Why Every Tutor, PT & Music Teacher Needs a Cancellation Policy

You've blocked out your afternoon for a client. They cancel 30 minutes before. You can't fill the slot. You don't get paid.

Sound familiar?

A clear cancellation policy doesn't just protect your income — it actually improves your client relationships by setting expectations upfront.

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The Real Cost of No-Shows and Late Cancellations

Let's do the maths:

"I used to feel awkward about having a cancellation policy. Then I calculated I was losing over £1,000 a year to late cancellations. Now I have clear terms and my clients respect them." — Music teacher, London

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What Your Cancellation Policy Should Include

1. Notice Period Required

How much notice do clients need to give?

Best practice: Match your notice period to how long it would realistically take you to fill the slot.

2. Cancellation Charges

What happens if they cancel with less notice?

3. No-Show Policy

What if they don't show up at all?

Most service providers charge the full session fee for no-shows, as there's no opportunity to reschedule.

4. Your Cancellation Terms (Often Forgotten!)

What notice do YOU give if you need to cancel?

Pro tip: Including your own cancellation terms shows fairness and builds trust. If you expect 24 hours from clients, commit to the same yourself.

5. Emergency Exceptions

Nobody wants to penalise a client for a genuine emergency. Consider:

• "Genuine emergencies will be treated with discretion"
• Require some form of evidence for illness (self-certification is usually enough)
• First-time leniency for new clients

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Legal Considerations

For Individual Clients (B2C)

Under the Consumer Rights Act 2015, your cancellation terms must be:

1. Fair — Not significantly imbalanced against the consumer
2. Clearly communicated — Before they book
3. Proportionate — Charges should reflect your actual loss

What does "fair" mean in practice? Charging 100% for a no-show is generally considered fair — you've lost the income and couldn't rebook. Charging 100% for a cancellation made a week in advance might be challenged.

For Business Clients (B2B)

You have more flexibility with business clients, but terms should still be:

• Clearly stated in your contract
• Reasonable and proportionate
• Consistently applied

Source: Gov.uk - Unfair contract terms

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How to Communicate Your Policy

1. Before They Book

• Include in your initial enquiry response
• Add to your booking confirmation email
• Display on your website/booking page

2. Make It Easy to Find

• Don't hide it in tiny print
• Use clear, plain English
• Highlight key points (notice period, charges)

3. Be Human About It

Instead of:

"Failure to provide 24 hours notice will result in the full session fee being charged."

Try:

"I ask for 24 hours notice if you need to cancel, so I have time to offer the slot to someone else. Cancellations with less notice are charged at the full session rate."

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Sample Policies by Profession

For Tutors

Cancellation Policy

Please give at least 24 hours notice if you need to cancel or reschedule.

• Cancellations with less than 24 hours notice: Full session fee applies
• No-shows: Full session fee applies
• First-time leniency: Your first late cancellation will be waived as a courtesy

I will also give you at least 24 hours notice if I need to cancel, and will reschedule at no additional cost.

For Personal Trainers

Cancellation Policy

I understand plans change. Here's how cancellations work:

• 24+ hours notice: Free to cancel or reschedule
• Less than 24 hours: 100% of session fee
• No-shows: 100% of session fee

For outdoor sessions cancelled due to weather, I'll reschedule at no charge.

Create Your Custom Policy →

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Common Questions

Q: Will clients think I'm being harsh?

No. Professional clients expect clear terms. It actually builds respect and shows you value your time.

Q: Should I ever waive the fee?

Use your judgment. Genuine emergencies, first-time clients, and long-term loyal clients might warrant flexibility. But don't make it a habit.

Q: How do I handle a client who disputes the charge?

• Refer back to the policy they agreed to
• Stay calm and professional
• Consider a one-time waiver to preserve the relationship
• If they repeatedly violate your policy, it may be time to part ways

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Free Tool: Create Your Cancellation Policy

Don't start from scratch. Our free generator creates a professional cancellation policy customised for your profession.

Generate Your Cancellation Policy →

• ✓ Customised for tutors, PTs, music teachers, and more
• ✓ UK Consumer Rights Act compliant
• ✓ Download as PDF or copy to your website
• ✓ No signup required

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Related Tools

• Payment Terms Generator — Create clear payment terms for your clients
• Invoice Generator — Include your cancellation policy on invoices
• Session Pack Calculator — Calculate fair pricing for prepaid sessions

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Disclaimer

This article provides general guidance on cancellation policies for UK service providers. It is not legal advice. Terms that are unfair under the Consumer Rights Act 2015 may not be enforceable. For specific legal questions, consult a qualified professional.

Sources:

• Consumer Rights Act 2015
• CMA guidance on unfair contract terms

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Protect your income. Create your cancellation policy today.

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