Terms and conditions for private lessons do not need a lawyer and do not need to be long. One page, in plain English, sent to every new family before the first lesson and printed on your term invoices, is enough to prevent almost every disagreement a teacher has with a parent. This is that page.
Why a page of terms saves friction later
Most problems between teachers and families come from unspoken assumptions: whether a missed lesson is paid for, whether fees go up, what happens over half term, how to stop. Written terms turn every one of those into something both sides agreed to in September. They also make you look like the professional you are, which is worth more than it sounds when a parent is comparing you with a school music service or a tutoring agency.
The template
Terms and conditions for lessons with [Your name] 1. Lessons Lessons are [30] minutes, weekly during school term time, at the agreed day and time. Your lesson time is reserved for you for the whole term. Lessons take place at [your address / the student's home / online via video call]. 2. Fees Fees are £[30] per lesson, invoiced [a term in advance / monthly in arrears / per lesson]. Term invoices are due before the first lesson of the term; other invoices are due within 7 days. You can pay by card using the link on the invoice, or by bank transfer using the details on it. I review fees once a year and will give at least half a term's notice of any change. 3. Cancellations and missed lessons Lessons cancelled with less than 24 hours' notice are charged in full. Absence through illness, or an unexpected school commitment, notified by the morning of the lesson, is not charged and a make-up lesson will be offered later in the same term. Make-up lessons not taken by the end of the term are not carried over. If I cancel a lesson you will not be charged and I will offer a make-up or a credit. 4. Holidays There are no lessons during school holidays or on bank holidays unless we agree otherwise. Term dates follow [local authority] school dates and are confirmed on each term invoice. 5. Practice, books and exams Progress depends on regular practice at home. Books and exam entry fees are paid by the parent; I will advise before any exam entry and will only enter a student for an exam with your agreement. 6. Safeguarding and lessons with children I hold an enhanced DBS certificate [and am a member of the ISM / Musicians' Union]. A parent or carer is welcome to sit in on any lesson. For lessons at my premises, please arrive and collect promptly; for online lessons, please ensure an adult is at home. 7. Ending lessons To stop lessons please give a full term's notice, or pay for the following term in lieu. I will give the same notice if I am no longer able to teach your child. 8. Contact The best way to reach me about lessons, absences or invoices is [email / text]. I aim to reply within one working day. Starting lessons confirms that you accept these terms. Last updated [date].
Delete anything that does not apply, and do not add clauses you would not actually enforce. The whole value of the page is that everything on it is true.
What each section is doing
- Lessons and fees set the expectations that cause most confusion: length, frequency, what happens in holidays and when fees change. A yearly review with notice is fairer than a surprise and easier to do.
- Cancellations is the section that protects your income; the wording is the same as the Music lesson cancellation policy template (UK) with the reasoning explained there.
- Practice, books and exams heads off the two money conversations that otherwise arrive by surprise.
- Safeguarding says out loud what responsible teachers already do. If you do not yet have a DBS check, the ISM and Musicians' Union both explain how to get one, and mentioning it reassures the parents who were too polite to ask.
- Ending lessons is the clause teachers most often leave out and most often regret. A term's notice is normal; if you prefer, half a term.
Getting agreement without a signature
You do not need a signature. Send the terms with the welcome email or first invoice, say "starting lessons confirms you accept these terms", and keep a copy of what you sent and when. For existing students, send the terms at the start of a term with one sentence saying that from now on these are the terms for everyone. If you change them later, send the new version and give the notice it promises.
Where the terms live in My Studio Tracker
My Studio Tracker keeps two pieces of wording in your settings: the cancellation policy printed on every term invoice, and the payment terms printed on individual lesson invoices. Both default to the wording above and both are yours to edit. The rest of these terms belong in your welcome email; the parts about money (due dates, notice, forfeits, make-ups) are then applied by the app automatically, so the terms and what actually happens can never drift apart.