Template guide

Tutoring contract template

Tutors rarely lose money on teaching. They lose it on late cancellations, unpaid sessions and families who assumed a grade was guaranteed. A short contract and a clear policy page fix all three.

What to include

1. Student, subjects and schedule. Name the student, the subjects, online or in person, and the regular time slot you are holding.
2. Rates and prepaid packages. State your session rate, any package discount, and when payment is due. Prepaying for a block of sessions is the simplest way to reduce no-shows.
3. Cancellation and no-show rule. 24 hours' notice is common. Inside that window the session is charged, and you say how many make-ups you offer.
4. Lateness. Sessions end on time when a student arrives late, so your next family isn't affected.
5. No guaranteed grades. You can promise preparation and effort, never a score. Say so plainly, especially for test prep.
6. Academic honesty. You help students learn. You don't complete graded work, and families agree to that up front.
7. Online sessions and recording. The platform you use, who provides the link, and whether sessions can be recorded.
8. Safety and communication. How you communicate with students, with parents included where the student is a minor, and who stays nearby during home sessions.
9. Ending the arrangement. Notice from either side and how unused prepaid sessions are handled.

Mistakes to avoid

• Holding a weekly slot with no cancellation rule
• Letting families pay after the month has passed
• Implying a grade or test score in your marketing
• Messaging minors directly with no parent in the loop

Example wording you can adapt

Plain-English wording for the clauses people most often leave vague. Change the bracketed details to fit how you work.

Cancellations. Please give at least 24 hours' notice to cancel or move a session. Sessions cancelled with less notice, or missed, are charged in full.

Results. The Tutor will prepare carefully and teach with care. Progress depends on many factors, so the Tutor does not guarantee any grade, test score or admission outcome.

Academic honesty. The Tutor will help the Student understand the material. The Tutor will not complete assignments, tests or other graded work on the Student's behalf.

Packages. Prepaid packages are valid for [number] weeks from the first session. Unused sessions expire after that date unless agreed in writing.

How tutors set up rates and packages

Monthly or block billing works better than paying per session. It secures your schedule, cuts down on chasing payments, and makes families more likely to keep attending through a busy week. A small discount for a larger block is usually enough to encourage it.

Send a short progress report every month, even when nobody asks for one. Parents pay for visible progress, and a one-page summary of what was covered and what comes next is often what keeps a family with you through the school year.

Keep your policies on a separate friendly page from the agreement. Families are more likely to read one clear page on scheduling and payments, and you can update it each school year without rewriting the whole contract.

Skip the blank page

Every point above is already written into our template, with highlighted fields to fill in and a PDF copy to send. Edit it in Word, Google Docs or Pages.

Questions

Do private tutors need a contract?

It's a good idea, particularly for regular students. It sets the rate, cancellation rule and expectations about results before there is any disagreement.

What is a fair tutoring cancellation policy?

Many tutors ask for 24 hours' notice and charge the full session rate inside that window, sometimes allowing a limited number of make-ups.

Can a tutor guarantee better grades?

It's safest not to. Outcomes depend on the student and on factors outside your control, so promise your process rather than a score.

Does the kit work for online tutoring?

Yes. The agreement and policies cover both online and in-person sessions, including recordings.

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