Cancellation policy template for private teachers

Without a clear cancellation policy, a teacher's income can shrink with every sick child and every busy week. Yet many teachers avoid writing one because it feels unkind. In practice, a clear, fair policy makes relationships smoother. Everyone knows what to expect, and you don't have to negotiate each time. This guide includes a template you can adapt.

This is general information, not legal advice. Check local consumer and contract rules where you live.

What a policy should cover

Choose an approach

Pick what suits your teaching and your students.

A template

Fees and payment: Fees are due [at the start of each term/month]. Payment is by [method].

Cancellations by students: Please give at least [24/48] hours' notice if you cannot attend. Lessons cancelled with enough notice will be [rescheduled/credited, where possible]. Late cancellations and missed lessons are [charged/not made up].

Illness and emergencies: I understand that illness and emergencies happen. Please let me know as soon as you can. I'll do my best to offer an alternative, such as a short online session or a practice plan.

Cancellations by the teacher: If I need to cancel, I will give as much notice as possible and offer a make-up lesson or a credit.

Holidays: Lessons follow [school/term] dates. There are no lessons on [dates]. Fees [are/are not] adjusted for these breaks.

Ending lessons: Please give [one month's/a term's] notice if you wish to stop.

Edit the wording to match your voice. Keep it short, polite and clear.

Present it kindly

• Share it at enrolment, in your welcome message. See welcome messages for new students.
• Explain why: "This lets me keep your slot and plan my time."
• Make it easy to find, for example in a message or a document.
• Ask students to confirm they have read it.

Enforce it fairly

1. Follow your own policy consistently.
2. Use judgement for real emergencies.
3. Be gentle when reminding. A short, friendly message works.
4. Don't apologise for charging within your policy.
5. Keep records of cancellations and make-ups.
6. Review it if it's causing problems.

For help wording tricky conversations, see parent communication for teachers.

Offer alternatives to cancellation

Sometimes a student can't attend but would still benefit from something. Options include a short video lesson, a written practice plan or a shorter lesson. This keeps momentum and shows you care.

Link to your rates

Policies and rates go together. If you charge by the term, cancellations become easier. See how to set your lesson rates.

Starting out

If you're just setting up, include the policy in your first-month tasks. See starting an independent teaching practice.

How Abhyava helps

Abhyava does not handle bookings or payments, so your policy is your own. You can attach a weekly plan so students who miss a lesson still have something to practise.

Frequently asked questions

How much notice should I ask for?

Many teachers use 24 to 48 hours. Choose what suits your schedule.

Should I refund missed lessons?

It's your choice. Many teachers don't, but offer make-ups for sufficient notice.

What if a student is ill?

Be flexible where you can. Offer an alternative such as a short online session.

Do I need a signed agreement?

A written policy that students acknowledge is usually enough, but check local rules or seek advice if unsure.