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].
| 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 text or email to [Your Name] directly (or by a phone call answered in person). Voicemail messages are not accepted as notice unless confirmed by a follow-up text or email.
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.
[One / Two] reschedule(s) per month are included without charge. Additional rescheduling requests may be declined.
If a student arrives or joins the session late, the session still ends at the scheduled time and is charged in full; if the Tutor is late, the lost time is made up or refunded.
Genuine emergencies — including acute illness, hospitalisation, or bereavement — will be treated with compassion. The Tutor reserves the right to waive cancellation charges where appropriate. Supporting evidence may be requested at the Tutor's discretion where a pattern emerges.
Repeated use of "emergency" reasons without justification will be treated as a standard late cancellation.
If the Tutor needs to cancel a session, they will give as much notice as possible and a minimum of [24 / 48] hours except in genuine emergencies. You will be offered either:
If the Tutor needs to cancel more than [two / three] sessions in a rolling 8-week period, they will discuss the impact with you and offer an appropriate remedy.
For clients on block-booking packages, unused sessions may be carried forward for up to [4 weeks / 8 weeks]. If the arrangement ends — by either party — unused prepaid sessions are refunded, less any charges properly due under Section 1 and any reasonable, actual costs the Tutor has already incurred. Cancellation charges within a block booking still apply as per Section 1 above.
To cancel or reschedule a session, please contact the Tutor by:
The Tutor aims to confirm receipt of all cancellation requests within [4 / 24] hours.
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.
[Your Name]
Date
Signed (full name)
Date