A verbal agreement is not a contract. Most tutors avoid putting things in writing because it feels formal or like they are signaling distrust. What it actually signals is professionalism — and it protects both you and the student when expectations diverge. Here is what every tutoring contract needs.
What every tutoring contract must include
A solid tutoring agreement does not need to be long — it needs to be specific. The clauses that matter most are:
- Session rate and payment terms: hourly or package rate, due date, accepted payment methods
- Cancellation policy: how much notice is required and what happens if it is not given
- Rescheduling policy: how many reschedules per month are allowed without penalty
- Scope of services: what subjects and levels you cover, and what you do not
- Communication expectations: how and when you are reachable outside sessions
- Termination: how either party ends the arrangement with reasonable notice
How to write a cancellation policy that actually works
A cancellation policy only protects you if clients know about it before they sign and if you enforce it consistently. The most workable approach for tutors is: cancellations with 24 hours' notice are rescheduled at no charge; cancellations with less than 24 hours' notice are charged at 50–100% of the session rate.
State this clearly in writing before the first session. Most clients accept it without pushback. The ones who do push back are the ones who would have cost you sessions anyway.
Upfront packages eliminate most payment problems
The most effective billing structure for tutors is collecting payment before sessions occur. A five- or ten-session package collected upfront removes the awkwardness of chasing invoices entirely. Clients who have prepaid are also more motivated — they have skin in the game.
Include refund terms in your contract for unused sessions. A common policy: unused sessions are refundable within 30 days of purchase, not after. This limits liability while being fair to the client.
How to get contracts signed without friction
A contract that sits unsigned does not protect you. Use a digital signature tool — DocuSign, HelloSign, or a built-in feature in your CRM — so the friction of signing is close to zero. Send the contract as part of your onboarding flow, before the first session is confirmed.
Threecus lets you track whether a contract has been sent and signed alongside the rest of your student records, so nothing falls through the cracks. Read our full guide on managing tutoring students for the rest of the onboarding process.
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