Lesson Lineup

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Music lesson cancellation policy template.

Fill in the blanks in square brackets, then give a copy to every family before the first lesson of term. When a parent texts at 8 a.m. to cancel that afternoon's lesson, you can point to clause 1 of a policy they've had on the fridge since September.

The policy

[Studio Name] lesson cancellation policy

Effective [Term or Date]. By booking lessons with [Studio Name], families agree to the following.

1. Notice periods

Cancellations made more than [24] hours before the lesson earn a make-up credit. Cancellations inside [24] hours, including a message the morning of the lesson, are charged at the full lesson fee with no make-up credit. Lessons missed without any message (no-shows) are also charged in full with no make-up credit.

2. Make-up credits

A make-up credit is a future lesson of the same length, booked at a time we both agree within [6 weeks / half a term] of the missed lesson. Credits expire after that window and can't be exchanged for a refund or transferred to another student. You can hold up to [2] unused credits at a time.

3. Illness and emergencies

If there's a real emergency, please tell me. I may treat it differently from an ordinary late cancellation. More than [2] last-minute illness cancellations in a term fall back under the standard notice rule.

4. When the teacher cancels

If I cancel a lesson, you get either a make-up lesson at a time that suits you or a credit on your next invoice, whichever you prefer.

5. How to cancel

Please text or email me at [Your Phone or Email]. A message passed on by your child, or left on social media, might not reach me in time. Which of the rules above applies depends on when your message reaches me.

Parent or guardian signature: ______________________________ Date: ______________

Using this with Lesson Lineup

In Lesson Lineup you apply this policy as you take attendance. When a family emails on Sunday night to skip Tuesday's 4:30 lesson, you mark it Absent, Issue Make-Up Credit and the credit goes on the student's record. When a parent texts at 8 a.m. on Tuesday, you mark it Absent, No Make-Up Credit, and the lesson is charged.

A clause 3 emergency can get a different status from an ordinary late cancellation. The cancellations guide walks through the setup.