Free Template · Updated 18 May 2026
Tutor Terms & Conditions Template
Tutor terms and conditions set out cancellation, payment, and liability rules in writing so disputes never become awkward conversations. This free, ACL-compliant T&Cs framework for Australian tutors and music teachers covers cancellation, payment, missed lessons, photo consent, mandatory reporting, and dispute resolution, copy it, adapt the placeholders, and have a solicitor review before use.
Must-have Clauses
What every tutor T&Cs should cover
These thirteen clauses cover ~95% of disputes that arise in Australian tutoring practice. State them clearly and apply them consistently.
Cancellation notice
24- or 48-hour notice typical. Inside the notice window, charge 50 to 100% of the lesson fee. State the notice window in hours, not 'a reasonable time'.
No-show charge
Full charge applies for students who fail to attend without notice. Lesson ends at scheduled finish time regardless of arrival time.
Make-up lesson policy
Whether make-up lessons are offered, the timeframe (e.g., within 4 weeks of original lesson), and limits (one per term). Be explicit, vague policies cause disputes.
Payment terms
In advance for term packages. Within 7 days of invoice for casual lessons. Direct debit preferred. State late-fee terms (e.g., $15 admin fee after 14 days overdue).
Late-fee provisions
Fees for overdue invoices must be 'reasonable' under Australian Consumer Law, typically $15 to $30 admin charge after 14 to 30 days overdue. Avoid punitive interest rates.
Holiday & break weeks
School-term tutors should set out which weeks are billable. Most exclude all school holidays unless explicitly booked as intensive sessions.
Weather / illness clauses
Tutor illness: reschedule at no charge. Student illness: standard cancellation policy applies, with discretion for genuine medical reasons. Weather: discretion of both parties.
Photo & recording consent
Written consent for any photo, video, or screen recording. For under-18 students, the parent or guardian must sign. State purpose, storage, and deletion rights.
Confidentiality
Student academic results, family information, and lesson notes are confidential. Sharing requires written consent unless required by law (mandatory reporting).
Mandatory reporting
All states impose mandatory reporting obligations on persons in child-related work where harm is suspected. State this obligation explicitly, it cannot be contracted around.
Termination
Either party may end ongoing engagement with 2 weeks' written notice. Pre-paid lessons refunded pro-rata after deducting completed lessons at the casual (non-package) rate.
Dispute resolution
Direct discussion, then a written complaint, then the state Fair Trading body or the ACCC. Document the pathway. Cannot exclude consumer guarantees under ACL.
Governing law
Specify your state (e.g., 'laws of New South Wales'). Resolves jurisdiction questions if a dispute escalates.
Consumer guarantees (ACL)
Services must be supplied with due care and skill, fit for purpose, and within a reasonable time. State this is not excluded by your terms, required by ACL ss 60 to 62.
Sample Template
A starting-point T&Cs you can adapt
Copy, edit the [bracketed] placeholders for your business, and have a solicitor review before issuing to clients. Send it with the first invoice and ask the parent to confirm agreement in writing.
1. Parties
These terms apply between [Tutor Name / Business Name] (ABN [XX XXX XXX XXX]) ('Tutor') and the parent, guardian, or adult student engaging tutoring services ('Client').
2. Scope of Services
Tutor will provide [subject(s) and level] tutoring services to the named student. Lessons will be delivered [in person / online via Zoom / hybrid] on the schedule agreed in writing.
3. Fees and Payment
Fees are [$X per lesson / $X per term package of 10 lessons]. Casual lessons are invoiced after each lesson, payable within 7 days. Term packages are payable in advance before the first lesson of the term. Late payments incur a $15 administration fee after 14 days overdue.
4. Cancellation Policy
The Client must provide at least 24 hours' notice of any cancellation. Cancellations with less than 24 hours' notice will be charged at 100% of the lesson fee. Tutor cancellations are rescheduled at no charge to the Client.
5. Missed Lessons & Make-ups
Make-up lessons are offered at Tutor's discretion for student illness or genuine emergency, subject to availability within 4 weeks of the original lesson. Maximum one make-up per term. Tutor-cancelled lessons are always rescheduled.
6. Photos, Recordings & Privacy
No photographs, video recordings, or screen recordings will be made of the student without written consent from the parent or guardian. Lesson notes are confidential and used solely for educational purposes. Records are retained for [X years] in accordance with the Australian Privacy Principles.
7. Working with Children Check
Tutor holds a current [WWCC / Blue Card / WWVP / Ochre Card] (Reference: [XXXXX]) issued by [State Authority], valid until [date]. A copy is available on request.
8. Termination
Either party may terminate this engagement with 2 weeks' written notice. Pre-paid lessons will be refunded on a pro-rata basis, with completed lessons valued at the standard casual rate.
9. Consumer Guarantees
Nothing in these terms excludes or limits any consumer guarantee under the Australian Consumer Law. Tutor warrants that services will be supplied with due care and skill, fit for purpose, and within a reasonable time.
10. Dispute Resolution
In the event of a dispute, parties agree to discuss in good faith first, then in writing, before escalating to [State Fair Trading body, e.g., NSW Fair Trading]. These terms are governed by the laws of [Your State].
Template is illustrative only. Customise to your state, structure, and subject before use.
Australian Consumer Law
Obligations you cannot contract around
ACL consumer guarantees apply automatically to every consumer service in Australia, including tutoring. Your T&Cs operate alongside these guarantees, not above them.
Services must be supplied with due care and skill
ACL s 60. Cannot be excluded. You must teach with the diligence expected of a competent tutor in your field. Negligent delivery (e.g., teaching incorrect syllabus content) is a breach.
Services must be fit for purpose
ACL s 61. If a parent tells you their goal is HSC English Advanced exam prep and you teach only general literature, that's a fitness-for-purpose breach.
Services must be supplied within a reasonable time
ACL s 62. If you book lessons but don't show up or repeatedly reschedule, the parent has grounds for a refund and damages.
Unfair contract terms (UCT) protections
ACL Pt 2-3. Terms that are 'unfair' to consumers can be voided. Examples in tutoring context: 100% no-refund clauses for term-pre-paid lessons, unilateral price-change clauses mid-term.
Practical tips for using your T&Cs
Send T&Cs before the first lesson
Email a one-page T&Cs document with the first invoice. Ask the parent to reply 'I agree' or sign a paragraph at the bottom, that's enough to form a contract under Australian common law.
Apply the policy consistently
A cancellation policy applied to some parents but waived for others is harder to defend than no policy at all. Pick a rule and stick to it across all clients.
Don't try to exclude consumer guarantees
ACL consumer guarantees cannot be contracted out of. A T&Cs document that purports to exclude them is itself a breach (misleading representations). State explicitly that nothing limits your ACL obligations.
Keep records
Save signed/acknowledged T&Cs per family in a Drive folder. If a dispute arises 12 months later, you'll thank yourself.
Frequently Asked Questions
What are tutor terms and conditions?
Tutor terms and conditions are the written contract between a tutor and the parent, guardian, or adult student that sets out cancellation notice, payment terms, missed-lesson and make-up rules, photo and recording consent, confidentiality, mandatory reporting, termination, and dispute resolution. In Australia they operate alongside the consumer guarantees in the Australian Consumer Law, which cannot be excluded. Agreeing them in writing before the first lesson prevents most disputes.
Is a tutor's terms and conditions document legally binding?
Yes, if it's properly formed: clear offer (your terms), acceptance by the parent or adult student (written or email confirmation), and consideration (payment for lessons). Both common law contract principles and Australian Consumer Law apply. Make sure the parent confirms agreement before the first lesson, verbally is not enough.
Can I refuse a refund under my T&Cs?
Only where it doesn't override an ACL consumer guarantee. You can refuse refunds for change-of-mind cancellations after the relevant notice window. You cannot refuse refunds where you've failed to deliver services with due care, fit for purpose, or in a reasonable time. A 'no refunds under any circumstances' clause is itself a breach of the ACL.
What cancellation notice period is reasonable?
24 hours is the most common standard for tutoring. Some senior-secondary tutors use 48 hours to protect specialist slots. Anything more than 72 hours becomes hard to defend as 'reasonable' under unfair-contract-terms protections, especially for online lessons with no travel cost. State the period in hours, not 'reasonable notice'.
Do I need to register T&Cs with anyone?
No. Australian terms and conditions are formed by agreement between the parties, they don't need to be registered with ASIC, ACCC, or any government body. They do need to comply with relevant law (ACL, Privacy Act, mandatory reporting). For added confidence, have your terms reviewed by a small-business lawyer once before you use them with paying clients.
How do I handle a parent who refuses to pay because they're 'unsatisfied'?
First, hear them out, most dissatisfaction reflects unmet expectations, not poor teaching. If you've delivered services per ACL (due care, fit for purpose, reasonable time), the parent owes the fee. If you've fallen short, offer a partial refund or make-up at no charge. Don't let the debt accumulate beyond one invoice, pause lessons after one missed payment and ask for resolution.
What about a student who keeps cancelling at the last minute?
Apply your cancellation policy. After 3 short-notice cancellations in a row, have a direct conversation: 'Your son's progress is suffering from the missed lessons, would a different time slot work better?' If the pattern continues, terminate under the notice clause. A reliable schedule benefits both parties; chronic last-minute cancellations destroy your week's revenue and your student's progress.
Send your T&Cs automatically with every booking
OneBookPlus attaches your T&Cs to every booking confirmation and captures parent acknowledgement digitally, so you always have a record. Free to start.
Rather look before you sign up? Open a live demo account with real data in it, or compare the AUD plans on the pricing page.
Reviewed by Bishal Shrestha
About the author
Bishal Shrestha
Founder & CEO, OneBookPlus
Bishal spent a decade running digital projects for Australian small businesses before founding OneBookPlus. He writes and maintains these pages, and publishes what OneBookPlus does not do alongside what it does.
Read the founder bioHow this page was researched
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