Cancellation & Rescheduling Policy

📋 [Business Name] 👤 [Your Name] 📅 Effective: [Date]

This policy sets out clearly what happens when a tutoring session cannot go ahead as planned. It applies to all clients of [Your Name] trading as [Business Name].

      Why this policy exists: As a self-employed tutor, I keep dedicated time blocks for each client. Late cancellations mean that time cannot be filled by another student. This policy ensures my time is respected, and that clients are treated fairly.
    

1. Client Cancellation Charges

Notice given	Charge
48 hours or more before the session	No charge — full refund or credit
24 to 48 hours before the session	50% of the session fee
Less than 24 hours' notice	100% of the session fee
No-show (no contact at all)	100% of the session fee

Notice must be given by phone, text, or email to [Your Name] directly. Cancellations left as voicemails are not accepted as notice unless confirmed by a follow-up message.

2. Rescheduling

Clients may reschedule a session with at least 48 hours' notice at no charge, subject to availability. Rescheduled sessions must take place within [4 weeks / 2 weeks] of the original session date.

Only [one / two] reschedule(s) per month is included without charge. Additional rescheduling requests may be declined.

3. Emergency Cancellations

Genuine emergencies — including acute illness, hospitalisation, or bereavement — will be treated with compassion. The Tutor reserves the right to waive cancellation charges where appropriate. Evidence may be requested (for example, a doctor's note for repeated illness cancellations).

Repeated use of "emergency" reasons without justification will be treated as a standard late cancellation.

4. Tutor-Initiated Cancellations

If I need to cancel a session, I will give as much notice as possible and a minimum of [24 / 48] hours except in genuine emergencies. You will be offered either:

A full refund of any pre-paid session fee, or
A replacement session at a mutually convenient time (no charge).

If I need to cancel more than [two / three] sessions in a rolling 8-week period, I will discuss the impact with you and offer an appropriate remedy.

5. Block Bookings and Prepaid Packages

For clients on block-booking packages, unused sessions may be carried forward for up to [4 weeks / 8 weeks] but will not be refunded unless the arrangement is terminated by the Tutor. Cancellation charges within a block booking still apply as per Section 1 above.

6. How to Cancel

To cancel or reschedule a session, please contact me by:

Phone/text: [Your Phone Number]
Email: [Your Email Address]

I aim to confirm receipt of all cancellation requests within [4 / 24] hours.

7. Agreement to This Policy

By engaging tutoring services from [Business Name], the Client confirms they have read and agree to this cancellation policy. This policy forms part of the Tutoring Client Agreement.

Tutor

[Your Name]

Date

Client / Parent / Guardian

Signed (full name)

Date