A tutor cancellation policy needs four parts. These are a notice window, a late charge, a way to cancel and a no-show rule. Two platforms we checked set the window at 24 or 48 hours. MyTutor uses 24 hours for private lessons, and PMT Education uses 48 hours. Below are seven examples to copy and the legal limit on what you can charge.
What a tutor cancellation policy must cover
PMT Education's guide says a policy should clearly state your notice period and exactly what counts as a late cancellation. It also lists the other parts. So your tutor cancellation policy should answer six questions:
- How much notice do you need?
- What do you charge when notice is short?
- How should parents cancel?
- How do you treat a moved lesson?
- When does a missed lesson count as a no-show?
- What happens when you cancel?
So each example below answers one of them. Together they make a full policy.
How real platforms set the notice window
Platforms agree on the idea, but not the number. Here is what each one publishes, as checked on 17 October 2026.
| Platform | Free cancellation | Inside the window |
|---|---|---|
| PMT Education | More than 48 hours | Tutor charges 100%, 50% or 0%. A late reschedule counts as a late cancellation. |
| MyTutor (private lessons) | More than 24 hours | Parents cannot cancel, so they are charged. A refund is up to the tutor. |
| Tuteria Flexible | 6 hours | First hour goes to the tutor. |
| Tuteria Moderate | 12 hours | First hour plus 10% of the remaining hours. |
| Tuteria Strict | 24 hours | First hour plus 20% of the remaining hours. |
For a weekly lesson, 24 hours is a fair default. That is our own view, not a rule. For exam season, when a freed slot is hard to refill, 48 hours is easier to defend.
7 tutor cancellation policy examples to copy
Each wording below is our own draft. We built them from the structures in the table. So change the numbers to suit your pricing.
1. The 24-hour standard
This is the simplest option, because it has one window and one fee. PMT Education lets tutors charge 100%, 50% or nothing inside the window, and half is a common middle ground.
Lessons cancelled more than 24 hours before the start are free. Inside 24 hours, I charge 50% of the lesson fee. Please cancel by email.
2. The 48-hour exam-season policy
Use this when you are close to full. That is because a longer window gives you time to offer the slot to someone else.
From March to June, I need 48 hours' notice to cancel a lesson. Inside 48 hours, the full fee applies, because I cannot refill the slot.
3. The tiered policy
Tuteria lets tutors pick a flexible, moderate or strict policy, each with its own window. You can fold that idea into one policy with steps.
Cancel more than 24 hours ahead and there is no charge. Between 12 and 24 hours, I charge half. Under 12 hours, I charge the full fee.
4. One free reschedule a term
PMT Education treats a late reschedule like a late cancellation. Instead, a single free move is kinder, and it keeps loyal families happy.
Each term you may move one lesson at short notice without charge. After that, I treat late moves as late cancellations.
5. The illness and emergency clause
PMT Education's page says the decision depends on the circumstances. Say so in writing, so you are never forced into a fee you do not want to charge.
If your child is ill or there is an emergency, tell me as soon as you can. I decide case by case, and I may waive the fee.
6. The no-show rule
PMT's guide says to define when a student counts as a no-show. Fifteen minutes is our suggestion.
If your child has not arrived after 15 minutes and I have heard nothing, the lesson is a no-show. The full fee applies.
7. When you cancel
However, a policy that binds only parents looks one-sided. MyTutor asks tutors to cancel more than 24 hours ahead. Otherwise they must offer a new time, and the family gets a refund if it declines.
If I need to cancel, I will give you at least 24 hours' notice where I can. I will offer a new time. If it does not suit, I will refund the lesson.
Keep your tutor cancellation policy fair
Yet a fee is only enforceable if it is fair. GOV.UK says cancellation charges must be a genuine estimate of the business' direct loss. A business must also take reasonable steps to cut its losses. In other words, you should not charge in full for a slot you refilled.
The Competition and Markets Authority's unfair contract terms guidance was last updated on 22 July 2026. Its wider guide to unfair terms is also plain about prepayments. Terms that make prepayments non-refundable whatever the reason are unlikely to be fair. So keep your fees proportionate, and write them down before the first lesson. This is general information, not legal advice.
Put your tutor cancellation policy where parents will see it
A policy only works if parents read it before they book. So add it to your website and booking page. Then repeat it in your first message. Our guide to moving a tutoring business off WhatsApp shows how. For the wider rules, see how to write a no-show policy and the calendar no-show tracker.
Meanwhile, a booking tool can carry some of the load. Aasure gives you a branded booking page and a website you edit yourself. Parents can cancel and reschedule from the page, and it emails confirmations, plus reminders once you switch them on. A waitlist lets you offer freed slots to families who want one. However, Aasure sends email only, not text or WhatsApp. Card payments and deposits are coming soon, so you record payments by hand for now. See Aasure for tutors for the full picture.
Pick one example, paste it into your next booking confirmation and tell your current families this week.
Let parents cancel and rebook without messaging you.
In Aasure, parents cancel and reschedule from your booking page. The system emails confirmations, plus reminders once you switch them on. Every feature is on every plan, with 0% commission and no setup fee. The first 200 sign-ups get a 60-day free trial. After that, every plan starts with 30 days. You need no card.
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