I've finally got a draft copy of my terms and conditions ready. What do you think? Any advice gratefully received.


1. Lessons take place once a week and are charged at ?x per half hour.

2. A student will begin lessons on a four week ?trial period? where payment is due weekly. If at the end of this time the student and I both agree to continue lessons, students will be issued an invoice every four weeks and payment will be due at the start of each four week block. Cash, cheque or bank transfer is accepted.

3. I follow the Falkirk Council schools timetable;
Autumn Term: 21st August- 11th October (7 weeks)
Winter Term: 22nd October - 21st December (9 weeks)
Spring Term: 8th Jan - 28th March (11 weeks)
Summer Term 15th April - 28th June (10 weeks)

and lessons will take place every week during these times.
Lessons can also be scheduled in the holidays (when having an hour-long lesson will earn a 30% fee reduction). I recommend that during the summer holidays students have at least two lessons.

4. One cancellation is permitted each term. Thereafter, if a lesson is cancelled it must be rescheduled or forfeited.

5. If I have to cancel a lesson, I will reschedule the lesson to another time or carry the lesson over to the end of the block, whichever is preferred.

6. I will purchase students? theory books and other books when necessary, and add the cost to the next invoice.

I wondered about putting something in about my expectations of practice, commitment etc, but wasn't sure.

Edit: question about swearing removed

I'm a Christian and have been upset by the language of a very small minority of pupils (mainly adults) as the lessons are in my house. Would it be appropriate to state 'no blasphemy' in my terms and conditions? I explained my viewpoint to one adult pupil after a few weeks of lessons, as she blasphemed quite often in the half hour, and she took offense and never came back.
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Your house - your rules. Though you may lose some pupils as you know. If the bBC can require their speakers not to use certain words, I don't see why you can't!

I used to allow one cancellation per term, but then my accountant pointed out that if every student of mine cancelled one lesson per term, I would be losing a small fortune every year. Say you have 20 students coming for a half hour lesson at ?15, then if they all miss one lesson per term, that's ?300 you lose a term. Times it by the three terms as you are allowing them to do it three times a year and you have lost ?900 over the whole year.

Yes, I agree with Lorraine - why allow any cancellations? According to your term dates you are teaching for 37 weeks, giving you 15 non-teaching weeks already. At the risk of sounding somewhat draconian, my T & Cs state that all lessons during term time are charged for, and that this includes lessons missed through illness. In real life, I do of course allow for some flexibility and discretion - one pretty soon develops an instinct about who is reliable and who is trying it on. I also offer lessons during the holidays when I'm around, and most students end up having around 40 lessons a year. Holiday lessons are at normal rate - again, why give a discount for the same service? Not many of my younger students would last for an hour!

As for the blasphemy thing - maybe a raised eyebrow and/or a polite request to moderate the language might work better than a written statement? I would find this rather odd, if I were starting with a new teacher. Not that I tend to swear all the time or anything...

Just wondering if you could add that in the case where it is you who cancels the lesson, if you are unable to reschedule or carry over the lesson you would refund the cost of the lesson. I'm sure there must be some times when you won't be able to reschedule.

I think this is very difficult. Even with such a 'policy' in place, I'm sure you'll never stop all swear words slipping out! From a personal perspective, both as a teacher and potential pupil, I'd feel uncomfortable with this kind of policy. I think if people were doing this deliberately to cause offense to you, then yes, I'd want to do something about it, but I'm not sure this is the case. I can see why your pupil took offense and didn't return. I think this policy has the potential to cause a lot of damage to the way you're perceived as a teacher so I'd think long and hard about whether this is the best way to proceed. I fear that if you 'sell' this policy as a Christian viewpoint, it will only make matters worse. One solution might be that you simply have some studio rules which include 'no swearing'. These could simply be displayed in a non-threatening way, but at the end of the day, you'll never stop everyone.

I probably wouldn't mention blasphemy in the Ts and Cs - sometimes people (especially adults) get frustrated with themselves in lessons and say "Jesus!" or something under their breath - they don't mean any offence. If it were a more serious combination of religious words and swear words you could just deal with that as it happens - the vast majority of pupils wouldn't behave like this anyway. Just don't take on Gordon Ramsay!

I definitely wouldn't allow any cancellations - allowing two to be rescheduled per term would allow for sickness and special occasions.

I wouldn't do the holiday reduction thing (it sounds a bit like Tescos), but commitment to practice definitely put in, especially the responsibility of parents to ensure that this takes place, with recommended times for each grade. I expect you've seen my practice thread - I'd be inclined say any of the following:
1) Instrumental lessons require serious commitment from all concerned - this is a serious hobby needing hard work and dedication - rewarding, but not fun in the usual sense of the word.
2) If the child already does more than 2 after school activities, this is unlikely to work.
3) Weekly lessons alone are not sufficient to achieve progress, and to write something very firm like "I understand that if I don't ensure that practice in done, I will be wasting my money".


Good luck anyway!

Here are mine, adapted from the MU

1. Fees ? Lesson fees are subject to annual review
2. Missed lessons ? Any lesson missed by the student shall be paid for unless otherwise agreed with the teacher (prior to the start of each term). If the teacher is unavailable to give any scheduled lesson, the lesson will be carried forward to another date. If this is not possible, any fee already paid will be refunded or used to pay for a future lesson
3. A decision to discontinue lessons may be taken by the student/parent/guardian in which case one month's written notice shall be given. In the event that the student discontinues lessons with insufficient notice, the student/parent/guardian will be liable to pay fees for those lessons not taken during the notice period
4. MU members are insured personally in respect of legal liability that may arise following injury or damage to members of the public. The limit of indemnity is ?10 million
5. It is important to note that whilst a teacher will use his or her best endeavours to ensure the student makes satisfactory progress, this cannot be guaranteed. In particular, careful regular practice as advised by the teacher is a prerequisite of success on a musical instrument

I don't refund or reschedule cancelled lessons (except for funerals or something else important) unless they inform me before the start of term. So holidays and things like that are ok. Then I can sometimes swap lessons around or at least squash them up so I'm not hanging around waiting for my next student.

As for the blaspheming. I do use rude words when I'm a student (usually limited to the three letter word we use for a number 2!). However terms like Oh God etc I don't see as problematic so I wouldn't realise I was upsetting anyone. I would like to know if I needed to amend my language and wouldn't take offence. However, in writing is a bit severe. I would probably react quite well to a friendly "mind your language" or "language Timothy!". I'd probably think it was a joke but I'd remember to try not to in future.

Re. the blasphemy (which I assume is along the lines of "Jesus!" or "Oh God!") - you might try a more humorous approach, such as "I'm afraid, even as a devout Christian, I suspect that prayer is unlikely to be as effective as practice and better concentration in this instance, wouldn't you agree?"

Looks like you have the bases covered, these are my comments:



Worth specifying that these dates are for the 2012-13 session and either you will provide a printout of the new session details each year or where people can get them. Be specific about bank holidays, you state the term dates but do you teach on Mayday, for example? People will come to all different assumptions if you don't spell it out.



I'm afraid I don't find that clear - those who normally have an hour lesson in termtime will get 30% off a holiday lesson? Or if they book an hour during the holidays they will get 30% off the cost of 2 half hour lessons? I don't get what you mean. Perhaps that could be a little bit clearer.




Are you able to give any idea what this will cost? Of course it will vary student to student, but if I saw that in my daughter's lesson contract I'd want to know the teacher wasn't just going to go mad purchasing everything they like and sticking me with the bill. We have heard tell on this forum of teachers who ask for an expensive volume to be purchased then decide not to play the music after all.



It might be better as a separate document where it makes more impact: These are your financial T&Cs, you have to sign that one, this is your practice commitment, you have to sign this one too. Makes both documents seem less overwhelming if they are separate.



I sort of agree more with the humour route suggested. You could put something in the T&Cs in general reminding people to conduct themselves as if in a business/school environment. For the blasphemy thing, it's rather hard for non-religious people to get a handle on it. I am far less likely to do it if I'm aware I'm in a religious environment, so a nativity scene or large cross directly above the piano and a few bible verses on the wall would be a more subtle way of telling me this is not a place where I can exclaim in that way.

A large cross and a few Bible verses might also put more than a few people off signing up at all! (presuming you're not actually teaching in a place of worship?)

I agree with SG in essence, although not especially bothered by the - usually mild - swearing that students come out with. If the language were stronger, it might prompt me to say something, perhaps along the lines of finding a more appropriate way of expressing themselves - but said humorously. One student, on discovering that I am a Lay Reader, immediately began apologising for his "rather ripe" language!

I can quite see the "your house, your rules" perspective, but on the other hand, our students pay us to teach them music, and I feel that (to a certain extent at least) that requires us to take them as we find them. Different people adopt different policies on language issues. But suppose you taught them at their own house? Would you feel equally offended then? If you are going to adopt your own rules in your own house, could you really ask them (if the situation arose) to moderate their language in their own homes?

Just my take on this. Probably we will all have slightly different ideas on what we find acceptable.

I really wouldn't offer a fee reduction for lessons in the holidays!

The terms and conditions are a legal and financial agreement, and as such I don't think it's appropriate to include anything about blasphmeny in it. Not without having a lawyer draft a long definition of what you actually mean by the term...

However, the T&Cs should include that you can terminate lessons with (e.g.) X weeks' notice for any reason.* You can then have a separate 'code of conduct', or 'house rules' if you prefer, including whatever expectations of behaviour you have for all pupils, and can terminate lessons for people who do not follow them.

* Note that this does not supercede equality law: as you are selling a service, you are required to provide that service equally, irrespective of customers' gender, race, age (if 18+), disabilities, sexual orientation, or religion & belief.


I had one sixth-former, in the final lessons before her Grade 8 exam, play through an exquisite slow piece by Britten which she'd really got to grips with well. At the end, we both paused for a moment, and I then broke the silence with "Kate, you played that absolutely wonderfully, but have you any idea how many times you said 'F-ck'"?

Thanks for all the replies; it helps to get other perspectives in order to realise which issues are most important to me.

Just to clarify a few points:

I only teach Tues and Wed afternoons so bank holidays are not relevant.

At the moment I only teach half-hour lessons so the hour long lesson woold be a double lesson. I have been doing the reduced rate for a double lesson in the summer holidays on and off for a few years and it works for me. I like the longer lesson; it's more relaxed and I get a bit more money. But I suppose other teachers factor in these long holidays to their hourly rate?

The terms and conditions are finance based; I can see that now. So putting practice expectations or language rules in would not be appropriate. I had a small wooden bible text above the piano before and I think that's probably enough; since we moved I haven't got round to putting it back up.

I have a library of books (well, a Really Useful Box drawer tower (great product)) that I lend out to pupils; probably the only books they would be paying for would be exam or theory books. I will make this clearer.

I'm putting these T and C's in place because of one family; the vast majority of my pupils do not miss lessons. I understand what everyone is saying regarding the cancelled lessons, but I prefer to keep it as one allowed a term and then I don't have to make the decision which some of you have to- will I waive the fee this time or not?

I'm afraid not! If you have particular expectations of choice of language, ones which even some vicars I've known would trip up on when in 'informal' mode, you'll need to be very clear.

No, I mean that I've made my faith known in an unobtrusive way, and it's up to each individual to behave as they feel is right. I realise that my house is also my place of work and I can't be so obdurate when I'm providing a service. The comments have helped me see this.

When a swear word "pops out", usually from an adult or a teenager, we all just laugh. It's not meant to offend and there is a big difference between that and purposely shouting the word AT someone. Yes, it's your house, but you cannot limit people as to what they may say. I would think putting that in terms and conditions would appear controlling and would have me, for one, running for the hills! Many non Christians/non religious people don't consider blasphemy to be swearing.

I agree with the others about not giving the discounts and allowable cancellations - you must be cutting things a bit thin as you are adhering to school term times in the first place. Has anyone asked for these? No one has ever asked me for a discount in 20 years and I have never offered one. I think your time is worth the full price.

I have to agree, and despite being my suggestion, including it in 'house rules' would have a similar reaction. Nonetheless, as long as you're aware that it could reduce your potential client base and are comfortable with that, by all means go ahead.


Indeed, and many people (both non-religious and religious) don't automatically consider interjections consisting of religious names to be blasphemous.

I've removed the blasphemy bit on my opening post because I've decided not to go any further with this issue on my t's and c's and I don't want the thread to be flooded with comments on it.

Please continue to give other advice though!

And feel free to post your own terms and conditions! Thanks, ExpressYourself.

Sometimes it helps for people to think they are getting something new and extra, if you put the discount in your T&Cs people expect it. It might be advantageous to use that one verbally when someone is talking about booking a holiday lesson - you can have half an hour at the usual price or do you want to come for an hour at [discounted price] instead? I think you'd sell more hour lessons that way, and if you find it is not financially viable you can drop it without having to change your T&Cs. The T&Cs should be your basic non-negotiable expectations: You will have to pay me. You will have to come. You will have to give notice of cancellations. In exchange for your money you expect to get this service. Anything on top is, as our US friends would say "just gravy". It sounds more special when offered to people on the spot, and there are many studies in retail environments which support that idea.

One other minor thing - are holiday lessons pay as you go?
Just looking at it from a "new pupil" angle and they may be a bit scared about holiday lessons if they don't realise (I would be).

Obviously parents could ask you these things but my mum never spoke to my music teachers and if I forgot to tell her (highly likely) she wouldn't know unless it was written down (and I'd be more likely to remember).

Yes - agree with this. I often do it when exams are approaching, by offering to extend the lesson by 10 minutes but without increasing the fee, for whoever needs some extra time here and there. Parents are often mildly surprised and always grateful.

I think you need to be clear from the outset whether holiday lessons are the norm or not. I work right through and everyone comes, unless they are away themselves, or are boarding in the area during term time only. Colleagues who offer ad hoc holiday lessons don't find it too successful. Some want them, some don't and some of those who agree to come forget. If you are only going to have a handful it perhaps isn't worth organising your time around the few who do want lessons. Thar's up to you, of course. I just think it's easier to have a clear policy.

Ok folks, here's the new and improved version!

Terms and Conditions 2012/2013

1. Lessons take place once a week and are charged at ?x per half hour.

2. A student will begin lessons on a four week ?trial period? where payment is due weekly. If at the end of this time the student and I both agree to continue lessons, students will be issued an invoice every four weeks and payment will be due at the start of each four week block. Cash, cheque or bank transfer is accepted.

3. I follow the Falkirk Council schools timetable, which for the next school year is;
Autumn Term: 21st August- 11th October (7 weeks)
Winter Term: 22nd October - 21st December (9 weeks)
Spring Term: 8th Jan - 28th March (11 weeks)
Summer Term 15th April - 28th June (10 weeks)

and lessons will take place every week during these times.

4. Lessons can also be scheduled in the holidays for those who wish it. During the summer holidays it is recommended that students have a minimum of two lessons, to retain some continuity. A Holiday Lesson Form will be handed out in the summer term for parents to complete.5. One cancellation is permitted each term. Thereafter, if a lesson is cancelled it must be rescheduled or forfeited.

6. If I have to cancel a lesson, I will reschedule the lesson to another time, carry the lesson over to the end of the block, or refund the fee, whichever is preferred.

7. I lend out freely the books each student requires. However, from time to time I will purchase students? theory books, exam books and any others if necessary, and add the cost of the purchase to the next invoice.

Looks good to me accellerando. I'd just take out the book lending bit - people should expect to buy their own books - wait and see who the reliable and careful ones are before lending out your stuff or it will cost you a fortune.

As a parent, I wouldn't want my children's teachers buying books for them without a) giving me an idea of cost and b) asking if I wanted to get it myself.

I have bought a lot of music for my children, at their teachers' request, but sometimes I already had what I was asked to get, and would have been annoyed if I had been presented with a bill for something I didn't need.

I maker it clear that books need to be bought from time to time and I generally give a few weeks warning when a new book is going to be needed. I do lend books out but only where I don't intend to use more than one or two pieces in the book.I also let people know that it's common to have more than one book in use at a time.

Thanks, Norway!

I've been teaching for years but am onl now writing out my terms and conditions, so things like lending out books are well established ways of working.

From experience as teacher and pupil;

You say Monday holidays are no issue but what about bad weather (like December 2010 or when 'essential journeys only' messages are being given)

Also this would work well with children at school, but what about adults who need flexible times? Certainly my recent lessons have been very ad hoc - as little as once a month in some cases.

Same here Accell. - I'm heading towards Ts and Cs too - thanks for sharing yours.

Neil.Clarinet

I've got a few adult pupils but they come in the evenings or at off-peak times, so (whisper) I'm not actually giving them the terms and conditions because as you say, they tend to be more ad-hoc, and I look on the money from adult pupils as more of an extra, whereas I rely on a constant income from my young pupils and I have to get my two toddlers babysat at these times so I'm paying out for that.


Don't all come down on me like a ton of bricks now!

I let adults come pay as you go if they are unable to commit to weekly lessons.

I think my teacher looks at it this way too - I don't know if she has formal terms and conditions for her "regulars", but her adult students tend to come as and when, and pay in advance as and when as well.

Well, handed my T's and C's out to the family that caused me to write them, and got them back signed at the end of the lesson without a murmur!

Excellent!

Goodness, no. I'm a Christian too but i think that is VERY ott, each to their own. If people do it a lot, its their problem and has no reason to offend or upset you really but if you dont want to hear it in your house, which is fair enough, just as a passing comment say 'hey, language!' or something.


Sorry if i seem harsh, it just bugs me so much when people expect others to change their behaviour because of someones beliefs - its obviously rude to use very bad language but I personally wouldn't want anyone to act differently around me becauce I'm a Christian. I don't see why you should be upset by other non-Christians blaspheming? :S
But each to their own, i don't want to cause any upsets and you have to do what makes you most comfortable as it is after all your own home, just confused as to the necessity of it all

But other than that I think your T+C's are very good, and very clear

I like your revised Ts&Cs Accellerando, with maybe a slight reservation at advertising lending out books.
I lend them too (and keep a record), but I prefer just to do this at my discretion rather than have it expected
of me.
I've found it really helpful seeing other people's T&C layouts - thanks!
Am a christian but would not put in anything about blaspheming, preferring to make a light hearted comment if I felt it to be necessary.

I wonder whether it may not be a bad idea to make mention of it if it is genuinely important to you? I might be alone here but if I used a phrase which you considered to be blasphemous in a lesson and was 'told off' for it, I would certainly be leaving. I understand that, as a Christian, you view this differently, but most people I know wouldn't consider that to be swearing at all. It might indicate a fundamental mismatch in teacher and student relationship - not that either one is wrong, but that it just might be incompatible.

Lessons can sometimes be a bit stressful when you're really working hard at something difficult and, if you're like me, the odd swear word can pop out! It just goes again to show how important it is to find the right teacher.

I agree though that those T & Cs look very fair and I'd be happy with those as a student.

So would you think it out of order to be asked politely not to use the 'f' word?

Of course not. But I think being asked not to blaspheme, by which I presume we mean saying things like, 'Oh, God' when we mess up, is another matter. I'm not saying the OP is wrong, I'm just saying that it's quite a strong position to take and might cause potential friction and, if it's something that they genuinely feel extremely uncomfortable with, it might be worth mentioning. Edited to add: I think what I mean is that most of us wouldn't use the 'f' word in a lesson (unless we had a particular relationship with the teacher which meant we felt comfortable to do so!) but a considerable amount of us would probably use phrases which might be considered blasphemous by some, and probably wouldn't think a lot of it.

Being asked specifically in advance not to blaspheme could make a student tense or nervous with fear of saying the wrong thing. At worst, it could make them more likely to blurt out "Oh God" and then feel awful and uncomfortable about it for the remainder of the lesson and perhaps even subsequent lessons.

I highly doubt there would be anyone who would use that word or anything similar But gosh of course not, if I ever said that I would definitely expect to be told not to say it! But we were talking about blasphemy or a bit of bad language, not foul language

I did a mock exam with another teacher's student, an adult in his twenties. He was reasonably nervous being put under pressure with an unfamiliar teacher but he got through most of the exam fine until one piece where he kept messing up the ending and said quietly but still loud enough to hear "For f---'s sake!". Afterwards when reflecting on the 'exam' experience with him, I said "do try your best not to swear in the actual exam!" and he looked confused and said "I had absolutely no idea that I swore!" and he was most apologetic. I didn't issue him a stern warning never to use that kind of language again as it did not bother me, but I just thought it interesting that he had no idea that he had said it, which just goes to show what happens when you are under pressure, whether it's in an exam or just in a weekly lesson.

I took the bit about blasphemy out of my original post so that my thread about Terms and Conditions wouldn't be overtaken by precisely this topic, as I could see the trend.

Hey Ho.

To me, someone using 'C h r i s t' as a swear word, is harder to hear than 'f**k'. Even now, I'm feeling very uncomfortable as I type this, but I'm not going into all that.

I understand what everyone is saying, and I've accepted that there are some parts of my piano teaching that are difficult, and hearing these words in my home is up there at the top. Actually, the person who used the worst one is a parent, but I have an adult who says 'Oh G**' a lot, and I think I'll just have to try and tune it out rather than saying anything.

Thanks again to ExpressYourself for being the only one topublish your terms and conditions on here!

For what it's worth I agree. Your third paragraph, that is.

It's not unusual for an enquirer (=first phone call) to exclaim ' Oh my God' when I inform them there are no vacanciies, or that there is a waiting list. I find this offensive - especially as they do not know me.

A swear word in the middle of a lesson I would mind less.

I guess this is a difficulty of working with adults. I teach 11-18 year olds and it's much easier to pull them up on stuff - though the older ones' language does get a bit interesting round exam time!

I know I was one of the people who brought it back to the blasphemy; I hope it's not come across like I was criticising. I understand where you're coming from, which is why I genuinely wondered whether your instinct was correct to put it in your T&Cs.

Either way, it's sorted now and it looks like you have a good set of T&Cs for prospective pupils.

I feel the same way.

As for Ts & Cs, I don't have any at the moment so I can't post mine, but I'm planning on creating some in the near future so it's been helpful to read people's suggestions and comments. Seems like you've got yours sorted, so well done!

First draft, any suggestions gratefully received. I may move the order of bits around and/or number them later but this is the basic text. It comes to just under 1 A4 page so not too long I hope:


Lessons take place once a week throughout the year, for 48 weeks of each year. The remaining 4 weeks are taken as holiday at the teacher's convenience, with at least one week at Christmas and one week at Easter.

The cost of lessons is ?X per half hour or ?X*2 per hour. 4 weeks' notice will be given of any increase in fees.

Lessons must be paid for every 4 weeks in advance by cash or cheque. Cheques should be made payable to (me). Any late payments or returned cheques will result in a ?10 additional fee. Examination fees must be paid in full by the entry date or the entry will not be made.

Students must give a minimum of 24 hours' notice of any absence; the lesson may then be rescheduled at the teacher's convenience. Lessons missed with less than 24 hours' notice will not be rescheduled and must be paid for. Any lessons which must be cancelled by the teacher will be rescheduled or credited on the next bill if this is not possible.

Students are expected to practise daily, ideally for a minimum of 30 minutes. Without regular practice, progress will not be made and the teacher cannot be held responsible for this. Parents should supervise young children when practising to ensure the work set is completed, though parents are not expected to make corrections. Piano students are expected to maintain a similar level of theoretical knowledge to their current playing standard and complete any written work set each week.

Students are expected to purchase sheet music, examination books and other study materials as recommended by the teacher. Students should be aware that photocopies may not be used for examinations.

Parents may attend lessons if they wish; if they do so they are asked to sit quietly and to not use mobile phones or otherwise distract the student. Siblings should not be brought to lessons under any circumstances.

Students and parents are asked to behave respectfully at all times. Any abusive or threatening behaviour will result in immediate termination of lessons and no refund will be given for outstanding lessons if this occurs. Any breakages or other damage to the teacher's property must be paid for.

Students wishing to terminate lessons must give a minimum of 4 weeks notice and the final 4 lessons must be paid for; no refund will be given if these final lessons are missed or cancelled.

Piano students should have regular access to an acoustic or digital piano (88 weighted and touch-sensitive keys with a sustaining pedal). An electronic keyboard is not suitable for lessons beyond 6 months and lack of access to an appropriate instrument will impair the student's progress.

The teacher may terminate lessons at any time if these terms and conditions are not met.