-processor charges stay out. Bank fees on the refund itself may come off the amount returned.
Before you go, a US coordinator walks the lock-in date with you so you know which calendar event closes the window. While you're there is not when you should be discovering the policy — pre-operative steps can already be underway. After you're home, a cancellation is no longer the path; a documented miss of an agreed growth target on an eligible package is a different claim, covered in how Doctours money-back compares to a clinic refund. Dissatisfaction with hairline style is not a cancellation refund. Changing your mind before surgery can be, if you are still inside the window.
Payment plans up to 36 months, if you live in the US or Canada and subject to credit approval, do not rewrite these clocks. Financing spreads what you pay. It does not move lock-in. If a clinic match falls through before lock-in, Doctours refunds the deposit minus the $25 fee or can apply it to a new match in the 16-clinic network — no foreign wire to reverse. Browse the full clinic list whenever you want to see deposits next to packages.
The Bottom Line
A cancellation policy is either a date, a fee, and an inbox you can name — or a feeling you will have to argue for later. Through Doctours, deposits of $300 to $1,000 refund minus $25 until lock-in, the earlier of confirming flights or one month before surgery. After that, the deposit stays. Amounts above it stay reachable until Doctours typically pays the clinic three business days before the procedure.
You get to do this with the rules on a public page, a US coordinator, and a $2,500 starting package you can itemize before checkout. Life still gets to happen. You've earned a version of this where the rules are short enough to remember. Whenever you're ready, those terms are already in writing.
Want the deposit, the $25 fee, and the lock-in date in writing before anything is charged? A free assessment gives you matched clinics and the full structure — no pressure, no commitment.
FAQs
Can I get my hair transplant deposit back if I cancel?
Through Doctours, yes, until your Deposit Lock-In Date: the earlier of confirming flight tickets or one calendar month before surgery. The deposit comes back minus a $25 cancellation fee and any non-refundable taxes or card-processor charges. After lock-in, the deposit is generally non-refundable.
When does a hair transplant deposit become non-refundable?
On the Deposit Lock-In Date. Doctours defines that as whichever happens first: the day you confirm you have purchased flights for the procedure, or the date one calendar month before your scheduled surgery. Hold the date without confirming flights and you keep the longer window.
How much is the Doctours cancellation fee?
$25, published in the refund policy. It is a flat fee, not a percentage of the package. Non-refundable taxes and original card-processor charges are separate, and bank fees on the refund itself may be deducted from the amount returned.
What happens if I cancel after I buy my flights?
Confirming flights to Doctours is one of the two events that can trigger lock-in, so the deposit is generally no longer refundable. Amounts you have paid above the deposit may still be recoverable until Doctours typically pays the clinic three business days before surgery. Your airline tickets follow the airline's own rules, which is why travel insurance is separate from the procedure policy.
Who do I email to cancel a Doctours hair transplant booking?
Email your care coordinator and copy support@doctours.com, with the booking reference and a plain reason. Formal refund requests must be in writing. You do not need a long justification; a schedule change before lock-in is enough to start the process.
