A deposit secures a surgery date, and the clinic's written policy decides what happens to it if plans change. That policy is often a short paragraph you skim, then discover matters a great deal when a flight is cancelled or your blood work comes back wrong. Before you pay anything, get clear written answers on refunds, deadlines, rescheduling and what happens if the clinic changes the plan. This guide lists the questions and shows you how to document the answers.
Medical note: This is general information, not medical, legal or financial advice. Cancellation rights depend on your written agreement, the payment method you used and the laws that apply to it. For a specific dispute, talk to your card issuer, bank or a qualified adviser.
What a deposit actually buys
For the clinic, a deposit protects a full day of surgical time and a team that can't easily be rebooked at short notice. For you, it should buy a confirmed date with a named surgeon and a defined plan. Problems usually start when those two understandings don't match: the clinic thinks it has a non-refundable payment for a slot, and you think you have a reservation you can move.
Policies vary widely between clinics, and there is no single standard to rely on. Some deposits are fully refundable up to a deadline, some convert to a credit for a future date, some are non-refundable from the moment you pay. None of these is automatically unfair. What matters is that you know which one you are agreeing to.
"Is this deposit refundable, transferable to a new date, or neither? Up to what date, and is that date counted from my surgery day or from when I paid?"
What to get in writing before you pay
Before transferring money, you should have a written confirmation, ideally an email or a PDF on clinic letterhead, that includes:
- The surgery date and the expected arrival and consultation days.
- The name of the surgeon who will plan and perform the key steps, and who else will be involved.
- The technique (FUE, FUT or a combination) and whether you will be shaved.
- A graft range rather than a single number, and the rule for changes on the day.
- The total price, the currency, what the package includes, and how much of it the deposit covers.
- The full cancellation, refund and rescheduling policy, with dates.
- What pre-surgery tests are required, and what happens if one isn't passed.
Our guide to what a hair transplant package includes helps with the "what am I paying for" part. This article is about the "what if" part.
The six scenarios to cover
1. You cancel
Ask for the deadline for a full refund, what happens after it, and whether a cancellation for documented illness is treated differently from a change of mind.
2. You need to reschedule
Ask whether the deposit carries over to a new date, how many times, and for how long. A deposit that converts to a credit is only useful if you can realistically use it.
3. The clinic cancels or moves your date
This should be the simplest case: you should be able to choose a full refund. Ask whether the clinic will also cover any non-refundable costs it caused, such as flights. Many won't, but the answer tells you how they think.
4. The surgeon changes
If you chose a clinic because of a particular surgeon, a substitution matters. Ask whether you will be told in advance and whether you can cancel with a full refund if the named surgeon is unavailable.
5. You fail medical clearance on arrival
Blood work, blood pressure or an undisclosed medication can mean surgery shouldn't go ahead. Ask what happens to your deposit if the surgeon decides it isn't safe to operate. Doing as much testing as possible at home first, as described in our medical clearance guide, lowers the chance of this happening at all.
6. Travel goes wrong or you get sick
Flight cancellations, a fever the week before, or a family emergency. Ask whether the clinic offers a reschedule without penalty when you can document the reason, and how much notice it needs.
Be cautious with a clinic that asks for full payment long before surgery, offers a large discount only if you pay immediately, or describes its policy only verbally. Pressure to pay quickly is a recognized red flag; see our clinic vetting guide.
Policy questions checklist
| Question | Why it matters | Answer in writing? |
|---|---|---|
| Is the deposit refundable, and until when? | Sets your real risk if plans change | Yes / No |
| Can the deposit move to a new date? How long is it valid? | A credit you can't use is a loss | Yes / No |
| What if the clinic cancels or changes the date? | You should be able to get a full refund | Yes / No |
| What if the named surgeon is unavailable? | Protects the choice you made | Yes / No |
| What if I am not medically cleared on arrival? | Covers blood work, blood pressure, medications | Yes / No |
| What if my flight is cancelled or I fall ill? | Documented reasons may be treated differently | Yes / No |
| How are refunds paid, in what currency, and how fast? | Exchange rates and fees can shrink a refund | Yes / No |
| Are there fees for rescheduling or card payments? | Avoids surprises at the end | Yes / No |
How your payment method affects your options
How you pay changes what you can do if a clinic won't honor its policy. In general terms:
Credit card
- Card issuers have dispute processes for charges where services weren't provided as agreed.
- In the US, federal law gives credit card holders certain billing-dispute rights, with time limits.
- There may be a surcharge or foreign transaction fee; ask in advance.
Bank transfer, wire or cash
- Usually very hard to reverse once sent.
- Your main protection is the written agreement and the clinic's goodwill.
- Debit cards often have weaker protections than credit cards; check with your bank.
A dispute is a last resort, not a plan. It is far better to agree on a clear policy in advance. If you do need to dispute a charge, act quickly: card dispute windows are limited, and your documentation will decide the outcome. Check your own card's terms, because rules differ by issuer and country.
How to document the agreement
Good records cost nothing and resolve most disagreements before they start.
Move key promises into email
WhatsApp is convenient, but ask the clinic to confirm the essentials (date, surgeon, graft range, price, policy) by email or in a signed document. Screenshot chat messages too.
Get a receipt for every payment
Ask for a receipt or invoice for the deposit that shows the amount, currency, date and what it is for.
Save the policy as it was when you paid
Download or screenshot the policy page and the confirmation. Policies can be updated later.
Keep one folder
Store emails, receipts, flight bookings, test results and screenshots together, with dates. If you need to reschedule or dispute, everything is in one place.
Confirm in your own words
Reply to the clinic's confirmation with a short summary: "To confirm, my deposit is fully refundable until the deadline in your policy, and if the surgeon named above is unavailable I may cancel with a full refund." A reply agreeing to that is useful evidence.
If the clinic communicates mostly in Spanish, ask for the policy in English as well, or have it translated before you pay. You should understand exactly what you are signing.
If plans change: what to do, in order
Tell the clinic as early as possible
Early notice often keeps you inside the refundable or free-reschedule window, and clinics are generally more flexible when they can refill the slot.
Put the request in writing
Email the clinic, reference your confirmation, quote the relevant policy line and state what you are asking for: a refund, a new date or a credit.
Attach documentation
A doctor's note, a flight cancellation notice or failed test results support a request for flexibility.
Get the outcome confirmed
If the clinic agrees to a new date or a refund, ask for written confirmation of the amount and timeline.
Escalate only if needed
If the clinic doesn't respond or won't honor its written policy, contact your card issuer or bank about your options, and keep all correspondence.
Frequently asked questions
Are hair transplant deposits in Colombia refundable?
It depends entirely on the clinic's policy. Some deposits are refundable up to a deadline, some can only be moved to a new date, and some are non-refundable. Ask for the policy in writing before you pay, including the exact deadlines.
What happens to my deposit if I'm not medically cleared for surgery when I arrive?
That depends on the written policy, which is why you should ask about this scenario before paying. Doing blood work and a medical check at home first reduces the chance of being turned away on arrival.
Can the clinic change my surgeon after I pay?
Ask before you pay. A good confirmation names the surgeon who will plan and perform the key steps. Ask whether you will be told in advance about any change and whether you can cancel with a full refund if that surgeon is unavailable.
Is it safer to pay a deposit by credit card or bank transfer?
In general, credit cards offer more options to dispute a charge if services are not provided as agreed, while bank transfers, wires and cash are hard to reverse. Card surcharges or foreign transaction fees may apply, so ask in advance and check your own card's terms.
Is a WhatsApp message enough to prove what the clinic agreed to?
Screenshots help, but it is better to have the key terms confirmed by email or in a signed document. Ask the clinic to confirm the date, surgeon, graft range, price and cancellation policy in writing, and keep receipts for every payment.
Not sure what you're agreeing to?
Send us the clinic's confirmation and deposit policy before you pay. We'll help you spot what's missing and draft the questions to send back.
Ask about a policy No pressure and no obligation. We don't promise prices or outcomes.