Lesson rescheduling and cancellation policy

How to prepare this template

Replace every field in square brackets. The rules must match your terms, contract, payment model, and the way your school actually manages lesson balances.

Policy text

1. How to report a change

If a student cannot attend, notify the school at least [12 / 24] hours before the lesson through [communication channel]. A message sent privately to the teacher [does / does not] count as notice unless an administrator confirms it.

2. Rescheduling with enough notice

When notice arrives on time:

• a one-to-one lesson [is rescheduled / returns to the lesson balance];
• a missed group lesson [is not rescheduled / is covered by a recording or materials / other];
• a new time must be chosen from the teacher’s available slots within [period].

3. Late cancellation or no-show

If notice arrives after the stated deadline, or the student does not join, the lesson [is deducted from the balance / is charged at …]. [Role] may approve an exception for an emergency after reviewing the request.

4. When the school cancels

If the school or teacher cannot run the lesson, the school will:

1. notify the student through [channel];
2. offer a new time or a substitute teacher;
3. leave the lesson on the balance until it is delivered.

5. Late arrival

When a student arrives late, the lesson still ends at the scheduled time. If the teacher is more than [number] minutes late, the school will [extend the lesson / add time / agree another remedy].

6. Technical problems

The person experiencing a connection problem should message [channel] immediately. A reschedule depends on whether the connection could be restored and whether a meaningful part of the lesson was delivered.

7. Effective date

This policy applies from [date]. The school provides it before the first payment and gives [notice period] notice of changes through [channel].

Check before publishing

• Every bracketed field has been replaced.
• One-to-one and group lessons are covered separately.
• The policy matches the real balance and billing settings.
• The team knows who may approve an exception.
• A lawyer familiar with the laws in your market has reviewed the final text.