I'm in the process of working out my fees etc for teaching the clarinet and just wondered if any of you create some sort of information sheet to give to the student and the parent stating things like fees, the student must pay for their own music, whether to pay for their lesson weekly/monthly etc. and maybe more importantly, the rules regarding cancellation of the lesson - whether it is by the teacher or the student.

Is this a good idea, does it work for anyone? Are there any important issue that should be included in such a document that might easily be overlooked?

Thanks!

Here is an example you can work around for your needs for Terms of Tuition.


http://www.rms-music.co.uk/agree.html#Fees

Best to be paid monthly in advance and the parents purchase sheet music. I always offer a trial period of 4 lessons and if the parents um and ah about the terms I don`t accept them. You will find you don`t have many last minute cancellations.I also charge for cancelled lessons,but it`s important to stress that you will always find another slot within the same week if you can.If you cancel and cannot rearrange the lesson you refund on the next bill.

Here's some extracts from what I decided to have in my "Information and Agreement" (my contract):

Please read through this information and the agreement it contains. We'll be able to enter into an agreement to have regular lessons by signing copies (one each) at about the second or third lesson do ask any questions at the first few lessons. Note: I conduct lessons within a relaxed, friendly and enjoyable atmosphere; this is simply the accompanying paperwork!

FEES are to be paid at the first lesson of each half term (for that half term's lessons) except by mutual special arrangement, and a receipt for a half termly payment is provided.

MOVING OR MISSING A LESSON & REFUNDS. A lesson may be MOVED if a mutually convenient alternative time can be found within the same week [Mon-Sat] or a lesson might be moved to a date further away, but such further dates remain at my discretion. If instead some lessons are MISSED, then the fees will be refunded for two lessons missed each term for whatever reason (weekly lessons). Otherwise the fee always remains payable, unless I myself cancel the lesson. If lessons are fortnightly, the fees will be refunded for four lessons missed over the academic year, for whatever reason, at a maximum of two in any one term. Unless arranged otherwise, REFUNDS are sent once per term, with the end of term progress report. In cases of TRAVEL THEN NO LESSON, that is, if I arrive but the lesson cannot be given, there is a set fee (equivalent to 10 minutes teaching) for my travel/trouble, paid instead of the lesson fee. The current fee is shown on the "Notification of fees and dates" sheet. The lesson can then be moved or missed, as usual. If it is missed and a refund is not available, then this fee does not apply, as a full lesson was paid for.

CANCELLATIONS. If I myself am ill (or very severe weather precludes travel, or I have statutory obligations such as jury service), and no mutually convenient alternative time can be found (within the same week [Mon Sat] or further at your discretion), then the lesson fee will always be refunded, in addition to the above refunds. I reserve the right to cancel two other lessons per student (or instrument) each academic year for reasons other than the above, and these would be refunded in addition to the above refunds.

DISCONTINUING LESSONS. To finish having lessons, I need to know in writing not later than at the first lesson of the last half term. Any later than this would make the next half term's fees payable (for the full number of weeks), in addition to the current half term. This gives me time to find new students and thereby maintain a living. Similarly, I would notify you in writing not later than at the first lesson of the last half term if I was to stop giving the lessons. Any later than this would mean I would teach the next half term's lessons (without taking any unnecessary cancellations). This gives you time to find a new teacher.

REDUCING FREQUENCY. The same notice as for discontinuing lessons needs to be given in order to change to less frequent lessons (if available), and the same conditions apply.

CHANGING THE LESSON TIME. (For fortnightly students, "time" means "time and week A/B", for this paragraph). Once lessons have begun at a particular regular time, that lesson time is yours to keep indefinitely if you wish (while lessons last). If I subsequently ask about other possibilities (to accommodate other students etc.) you may accept the change, at your discretion. Either you or I may enquire about changing the lesson time at any point, without notice, but you may always keep your current time. If the current lesson time becomes suddenly difficult for you, a mutually convenient time will be sought immediately at your request, but you are still liable for the fees to the same extent as when discontinuing lessons (see above).

(Bold added for this forum. These are just extracts - some of the more formal bits.)

You might want to see the ISM website to see their suggested agreement (if you can see it there) or ask an ISM member to show you one (I'm in Musicians union, not ISM).
Hope that helps. Good to get a few ideas, then see what suits your context and values and teaching environment etc.

Dom

Thanks for sharing your terms with us.Here`s mine.I don`t get them to sign anything.After the trial period is over and they start paying they have accepted the terms.It`s called a Simple Contract.Worked well for me since the 1980`s.

Payments must be made on the first lesson of each month for 4/5 lessons for as long as tuition is required.

Cancellation of lessons If a lesson is to be cancelled a minimum of 24 hours notice must be given by or on behalf of the pupil.If no alternative time can be arranged within the same week,no refund will be made for any advance fee paid in respect of such lesson.Likewise if I cancel and the lesson cannot be rearranged I will refund the such lesson.

Holidays There will usually be no teaching on Bank Holidays,Good Friday,Easter Monday or at Christmas. There is no charge for 2 lessons given with 4 weeks notice in the Summer Holidays.If more lessons are cancelled eg extended hols,a retainer fee is required-otherwise the time of the agreed lesson cannot be reserved.

Lesson time I reserve the right to change an agreed time of any lesson to a more convenient time,but only with the full agreement of each party eg summer hols,extra pupils etc.

Fees 4 weeks advance notice of fee changes will be given by me.

Notice 4 weeks notice must be given if tuition is to be discontinued.Pupils may pay for 4 lessons and reserve the right to accept tuition up to that point of notice. If tuition is to be terminated immediately payment in full for 4 lessons is required.I reserve the right to terminate lessons at any given time.

Trial period commencing...blah,blah,blah...

It`s best to keep them concise I find.I still have the 1% that try it on,especially with the Notice period,but if the pupil terminates in the middle of the month and has paid 2 lessons in lieu I won`t bother.However,if they are rude,disrespectful and treat me like I`m an idiot (what terms of tuition are you talking about Mrs DM?) I will sue the a**e off them and I have Then they end up paying costs,interest and my travelling expenses aswell as the fee owed.Oh and a CCJ perhaps. I know the ISM recovers lost fees for its members.

i charge my lessons 4 weeks in advance. if they are ill then add a lesson on, but if they go on holiday i charge them half. if they dont turn up then charge is in full.