How to use this template
- Replace everything in square brackets. Delete any clause that does not apply, such as online lessons if you only teach in person.
- If you already use the cancellation policy or payment terms, make sure the numbers match.
- Send it to the parent (or to an adult student) before the first lesson, and ask them to reply "agreed" or sign it. Keep the reply.
- Send the same version to every family, and date it so you know which version each family agreed to.
For a student under 18, the agreement is with the parent or guardian, not the student.
The template
In the print window, choose "Save as PDF" to keep a copy.
Tutoring agreement
1. The parties
This agreement is between [Tutor name] ("the tutor") and [Parent or guardian name] ("the parent"), for lessons for [Student name], [age / grade]. If the student is an adult paying for their own lessons, "the parent" means the student.
2. Lessons
The tutor will teach [subject] at [level] for [length, e.g. 60 minutes], [number] time(s) a week on [day(s) and time], [at the student's home / at the tutor's place / online]. Lesson times use the [tutor's] time zone. Any change to the regular schedule is agreed in writing, for example by message.
3. Fees
Lessons cost [amount and currency] per [hour / lesson / month]. [Optional: Travel to lessons outside [area] costs [amount].] Fees are reviewed once a year, and the tutor will give at least [one month's] written notice of any change.
4. Invoices and payment
The tutor sends an invoice [after each lesson / weekly / monthly on the [day]], listing each lesson with its date. Payment is due within [7] days, by [bank transfer / QR code / payment link] using the details on the invoice. Please put the student's name in the payment reference. If an invoice is more than [30] days overdue, lessons pause until it is paid.
5. Cancellations and missed lessons
Lessons cancelled with at least [24] hours' notice are not charged. Lessons cancelled with less notice, or missed without notice, are charged at [100%] of the normal fee. Lessons missed because of illness are not charged if the parent sends a message before the start time. If the tutor cancels, the lesson is not charged and the tutor will offer another time.
6. Conduct
Both sides agree to be on time and treat each other with respect. The student agrees to come ready to learn and to do any agreed homework. The tutor agrees to prepare each lesson and to tell the parent about the student's progress [after each lesson / monthly]. The tutor cannot guarantee a particular grade or exam result.
7. Safeguarding and lessons with children
For in-person lessons at the student's home, a parent or another responsible adult will be at home during the lesson. The tutor will contact the student only about lessons, through [the parent's / an agreed] channel. If the tutor has a serious concern about the student's safety or wellbeing, they will raise it with the parent, or with the appropriate local authority where required.
8. Online lessons
Online lessons take place on [Google Meet / Zoom / other] using the link the tutor provides. The student needs a working device, microphone and internet connection, and a quiet place to study. Lessons are not recorded unless both the tutor and the parent agree in writing. If the tutor's connection fails, the lost time is made up or not charged. If the student's connection fails, the lesson is charged as normal.
9. Materials and privacy
Materials the tutor provides are for the student's own use and should not be shared or sold. The tutor keeps contact details, lesson records and invoices only for running the lessons and keeping accounts, and does not share them with anyone else without permission, unless required by law.
10. Ending the agreement
Either side can end this agreement by giving [two weeks'] written notice. Lessons taught and missed-lesson charges up to the end date are paid as normal. [For monthly plans: fees already paid for lessons after the end date are refunded / credited.]
11. Agreement
By replying "agreed" or signing below, the parent confirms they have read and accept this agreement. It applies from [date]. Tutor: [name, phone or email]. Parent: [name]. Date: [date].
Note: This template is general wording, not legal advice. Rules on contracts, consumer rights, data protection and working with children differ by country. Adjust it to your situation and check local rules.
Common questions
Do private tutors need a written agreement?
It is not always required, but it prevents most disputes about missed lessons and late payments. For ordinary private tutoring, a written agreement that the parent confirms by message is usually enough in practice.
Who signs the agreement for a child?
The parent or legal guardian, because they arrange and pay for the lessons. An adult student signs for themselves.
Is a reply by message as good as a signature?
For most private tutoring, a clear written "agreed" in reply to the full text is a practical record. If you are unsure about local rules, ask a local adviser.
How does this agreement work with Tutitor?
Set the same rate, billing cycle and no-show percentage in Tutitor. When you mark a lesson Unexcused, the invoice applies the agreed charge, and the payment details you added print on every invoice.
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