How to write your terms and conditions for learners

Get the basics down in black and white

Your terms and conditions are a crucial agreement between you and your learners (or their parents). Think of it as a contract that clearly lays out the rules of engagement, preventing future misunderstandings about payments, cancellations, and how you'll work together. A clear, fair set of terms protects your income and professionalism, while also giving your clients confidence and clarity before they commit.

What to include in your terms and conditions

While you don't need a law degree to write your terms, you do need to cover the key areas where problems most often arise. Make sure your document is easy to read and clearly explains the following points:

• Payment Terms: State exactly how much your lessons cost and when payment is due (e.g., monthly in advance, within 48 hours of the session). Specify which payment methods you accept (e.g., bank transfer) and outline any consequences for late payments.
• Cancellation Policy: This is one of the most important sections. Define your required notice period for a client to cancel or reschedule a lesson without charge. A 24 or 48-hour notice period is common. Be explicit about what happens if they cancel late – for example, the session may be charged in full. It's also good practice to state your policy if you have to cancel, such as offering to reschedule at the earliest opportunity or providing a refund.
• Communication: How should clients contact you for different reasons? You might specify email for billing enquiries and a dedicated app or messaging service for quick updates about lessons. It can also be helpful to state your general 'office hours' to manage expectations around response times.
• Expectations for Conduct: Briefly outline what you expect from the learner. This could include arriving on time for sessions (whether online or in-person), expectations around completing any assigned homework, and general rules for respectful behaviour.

Top tips for your terms

A good agreement is balanced. While it protects your business, it should also be fair to your clients. An overly strict or one-sided policy might put potential customers off before you've even started.

Keep these best practices in mind:

1. Keep it Simple: Avoid complicated legal jargon. Write in plain, straightforward English that anyone can understand. The goal is clarity, not confusion.
2. Get it Signed: Don't just email the document and hope for the best. Ask the parent or adult learner to sign a copy or reply to an email stating they have read and agree to the terms. Do this before the first paid lesson begins.
3. Review it Annually: As your business grows, your needs might change. Review your terms and conditions once a year to make sure they still work for you and accurately reflect how you operate.