Why every tutor needs a written policy
Verbal "just let me know" rules collapse under stress. Parents forget; students get sick; you get double-booked. A one-page policy in your agreement sets neutral ground — you are not negotiating from scratch each time.
Common notice periods
Industry norms for private tutoring:
- •24 hours — most common for independent tutors.
- •48 hours — some exam-prep tutors during peak season.
- •Same-day illness — often one free pass per term, then billable if no make-up scheduled.
- •Tutor cancellation — always offer reschedule at no charge; chronic issues damage referrals.
Late cancellation and no-show fees
Charging for late cancellations is standard when communicated upfront. Typical approach: first late cancel = warning; second = full lesson fee. No-shows without message = full fee. Apply consistently — selective enforcement erodes trust.
Make-up lesson rules
Define:
- •Who proposes new times (usually tutor offers two slots).
- •Deadline to use make-up credit (e.g. within 30 days).
- •Whether make-ups expire at term end.
Sample policy wording
Copy and adapt: "Cancellations require 24 hours notice via your agreed channel. Late cancellations or no-shows may be charged the full lesson rate. Make-up lessons must be scheduled within 30 days subject to availability." A full copy-paste template is available in the templates library under tutoring cancellation policy.
Enforcing without damaging relationships
Reference the signed agreement, not emotion. "Per our agreement, this session falls under the late cancellation clause. I can offer [date] as a make-up." Parents who value your time will respect clarity; chronic offenders should move to prepaid blocks.