Every tutor has a story about the lesson that wasn’t. The message that arrives at quarter to five for a five o’clock slot. The student who simply never logs on. It’s easy to shrug off one missed lesson, but PMT Education worked out that a single late cancellation a week, at £40 a lesson over a 46-week year, adds up to £1,840. That’s a lot of shrugging, and it’s why every UK tutor needs a clear cancellation policy.
A cancellation policy isn’t about being strict. It’s about agreeing the rules while everyone’s still friendly, so there’s nothing to argue about later. Most parents expect one, and most are quietly relieved to see it written down.
Below is a free UK tutor cancellation policy template you can copy and adapt. It’s written for tutors in the UK, including the 14-day cooling-off rules that apply when families sign up online, by phone or at home. If you work with families in North America, there are also US and Canadian versions.
Free download: an editable Word version of the UK policy, ready to fill in and send to families. No sign-up needed.
How to use this UK tutor cancellation policy template
Replace everything in [square brackets] with your own details, delete any sections that don’t apply, and keep the wording plain and friendly. A policy parents can read in two minutes is more useful than a long legal document nobody reads.
Share it before the first lesson, not after the first problem. The easiest way is to send it with your welcome message or link to it from your booking page, and ask the parent or learner to confirm they’ve read it.
This template is general information, not legal advice. The section after the template lists a few legal points worth checking before you use it.
[Your business name]: Cancellation and Rescheduling Policy
Last updated: [date]
Thank you for choosing [your name / business name]. I keep a regular slot free for each student, so this policy explains what happens when lessons need to move or be cancelled. It’s designed to be fair to you and to me, and to keep things simple.
1. Booking lessons
Lessons are [weekly / fortnightly / booked as needed] and last [60 minutes]. Your regular slot is [day and time], held for you during term time [and the school holidays, if agreed].
The fee is £[amount] per lesson, payable [in advance by bank transfer / monthly in advance / as a block of [number] lessons].
2. Cancelling or rescheduling a lesson
If you need to cancel or move a lesson, please let me know at least [24 / 48] hours before it’s due to start, by [text / email / the booking system].
- With [24 / 48] hours’ notice or more: there’s no charge. I’ll do my best to offer another time that week, or the lesson will be refunded or credited.
- With less than [24 / 48] hours’ notice: the lesson will be charged at [50% / 100%] of the usual fee, because I’m usually unable to fill the slot at such short notice.
- First late cancellation: I understand things happen. The first late cancellation [each term] is free of charge. After that, the charge above applies.
- Rescheduling within the same week: if we can find another time that suits us both, [no charge applies even with short notice].
3. Missed lessons (no-shows)
If a student doesn’t attend and I haven’t been told beforehand, the lesson is charged in full. For online lessons, I’ll wait [15 minutes] and try to contact you before treating the lesson as missed.
4. Illness and emergencies
If a student is unwell or there’s a genuine emergency, please tell me as soon as you can. I’ll use my discretion and won’t usually charge for a lesson cancelled because of sudden illness or a family emergency. If a student is well enough to learn but can’t travel, we can [switch the lesson online].
5. If I need to cancel
If I have to cancel a lesson for any reason, there is no charge. I’ll give as much notice as I can and offer another time. If we can’t find one, the lesson will be refunded or credited in full.
6. Lateness
- If the student is late: the lesson will still finish at the usual time, so that the next student isn’t affected, and the full fee applies.
- If I’m late: I’ll make up the time, either at the end of the lesson or in a later one.
7. Online lessons and technical problems
If a lesson can’t go ahead because of a problem on my side, such as my internet or equipment failing, there’s no charge and I’ll rearrange it. If the problem is on the student’s side and can’t be fixed within [15 minutes], I’ll try to continue by [phone / another platform]. If that isn’t possible, [the lesson will be rescheduled at no charge for the first occasion; after that, the late-cancellation charge may apply].
8. Block bookings and prepaid lessons
If you’ve paid for a block of lessons, cancelled lessons are handled under section 2: with enough notice, the lesson stays in your block to use later; with late notice, [it is deducted from the block / half a lesson is deducted]. Prepaid lessons are valid for [the current term / 3 months]. If I’m unable to deliver them, any unused lessons will be refunded.
9. Stopping lessons altogether
You can stop lessons at any time. I ask for [two weeks’ / one lesson’s] notice where possible, so I can offer the slot to someone on my waiting list. Any lessons you’ve paid for but not yet had will be refunded, [less any late-cancellation charges already due].
10. Your 14-day right to cancel
If we agreed to start lessons online, by phone or email, or in your home, you have the right to cancel our agreement within 14 days without giving a reason. The 14 days start the day after we agree to lessons. To cancel, just tell me clearly, for example by email.
If you’d like lessons to start within those 14 days, please confirm this in writing. If you then cancel within the 14 days, you’ll only pay for lessons already given, and anything else you’ve paid will be refunded within 14 days.
11. Agreement
By booking lessons, you confirm you’ve read and agree to this policy.
| Detail | Response |
|---|---|
| Student’s name | |
| Parent or guardian’s name (if under 18) | |
| I’d like lessons to start within the 14-day cancellation period | Yes / No |
| Signature | |
| Date |
[Your name] · [Business name] · [Email] · [Phone]
Tips for putting your UK tutor cancellation policy into practice
Pick a notice period you’ll actually stick to. 24 hours is the most common, and 48 hours suits tutors with waiting lists. Whatever you choose, apply it consistently, because a policy that’s enforced for some families and not others causes more friction than having none.
Taking payment in advance makes everything easier. If lessons are paid for upfront or in blocks, a late cancellation simply means a lesson isn’t refunded or credited. You don’t have to send an awkward invoice for a lesson that never happened.
Use the free first cancellation. It shows goodwill, and it gives you a natural moment to remind the family of the policy before any charge applies: “No problem at all, this one’s on me. Just so you know for next time, lessons cancelled within 24 hours are usually charged.”
Make your online set-up as reliable as your policy. Technical hiccups cost more than the minutes they eat. In The Spinning Wheel Problem, we looked at a study that found even one- or two-second loading delays went with less engagement and lower scores. A steady connection and a lesson platform that loads quickly will save you more cancelled minutes than any policy clause.
Keep a simple record. Note the date and time each cancellation message arrives. If there’s ever a disagreement, that record is what settles it.
Introducing a policy to existing families? Give them plenty of warning, for example from the start of next term, rather than applying it straight away.
UK legal points to check before using your tutor cancellation policy
The 14-day right to cancel. Under the Consumer Contracts Regulations 2013, families who agree to lessons at a distance (online, by phone or email) or away from your premises (such as in their home) usually have 14 days to cancel. If they want lessons to start sooner, you need their express request, and you must tell them they’ll pay for lessons already delivered if they cancel. If you don’t give them this information, they may not have to pay for lessons delivered during the cancellation period, and the period can be extended by up to 12 months. Section 10 and the tick box in section 11 are there to cover this. You’re also expected to offer a cancellation form, which can simply be a short form or email template.
Fairness. Consumer law also expects terms to be fair and clearly written, and a cancellation charge should broadly reflect what you actually lose. Charging the full fee for a no-show, or half to all of the fee for very short notice, is common practice, but avoid extra penalties on top of the lesson price.
Platforms and agencies. If you get students through Tutorful, MyTutor or an agency, their cancellation rules usually apply to those lessons instead of yours.
Where to get help. The Tutors’ Association has guidance on tutoring contracts and template policies for members. For anything you’re unsure about, Trading Standards’ business advice service or a solicitor can check your terms.
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