I am getting quite annoyed with one of my pupil's parents who often change their child's lesson time and fairly frequently ring at short notice to cancel it. I do my best to be flexible and change the lesson day or time but it's getting a bit silly now. The parent is really nice and I don't think appreciates how difficult it can be to alter lessons.

Do any of you charge for missed lessons, if so, after what sort of notice, what about emergencies etc?

Do you charge for pupil's holidays taken?

I see some of you issue contracts - how could I word one to do with charging for missed lessons etc. Is there a pro forma anywhere (I don't belong to an organisation) on the internet do you know?

Sorry to rant but I want to take on more pupils soon and I can't put up with this when that happens and I hate to ask for money for missed lessons.

Please help

Yes, you should certainly charge for missed or late-cancelled lessons.

Perhaps you can point out to the parents that you reserve the time for their child on a termly basis, and as such can't offer that time to anyone else, unless they give you a decent amount of notice.

I'll try and look out a few useful phrases for you when I have a bit more time.
I'm sure others will offer suggestions too.

Maggie

Its a good idea to have some sort of contract or even a letter to give to parents explaining the situation regarding missed lessons. My students pay a term of 10 weeks in advance and its up to them whether they attend or not. Its important that parents know the difference between 10 lessons and 10 weeks. The term runs for ten weeks but the child may only attend 9 of the lessons. In exceptional circumstances I will try to arrange a different time/day but if the lesson is cancelled less than 24 in advance the fee is forfeit. Lets face it, if you cancel a dental appointment within 24 hours you have to pay. I used to be more flexible but I would get phone calls telling me ~~~ couldn't attend his lesson because he was sick. Twenty minutes later I saw him leaving the corner shop eating a mars bar! I used to teach a little girl whos mother used to phone and tell me she couldn't attend her lesson on Tuesday but she would come on Wednesday instead. I didn't teach her for long!

Tasha

I agree with Maggie and Noodle (as usual ). If you do a couple of searches in the teachers forum...perhaps type in "Contract or Cancelled lessons" or simply scroll through the past pages something is bound to come up.

With regard to Holidays. I allow 2 weeks where I don't charge. The pupil can take these 2 weeks anytime of the year. If a holiday is booked at short notice, I simply knock the fee off next month's bill.

Funny to log on and see this thread. I was just getting ready for my first lesson of the morning when the mum just rang me to tell me their car's in the garage, they went to collect it and the garage was shut. They live about 10 miles away. They can't change the lesson time because they're going away tomorrow for 8 days.

Fortunately she did offer to pay for the lesson as it was cancelled at such short notice, but softie old me said "tell you what, you pay for the lesson and I'll give him a 'lesson credit', ie make it up in the next holiday or some other time when he wouldn't normally have a lesson.

She seeemed OK with that, but I know when I see her I'll feel too embarrassed to say "lets be 'avin' me lesson credit money up front then."

I'm too soft, I know it. All these people here who ask for a term's fees in advance - I just can't do it. I get too friendly with all my pupils' mums, and you know what they say about mixing business with friendship/pleasure.

Would you believe it, I've just had a call from another mum who cancelled her daughter's lesson on Thursday with view to changing it to the half-term week. She phoned to say can we leave it now till after the gcse's. I said fine.

And so it goes on, and I've only got myself to blame.

Violinia

Violinia

Yes. You are a big softie.

Hi, last year i had very bad problems with this sort of thing. For the few peoples i taught at their own house, if it was nice weather they would just go out and not tell me, claiming later that they forgot about the lesson (despite it being at the same time and day for a year) or lost track of time. With this, on top of a few regular late cancellations i wrote a letter saying that unless at least 24 hours notice was given or there were exceptional circumstances than they would be charged the full payment of the lesson. It definetely worked and now i hardly have any problems like that so i'd agree with everyone who's replied so far, a letter or contract definetely helps!
Linz

I charge a month in advance and have a contract which states that missed lessons will be paid for.
However, I am not totally rigid over this and as it is not my main income I don't usually charge for genuine emergencies.
This does depend on the people concerned.... if they mess me about then I charge whatever the circumstance .

I also allow up to 3 weeks holidays apart from my own.
My children are grown and we take holidays mostly during school term time so I teach through school holidays.

well i charge 4 weeks in advance, and if people go on holilday then i charge half but if theyre ill (which cant be helped) i dont charge.

if theyre on holiday i put them in so they have 2 lessons week before or if theyre ill later that week.

but if they forget then its charged for.

I have a standard £4 cancellation fee for students who miss lessons, I generally find it works out quite well.

QUOTE

well i charge 4 weeks in advance, and if people go on holilday then i charge half but if theyre ill (which cant be helped) i dont charge.

Ah but what if you suspect they're lying about the child (or themselves) being ill, when the truth is they just haven't practised, or something else has come up, or they're too tired, or whatever?

I like Tenorclef's suggestion about charging £4 for a missed lesson, although it's a bit like fining people, and I can't bring myself to fine people I'm on such friendly terms with...

Some of my pupils wouldn't be able to afford a half term's fees in advance, but really what's the difference? It all comes to the same.

I can see I've got to tighten up, because I'm £22 down this week. Unless the car parent pays up (which she probably will as she's nice and conscientious, unlike some I've known).

I had one mum who booked me for 2 lessons last year, to help her daughter with scales for an exam. She asked for two 45 minute lessons; I quoted her £30 for the two lessons, and she accepted it.

The first lesson went fine and she paid me £15. However, they turned up 15 minutes late for the 2nd lesson, having been 'stuck in traffic' (how do I know if that was true?) and said the girl only had time for a half-hour lesson, therefore they should only pay me £10. I spluttered "but we agreed £15 for 45 minutes" and the mum hurriedly said "I just explained - she hasn't time for a longer lesson now and we've got to rush off in half an hour!" And she drove off, leaving me with her bemused daughter. I was furious but couldn't let it show to the daughter, who dutifully handed me the £10. We had the lesson and half an hour later the mother screeched to a halt outside my house, hooting her horn. The girl thanked me for the lesson, leapt into the car and off they went.

I heard later she got a distinction for her exam (grade 7), and I must be still cross about it otherwise I wouldn't be writing about it now. Arraaaagh...

I keep deciding to do this whole thing with contracts for any new pupils, but then the next pupil is the daughter of an old friend or whatever, and it's back to square one again.

I've got to sort this out.

Violinia, who used to get told off here for being too aggressive but obviously can't say boo to a goose in real life.

Thanks everyone so far.

I'm like Violinia by the sounds of things, a little too soft for my own good and I am on very good terms with the parents.

I like a lot of the suggestions you have given. I like Noodle's suggestion of 24 hours notice or forfeit the fee because this particular parent often rings up half an hour or so before the lesson is due to start to either cancel or try to re-book for the next day. (That happened this week - I changed the lesson to a different day twice and both times it got cancelled - that's why I'm so annoyed).

Thanks also for the suggestion sbhoa and Semele of allowing so many weeks holiday where you don't charge.

If a letter solved your problems Linz-12, hopefully it may solve mine too. I'm going to give it a go.

Great big thanks all.

QUOTE

I keep deciding to do this whole thing with contracts for any new pupils, but then the next pupil is the daughter of an old friend or whatever, and it's back to square one again.

yep - I can identify with that!

I keep deciding not to teach daughters of friends (old or new) - it often seems to turn sour!

I have gradually tightened up my terms and conditions over the past three years or so, but I have a fewpupils of course from more relaxed days, and one in particular who thinks she can take advantage. We did not resolve a missed lesson from the middle of last term which was not cancelled and which she refused to pay for - I have had to ignore it but - like you Violinia - I must be still cross about it !
It sounded as if your pupil's mum had the £10 note ready all along, which suggested that she knew she was going to be late ?? !

I recently took on the younger sister of another pupil I've taught for 3 years. They pay weekly for the older child, but I've not had any problems and although it's unusual now, I've not bothered to change it for the one or two who still pay that way. However, I haven't taken on new weekly-pay pupils for over 2 years now, and they are finding this hard to understand and are reluctant to pay monthly for the younger one. It's not easy to change regimes with existing pupils / existing families whatever the reason.

You made a good point about absence for sickness. I think if you never charge, there are a few families who will take advantage of that. I used sometimes not to charge if a pupil was ill - especially if it was a fairly rare occurence, until an adult student (who also takes private bookings but in a different context) pointed out that if I don't charge I am effectively taking responsibility for that pupil's being ill. It's an interesting thought. And you don't get a refund if you buy private education and miss a few days! I find it useful to charge in most cases, but offer a replacement lesson in the next holiday period to those I feel only cancel for really valid reasons. It's important to send the message that it's your business, your livelihood, and that as teachers we aim to offer a professional service and expect it to be treated as such.

I also find it useful to point out that although one is sympathetic in case of illness, it nearly always means a last-minute cancellation, and these are the ones most likely to result in a wasted lesson slot. In many cases I will have already invested planning time in the (cancelled) lesson.

A problem sometimes arises where someone has asked for a change, I have offered a change and the answer is "I'll get back to you". They don't - then you are left effectively holding open two slots. I've found the solution to this is to offer an alternative - but to be slightly vague about time. If they want the alternative time they have to get back to you to confirm exactly, and until they do you have not got that time on hold.

Tasha - it is perhaps a bit easier once you are fairly full. You can then point out that in giving one child a term's booking (or whatever) you have probably turned away several others. If you have very few spare lesson slots it's less easy for parents to expect you to chop and change around too.

Maggie

Thanks Maggie, that's really helpful and you've given me some interesting things to mull over.

The main reason I'm not full yet is that I have a toddler and I have to get someone to look after her when I teach which is really restricting. It does then get really difficult if lessons get changed as I have to juggle my daughter as well. In September I have arranged for her to be looked after for longer regular sessions so I can do more teaching but I will restrict my teaching mainly to those sessions and it is less likely that I can then chop and change lessons.

Many thanks

QUOTE

I keep deciding to do this whole thing with contracts for any new pupils, but then the next pupil is the daughter of an old friend or whatever, and it's back to square one again.

I deal with this by discussing the contract at the start and usually people are happy that you are treating the teaching as a business arrangement.

As for the late arrival, I had a teacher once actually had in his contract that if you were late the lesson would finish at the normal time with no reduction in fee. Maybe for those one off things it is best to get ALL the money up front.

Thorny problem, this.

Young teachers especially need to protect themselves against time-wasting parents. I found that I was treated with more respect by parents as I got older and my face acquired its 'lived in' look.

For years, I charged fees monthly, in advance. I issued parents with a document stating clearly that I would charge for missed lessons, whatever the circumstances. I relaxed that during school holidays at Christmas, Easter and Summer, but not during half-term.

Once a pupil had been attending reliably for 2 years, I stopped charging for missed lessons - no need to risk upsetting a valued client (and I mean genuinely valued here, not in the bank-calling-me-valued-but-actually-treating-me-like-dirt sort of a way).

I would also restrain my self-protective instincts if a parent had been singing my praises all over the place. I definitely wanted that apple cart the right way up.

6 years ago my wife and I moved to rural North Nottinghamshire, from our long-time home close to Oldham (England, for those not UK based). Straight away I noticed a different attitude. People expect to honour commitments; they do not mess me around.

It was not long before I dropped charging for missed lessons. I even take payment for lessons at the end of the month in which they are given. The one thing I do is to make sure that new parents understand that I will not tolerate patchy attendance and will 'sack' time-wasters. I have only had to do it once in 6 years.

Like Violinia, I have most parents sitting in on lessons - some so that they can help younger children, others just because they enjoy it. Sociable events, my lessons

QUOTE (SteveHopwood @ May 28 2005, 04:54 PM)

Thorny problem, this. Young teachers especially need to protect themselves against time-wasting parents. I found that I was treated with more respect by parents as I got older and my face acquired its 'lived in' look. Once a pupil had been attending reliably for 2 years, I stopped charging for missed lessons - no need to risk upsetting a valued client (and I mean genuinely valued here, not in the bank-calling-me-valued-but-actually-treating-me-like-dirt sort of a way). I would also restrain my self-protective instincts if a parent had been singing my praises all over the place. I definitely wanted that apple cart the right way up. 6 years ago my wife and I moved to rural North Nottinghamshire, from our long-time home close to Oldham (England, for those not UK based). Straight away I noticed a different attitude. People expect to honour commitments; they do not mess me around. It was not long before I dropped charging for missed lessons. I even take payment for lessons at the end of the month in which they are given. The one thing I do is to make sure that new parents understand that I will not tolerate patchy attendance and will 'sack' time-wasters. I have only had to do it once in 6 years. Like Violinia, I have most parents sitting in on lessons - some so that they can help younger children, others just because they enjoy it. Sociable events, my lessons

I have found that as I get older I'm treated with more respect and only a few try it on. I also noticed a difference when I married and then when I had children.

Valued clients: Aswell as having my contract I have also been giving extra tuition FOC to 3 pupils. All still adhere to the Contract,but have the extra tuition arranged at a convenient time for us weekly.In fact one pupil has been so helpful with my on going home decoration efforts and flat pack furniture assembly I have abandoned charging him full stop. I take your point about wanting the apple cart the right way up

Area: I'm unusual in the fact I live very near to a posh area ( making sure my kids attend the "posh" school ) and an "unposh" area. The rare recent trouble I have had was with an "unposh" parent....so I understand your meaning of a different attitude.

Wow. I think you are very brave taking payment at the end of the month.I couldn't (for financial reasons) and wouldn't consider it.

Do you throw in a cuppa for the parents like me? I also occasionally offer a glass of wine to my adult pupils.I stick with the cuppa though when I'm teaching.

QUOTE (Semele @ May 28 2005, 05:17 PM)

Do you throw in a cuppa for the parents like me? I also occasionally offer a glass of wine to my adult pupils.I stick with the cuppa though when I'm teaching.

Cuppa: yes, when I make one for myself.

Wine: never. They all drive

QUOTE (SteveHopwood @ May 28 2005, 05:30 PM)

QUOTE (Semele @ May 28 2005, 05:17 PM) Do you throw in a cuppa for the parents like me? I also occasionally offer a glass of wine to my adult pupils.I stick with the cuppa though when I'm teaching. Cuppa: yes, when I make one for myself. Wine: never. They all drive

Yes. But some adults are within walking distance.

I received an email today.One of those you are meant to add your name to and then FW on.Normally I delete them,but this poem got to me. Sorry about the >.

"WENT TO A PARTY ,MUM

I went to a party,
>And remembered what you said.
>You told me not to drink, Mum
>So I had a sprite instead.
>I felt proud of myself,
>The way you said I would,
>That I didn't drink and drive,
>Though some friends said I should.
>I made a healthy choice,
>And your advice to me was right,
>The party finally ended,
>And the kids drove out of sight.
>I got into my car,
>Sure to get home in one piece,
>I never knew what was coming, Mum
>Something I expected least.
>Now I'm lying on the pavement,
>And I hear the policeman say,
>The kid that caused this wreck was drunk,
>Mum, his voice seems far away.
>My own blood's all around me,
>As I try hard not to cry.
>I can hear the paramedic say,
>This girl is going to die.
>I'm sure the guy had no idea,
>While he was flying high,
>Because he chose to drink and drive,
>Now I would have to die.
>So why do people do it, Mum
>Knowing that it ruins lives?
>And now the pain is cutting me,
>Like a hundred stabbing knives.
>Tell sister not to be afraid, Mum
>Tell daddy to be brave,
>And when I go to heaven,
>Put "Daddy's Girl" on my grave.
>Someone should have taught him,
>That it's wrong to drink and drive.
>Maybe if his parents had,
>I'd still be alive.
>My breath is getting shorter, Mum
>I'm getting really scared.
>These are my final moments,
>And I'm so unprepared.
>I wish that you could hold me Mum,
>As I lie here and die.
>I wish that I could say, "I love you, Mum!"
So I love you and good-bye.

QUOTE

from our long-time home close to Oldham

My husband was born and bred in Oldham.

QUOTE (sbhoa @ May 28 2005, 05:40 PM)

QUOTE from our long-time home close to Oldham My husband was born and bred in Oldham.

Small world. Tell him we lived in Shaw. My only ever full-time post was for Oldham's music support service.

QUOTE (Semele @ May 28 2005, 05:39 PM)

[ I received an email today.One of those you are meant to add your name to and then FW on.Normally I delete them,but this poem got to me. Sorry about the >. "WENT TO A PARTY ,MUM I went to a party, >And remembered what you said. >You told me not to drink, Mum >So I had a sprite instead. etc

Wow, I was really fed up this morning when I posted my question to you all, I'm now absolutely stunned by this poem Semele.

I'm going to show it to my teenage sons.

QUOTE (Violinia @ May 28 2005, 02:38 PM)

QUOTE well i charge 4 weeks in advance, and if people go on holilday then i charge half but if theyre ill (which cant be helped) i dont charge. Ah but what if you suspect they're lying about the child (or themselves) being ill, when the truth is they just haven't practised, or something else has come up, or they're too tired, or whatever?

thing is if they are makingthe illness up or are on holidayi still make sure they are put in extra lessons, otherwise i do lose out.

as for contracts, to me that sounds to formal.
paying up front for 4 weeks in advance is a contract in itself.

i do get the odd one saying 'i forgot my cheque book can i pay next week?' i say no post it to me or pop in letter box on way through lol which they do!

i know 1 or 2 teachers round here charge full price if they are ill, which i dont agree with, but i dont charge, i just simply put them in at a later date.

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.)

DomRUK, thanks very much, really helpful.

I'm going to start drafting my info and agreement this evening.

Tasha

In case it's useful, a few thoughts from the way I run my teaching practice ...

I publish term dates in advance; they are not the same as school term dates as I teach about 44 weeks of the year so usually "stretch" school term dates a bit. I do not undertake to credit any missed or cancelled lessons for whatever reason, although I usually try to offer a replacement lesson where possible, either an alternative time, or in the next holiday period. I ALWAYS refund or credit if a lesson is cancelled and I am able to put another pupil in that lesson slot, or if I am ill and can not teach (rare). I offer optional holiday lessons between terms as and when pupils are available; that's a bit less formal, I list weeks when I will be around in the termly news letter and lessons tend to be booked one or two at a time.

I usually teach through half-term weeks, but one missed lesson is allowed without charge at half-term as long as it is cancelled ahead of time so I can re-organise the remaining lessons into a logical timetable (ie not one lesson on each of six days!) I don't make allowance for other holidays during term-time as there are ample weeks during the year when lessons are optional - it may need to be different for teachers who teach all the year round.

Fees can be paid each month or each half-term and I usually send an invoice, although one or two families don't wait for the invoice but just produce a cheque on the first lesson having calculated the number of weeks.

One month's notice is required to discontinue lessons. I used to ask for half a term, but it doesn't usually take that long to replace a pupil and I find a month works quite well.

As DomRUK said, this all sounds very formal, and the lessons are not conducted in this vein! Do let us know how you get on with drawing up your terms and conditions.

Maggie

ps I meant to add that one of the great things about freelance teaching is that up to a point we can choose how we work. If you have school-age kids you might want to be free in the holidays, so work to a school-type term system. If you have a family with various ages where they all do things together in the holidays you might want to continue working .... it depends on your situation. I think the thing is you decide how you want to do it; people who want to send their children to you for lessons do so on your terms (nicely!) and not on theirs. If you get your preferred system set out (make notes first if you're undecided on some points) it makes it harder for them to impose their own variations later.

I charge a fee for cancelled lessons, if it is without 24 hours notice. Like many of you, I was messed around a lot in the past by a few families. I'm really glad it's there as one week 3 pupils cancelled the lesson. I did lose one pupil over this though! THe mum got stroppy and couldn't believe that I charged for the lesson when the daughter was ill. She only gave me 5 hours notice. I was so angry as I had sent them information in writing with terms and conditions of lessons.

If a pupil arrives late, their lesson finishes at the stated time. Therefore it is their loss if they are late. The problem is sometimes the parents take advantage and leave their child at my house for extra time whilst they go late-night shopping or Sainsbury's, etc. treating me like a babysitter.


Musician's Union have an article in this month's issue about a free download of contracts. I haven't checked it out yet, but it would be worth a look if you're a member.

My daughter had a piano teacher who charged ONE TERM in advance. We left (for various reasons) and ended up paying for a whole term of lessons my daughter didn't attend.

There has to be a happy medium.
I like Steve's "trust" factor (and it works both ways.)

[quote=Petite Joueuse,Jun 2 2005, 09:30 PM]
My daughter had a piano teacher who charged ONE TERM in advance. We left (for various reasons) and ended up paying for a whole term of lessons my daughter didn't attend.

Both my husband and i teach from home. (my huband music) We also have a daughter who uses our place to do some teaching and we have on occasions let our various music lodgers use our place for some teaching so we have all discussed this topic at length. We have never charged a term in advance, but we do ask for a month in advance simply because most people get paid monthly. If someone wants another arrangement i.e. weekly, then we would discuss it, (usually someone who wants to pay cash -which is fine too!) but always point out that if they cancell a lesson it still has to be paid for. For us its the professionalism of teaching coupled with the income per annum. If you start allowing one or two or three or heavens even four not to pay for absences/cancellations, it snowballs and the income drops alarmingly. But for a parent to loose one term's fees because they have paid in advance is a bit extreme. We would most likely ask for a third and seek to replace that slot vacated asap by another pupil (we both have waiting lists.). If the slot is filled quickly then the parent would be reimbused, so that there is no loss to the teachers per annum income.

sorry for being blunt or rude or whatever...but it strikes me that a lot of parents and pupils seem to mess teachers around....what im wondering is...why the ###### do these parents put their kids in for lessons, and the kids go to the lessons, if all they do is muck the teacher about the whole time.

To be honest, contracts shouldnt really be neccessary if the pupil and parent are honest and are on the same wavelength as the teacher. Ive been with my teacher for about 8 years now, and i always end up paying a week late or paying 3 weeks payment or whatever. Often there is a lot of rescheduling of lessons ...me being stuck somewhere, teacher going on holiday, illness, wanting an extra lesson etc

And we have never had a disagreement because theres never been any miscommunication or lying on behalf of me or parent or teacher.


So really what im trying to say is that if everything is honest and kosher between parent pupil and teacher there should be no need at all for contracts. Word of mouth should be good enough

Incredibly mature post once again by vierzehn jahre alt me!

This is quite a coincidence as this week has been the worst week for attendance that I have experienced for a long time.
After taking the half-term week off with no income, the first week back I find 2-3 pupils have left messages to cancel their lessons because of exams and revision, another has damaged a finger and has cancelled the next 2 lessons, another has cancelled because of a school trip to London and to top it all, I turned up to 2 pupils homes and the parents had forgotten to ring me and tell me that they were away, one with the London Trip again and the other, an adult pupil, was just on her way down to Devon as I turned up for the lesson. Not one has offered to pay me and I am a bit angry at myself for letting them get away with it in order to keep the peace. Like Violinia, I am also too soft for my own good. The problem is that I can't risk upsetting the parents for fear of losing them as clients. Most of them are usually very good with attendance and some often pay for missed lessons but this week has been a real stinker. I would say I am down by about £50-60 this week, and this after a week of no income over half term. Sometimes, I really wonder why I do this job! I seriously think I need to write a letter with a list of all the pupils away this week and hand it over to the said parents explaining the circumstances and the financial problems caused by these missed lessons which are usually due to School activities. Alternatively, I can just forget this week and hope to get back to normal from Monday onwards.

Gae

Gae, very sorry to hear you've had such a rotten week! I agree with you that a letter would be a good idea. As it's so near the end of the academic year anyway, why not send a letter setting out new terms and conditions starting in September? A colleague of mine did just that, she worded it very tactfully but made it clear that missed lessons would have to be paid for in the future. I charge my students monthly in advance-any missed lessons I'm happy to make up in the holidays/fit in a double lesson or an extra slot if someone else cancels.

I'm sorry to hear this too Gae.

I know what you mean about being angry with yourself. I would start writing that letter - and see if you don't feel a bit more positive about the situation. You can quite reasonably state, surely, that they didn't let you know / give you reasonable notice ?

In my experience, feeling anxious about losing pupils puts you in a weak position and undermines your confidence, so you end up accepting situations that you would prefer not to put up with and feeling more and more put-on. I would try not to think along those lines. They are unlikely to all walk away, surely, and if you lose the odd one, you'll replace him or her with someone else - then you can get the new relationship going with good terms and conditions from the word go.

I have a couple of pupils who have been with me from more "informal" days, before I got my terms and conditions properly thought out, who resist any attempt to put things on a more businesslike footing. The children are enthusiastic and miss very few, so I leave things as they are, although one parent in particular is a nightmare, and I tend to ignore this for the sake of the child.

I have a clause in my letter of introduction which states that once a pupil is properly established (that means usually by the second term) any lessons missed may have to be paid for. If a parent argues at this early stage I point out that I have probably turned away another student in order to give the first child a place.
In practice, where a family is reasonable, I will try to make up a missed lesson in the following holiday period, but the letter makes it clear that I don't guarantee this - it's at my discretion and where possible.

If you want to pm me I could send you a copy of my terms and conditions by e-mail if you like - might give you a few ideas.
Maggie

i am a bit soft too although, if a pupil doesnt turn up i charge full.
if a pupil is ill i dont charge but try and fit them in other times the next week.
if a pupil is on holiday i charge half.

but what really gets me is when someone meant to pay and they dont pay til week after, would they be allowed to do that in tescos? No!

sorry rant over

Quite !
And if their child were learning at school, it would almost certainly be a term's fees upfront, and little or no consideration for lessons missed.

Since parents are already enjoying a bit more flexibility and a slightly more personalised service with many private teachers (eg fees monthly or half-termly, lessons sometimes made up etc etc) than with the school system, it seems highly unfair to expect to take advantage further.

M

In my opinion, parents and students don't seem to see teaching as a professional occupation. I'm sure they wouldn't go to a supermarket, choose a loaf of bread, then take it to the checkout and say that they'll pay for it in a couple of weeks. Similarly, they wouldn't buy the loaf of bread then take it back the next week and say they don't need it anymore!

Why can't they see that for some of us, teaching is our livelihood, and not just a 'bit of work on the side'

David

Thanks for all the replies. MaggieMay, I've sent you an E-Mail too.
I wrote out a strong letter last night staying up until the early hours of the morning until I was happy with the wording. Although it is a good letter, I am still a bit reticent about sending it out to everyone. I have never done "Terms and Conditions" because I don't like Legal contracts etc and to be honest, I just have no business sense at all. Also, my clients have become close friends of mine over the years. Some of them have been with me for nearly 10 years. I have always worked on the principle of a "Gentlemen's agreement" so to speak, which usually works fine but of course there are those who abuse it. If I decide to send out the letter, I think I will send it out only to those few who have been a bit lax of late and hopefully they will get the message. I have mentioned that in future I expect all cancelled lessons to be paid for otherwise I will ask for payment in advance and/or give the time slot to another pupil. Also, I have given them the option to pay a month or term in advance. I will keep a copy and send future ones out as and when they are needed.

Many thanks

Gae

Dear Gae

I know it's a difficult situation for you and I'm sorry to hear of you losing your fees this week.

I would send a very nice letter to all parents,short and concise,explaining what has happened this week,draft up a "simple" contract enclosed with the letter and ask for comments back.

My students pay a term in advance and they know all lessons missed will be charged for. In exceptional circumstances and if I have time I will allow them to make it up at a later date. As I teach in so many different places it is virtually impossible to reschedule lessons anyway so they know better than to ask. I used to be more flexible but I felt parents were taking advantage. I had a parent phone me to tell me their child was sick and couldn't attend his lesson, yet half an hour later I saw him leaving the shop eating a mars bar. You will see an increase in attendance when they know they are going to lose their fee by cancelling.

I would think twice before risking offending long-standing clients - it is not worth it. I would give myself a week to calm down and then mail it out to the offending clients.

If you are not sure about the tone of your letter then pm a copy through a few of us for reassurance. I am being a bit cheeky here, speaking on the part of other people, but I would be prepared to bet the likes of maggiemay, noodle, dcmbarton et al wouldn't mind.

Not at all - it's already been done!

Well, I saw one pupil today and they paid double to include payment for the missed lesson last week so they are off my hit-list now! These particular clients are usually very good actually.
I have decided to have a chat with the few offenders rather than hand them over a letter which is just too officious. I will ask them to either pay for the whole term, in advance, or if not, at least agree to pay for any missed lessons during school term.

Gae

So, what were they doing on your hit-list to start with? It strikes me you have had a lucky escape here, Gae. You might have alienated valued clients because you were irritated by less established ones.

Good thing you took time to cool off, eh?

They were actually wrongfully put on my hitlist in the first place so yes it was a good thing I thought it through! This particular pupil had cancelled a lot recently due to, guess what? School activities! When I checked my register through though, I realised that all her missed lessons, bar maybe one, had been payed for. I wasn't going to send out the letter to all pupils anyway, only those pupils who regularly cancel, of which I probably have 3 or 4 culprits. I had at least decided that much before-hand! It seemed pointless to send out this kind of letter to my regular pupils anyway. The only lessons ever missed have only been the odd time when the pupil had been ill and those days were few and far between, maybe once or twice a year? I can cope with those!

Gae

Phew.

I never charged for cancelled lessons or holidays. My charging policy is this: I write down each lesson in a little notebook (as well as what we did that day and what I would like my student to practise next time for the younger students, so their parents can read it and sort of help them along). I charge per 4 lessons. That way, I am only charging for the lessons they receive, and there is no way I can over or under charge because all we have to do is count

Join the ISM (inacorporated society of musicians) and use their contracts. State quite clearly that you arrange an agreed number of lessons per term and that all lessons must be paid for unless of course you are absent. You cannot keep changing days to suit all and sundry at your expense!

but then you lose out when they go away for 2 weeks

I've been teaching since I left college over 25 years ago and in that time I must have lost a fortune in not charging for missed lessons. Initially it didn't seem to matter as I was working as an Arranger and Performing an awful lot. The Performing and Arranging made up for any shortfall in earnings caused purely by none payments for missed lessons. As time has gone on and technology has changed the way we work, plus wishing to spend more quality time with my family, I find myself leaning very much on my teaching.
Initially I would charge a half fee, if I charged at all, for missed lessons. Even that can be costly. Today I virtually always charge, but if they give me notice I will do my absolute best to rearrange it in the same week. I have to. The main thing is something called a mortgage. Then there's food and heating and lighting.
Let's not forget that while teaching is still a vocation, especially instrumental teaching, it's also our means of earning money. I really can't imagine a bank saying 'okay, you've got 7 pupils off this week, let's credit your account anyway,' or the Supermarket giving me free food for the same reason. It's just not going to happen. Rearranging works for me and my pupils. It keeps up the continuity and my cashflow. This may seem a very mercenary attitude but it has been born out of years of experience and harsh reality.
What has never ceased to amaze me is that a private school that I teach at has a much better level of attendance than a state school in the same area. They're the same kids in the same area. the only obvious difference is in the private school the parents pay for the whole package with NO REIMBURSMENT FOR ABSENCE. They have virually 100% attendance. It's a real incentive.
How many times have you had a lesson cancelled because of illness compared to parties (you could rearrange that week), sports (you could rearrange that too if only Sports teachers had a bit of consideration for the rest of the world and gave people reasonable notice), and the best of all, a change in the schedule of another lesson. (Insulting)
Your agreement with the pupil and their parents, if appropriate - let's not forget adult pupils - is, or should be, a two way thing. They should know what to expect from you - talk to them, tell them what you're about, ask why they want to learn - and they should also know what you expect from them - necessary equipment, level of practise, regular attendance.
I always say out that outset that I will charge for missed lessons and that it is their responsiblity to let me know if any need to be changed. I also point out that while I will do my utmost to rearrange within the same week they must help me with this by also being flexible. Then - the hard part - I stick to it!
If it's costing them for missed lessons then it will also make them think whether or not they really want to continue. And let's be honest, if they put everything else first and music last what's the point? If it's costing you the situation will only get worse.
Having said all that I give them the LEA holidays off with the option of carrying on through if I'm around. I give pupils doing exams extra lessons for free including having Grade 5 theory pupils round every morning in the half term before their exam doing past papers, and I'm also planning to restart student concerts soon. All I ask is that I can afford to do by having a regular income. Seems fair enough to me and the ones that pay the bills.

I'm done.

Well said, Stephen. I'm with you all the way.