Why you need a no-show rule
You kept the slot, prepared the material, and often travelled. Without a written rule, every missed lesson turns into a small negotiation, and most tutors end up covering the cost themselves to keep the peace.
A no-show rule is not about punishing families. It makes the cost of a late cancellation clear before it happens, so the choice is theirs.
What to charge
Common choices among private tutors:
- Full rate (100%) for a no-show with no message. This is the most common rule and the easiest to explain: the slot was reserved, so the lesson is paid.
- Half rate (50%) for a cancellation with less than 24 hours' notice. Some tutors use this as a middle step.
- Free for cancellations made a day or more ahead, and for illness with a message before the lesson.
Whatever you choose, keep it to one or two lines. A policy with five tiers is hard to remember and harder to enforce.
Excused or unexcused: decide in advance
The rule only works if you decide what counts as excused before the lesson, not after. A simple test: was there a message before the start time? If yes, the lesson is excused. If no, it is a no-show.
You can add exceptions for illness or emergencies. Just apply them the same way to every family.
How to tell parents
Put the rule in writing when a new student starts, and ask the parent to reply so you have a record. A short message is enough:
Hi [Parent], a quick note about lessons. If a lesson is cancelled with less than 24 hours' notice, or the student does not attend, the lesson is charged at the normal rate. Cancellations made earlier are free. Please reply to confirm. Thank you!
Use the same message for every family. If you want a fuller version, use the cancellation policy template.
How to bill it without arguments
The fee causes trouble when it turns up as a surprise line on an invoice. Three habits prevent that:
- Mark attendance on the day, while it is fresh: completed, excused or no-show.
- Show the missed lesson on the invoice as its own line, with the date, so the parent can see what it is.
- Send the invoice at the same time every cycle, so the parent expects it.
Setting it up in Tutitor
Tutitor bills from attendance, so the no-show rule is a setting rather than a calculation you repeat every month.
- 1
Set your default no-show charge
In settings, choose the percentage of the lesson rate to bill for a no-show. Most tutors use 100%. Any value from 0% to 100% works.
- 2
Override it for one student
Some families have a different deal. Open the student and set Still charge X% for that student only.
- 3
Mark each lesson
On the calendar, mark a lesson Completed, Excused or Unexcused. Excused lessons bill nothing.
- 4
Let the invoice do the maths
The invoice adds completed lessons at the full rate and unexcused lessons at the rate times your no-show percentage. Each one shows as its own line with the date.
- 5
Change a single lesson if needed
To waive or change the charge for one lesson, change it on that lesson only. Your default stays the same. You can also set a fixed fee for a lesson instead of a percentage.
Common questions
Is it legal to charge a no-show fee for tutoring?
In most places, yes, as long as the parent agreed to the rule in advance. Put it in writing before the first lesson and keep the reply. Rules differ by country, so check local consumer rules if you are unsure.
Should I charge for sick days?
Many tutors do not, as long as the family sends a message before the lesson. Decide once, write it into your policy, and apply it the same way for everyone.
What if a parent refuses to pay the fee?
Point back to the written rule they agreed to, stay polite, and offer to apply it from the next missed lesson if this is the first time. Most parents pay once they see the date and the rule on the invoice.
Can I charge a fixed amount instead of a percentage?
Yes. Some tutors charge a flat fee for a missed lesson. In Tutitor you can set a fixed penalty fee on a lesson instead of the percentage.
How do I handle a student who misses lessons often?
Talk to the parent before it becomes a billing issue. If nothing changes, move to a monthly plan paid in advance, or free the slot for another student.
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