Tutor Client Contract UK — What to Include and Why

Most private tutors start without any written contract. Most tutor disputes — unpaid sessions, last-minute cancellations, arguments over what was agreed — happen to tutors without any written contract. These two facts are not a coincidence.

Do you legally need a tutoring contract?

Technically, no — a verbal agreement is legally binding in the UK. But proving what was verbally agreed after a dispute is effectively impossible. A written agreement protects both parties and makes the terms clear from day one, which means disputes are far less likely to happen in the first place.

If you tutor under-18s, you also have GDPR obligations around holding personal data. A written document (or separate data protection notice) is the correct way to handle this.

What should a tutor client agreement include?

1. Fees and payment terms

State your hourly rate (or per-session rate), how payment is collected, and when it is due. Many tutors invoice weekly or per session — whichever you choose, write it down. Include what happens if payment is late (a reasonable late payment notice is standard).

2. Session frequency and duration

How often will sessions take place? How long is each session? Online or in-person? If you travel to a client's home, state whether travel costs are included or billed separately.

3. Cancellation policy

This is the clause that saves most tutors the most money. State the minimum notice period to cancel (24 or 48 hours is typical) and what happens to the fee if a client cancels with less notice. Full fee is fair — you have blocked that time in your schedule.

4. Notice period to end the arrangement

How much notice should either party give before stopping sessions? One or two weeks is standard for regular weekly tutoring. This protects you if a family suddenly disappears mid-term without warning.

5. Your responsibilities

What are you committing to provide? Prepared lessons? Progress updates? If you offer to provide resources or practice papers, state it. Only commit to what you will reliably deliver.

6. Confidentiality

You will hear things about a family, their child's school, and their child's learning difficulties that are private. A short confidentiality clause is good professional practice and reassures parents.

7. GDPR / data handling (if tutoring under-18s)

If you hold any personal data about the child — their name, school, exam targets, medical or learning needs — you are processing personal data under UK GDPR. You need a lawful basis (legitimate interest or parental consent) and should be transparent about what you hold and why.

What NOT to include

• Overly legalistic language — if the client cannot understand the contract, it creates distrust and arguments. Plain English is better.
• Unrealistic penalty clauses — courts will not enforce a £500 late cancellation fee on a £35/hr session. Keep terms proportionate.
• Anything you will not enforce — if you write a 48-hour cancellation policy but always waive it when asked, the clause is worthless and undermines the document overall.

How to get a client to sign

Most professional tutors send the agreement before the first session. Frame it simply: "I send this to all new clients so we're both clear on how things work." Parents who are serious about tutoring will not push back. The handful who do are usually the ones who would have caused problems later.

An email where the parent replies "agreed" or "I accept these terms" is sufficient — they do not need to physically sign. A digital signature is also fine.

How often should you update your contract?

Review it once a year or whenever your rates change significantly. If you increase your fees, you should give existing clients written notice (usually via your cancellation/notice period clause) before the new rate takes effect.