How to use this template
- Replace the parts in square brackets with your name, your notice period and your fee.
- Keep it to one page. Parents read short policies and skip long ones.
- Send it before the first lesson and ask the parent to reply "agreed". Keep the reply.
- Apply it the same way to every family.
Not sure what to charge? Read how to charge a no-show fee first.
The template
In the print window, choose "Save as PDF" to keep a copy.
Lesson cancellation policy
1. Notice
Please let me know at least [24] hours before a lesson if you need to cancel or move it. Cancellations made with [24] hours' notice or more are free.
2. Late cancellations and no-shows
If a lesson is cancelled with less than [24] hours' notice, or the student does not attend, the lesson is charged at [100%] of the normal rate. The slot was reserved for the student and cannot be offered to anyone else at short notice.
3. Illness
If the student is unwell, please send a message before the lesson start time. Lessons cancelled for illness with a message beforehand are not charged.
4. Make-up lessons
Where my schedule allows, I offer one make-up lesson per month for lessons cancelled with notice. Make-up lessons must be taken within [30] days.
5. Cancellations by the tutor
If I need to cancel a lesson, I will give as much notice as I can. The lesson is not charged, and I will offer a replacement time.
6. Agreement
Please reply to this message to confirm that you have read and agree to this policy. It applies from [date].
7. Contact
[Tutor name], [phone or email]
Note: This template is general wording, not legal advice. Rules on fees and consumer rights differ by country. Adjust it to your situation.
Common questions
How much notice should I ask for?
24 hours is the most common. Some tutors use 12 hours for online lessons and 48 hours for lessons that involve travel.
Should I charge 100% or 50% for a no-show?
100% for a no-show with no message is standard. Some tutors use 50% for a late cancellation with a message and 100% for a no-show. Pick one rule and keep it simple.
Do I need a signed contract?
For most private tutoring, a written message and a reply that says "agreed" is enough. If you teach through a company or a school, follow their contract.
How does this work with Tutitor?
Set the same percentage as your default no-show charge in Tutitor. When you mark a lesson Unexcused, the invoice applies it for you.
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