You're about to leave for a lesson when a text arrives: the student is sick. You've kept the hour open, turned down another booking, and possibly planned your afternoon around the drive.

It's reasonable to be frustrated. It's also a bad moment to invent a cancellation policy. Work out the terms while nobody is upset, then put them somewhere families can find them.

Put the terms in writing

Set out the notice period, any charge, how to notify you, and whether makeups or credits are available. Choose arrangements that fit the studio rather than borrowing a rule you won't be comfortable applying.

For example, a studio might charge for cancellations within twenty-four hours while allowing a limited number of exceptions. Another might include a designated makeup day each term. Explain the full arrangement before a family commits.

Check that your chosen terms fit the rules and agreements that apply to your studio.

Kids get sick

Sudden illness can genuinely be sudden. Calling it poor planning doesn't help a family decide what to do, and a policy should not leave them feeling they must attend while unwell.

You could allow an illness credit, offer a remote alternative when suitable, or permit a limited number of short-notice cancellations. State any limits and explain how to contact you. A remote lesson is an option only if the student is well enough and the format serves the lesson.

Plan how you will handle emergencies without asking families to disclose unnecessary personal details. If you make a discretionary exception, record the decision privately and communicate it clearly.

The makeup lesson backlog

If you offer makeups, define how many, where they can be scheduled, and when they expire. Don't promise unlimited flexibility that your schedule cannot support.

An alternative is monthly tuition reserving a regular place. Explain the actual lesson calendar, holidays, teacher absences, and what the fee covers. “Four lessons a month” and “a fixed monthly share of an annual calendar” are different arrangements; avoid leaving that ambiguous.

Specify the makeup, refund, or credit available when you are unavailable. Give as much notice as possible. Families need reliable arrangements too.

What to say in the text

A sample response might be: “Thanks for letting me know. I hope Sam feels better soon. Under the policy, today's lesson uses one of the illness credits. I'll confirm the remaining balance.”

For a chargeable absence: “Thanks for the notice. Today's lesson falls within the cancellation period, so the regular charge applies. Let me know if you'd like me to resend the policy.”

If the policy wasn't clearly supplied, resolve that gap before treating the family as uncooperative. Then send the written terms and confirm how they will apply going forward.

Send the policy with your enrollment information, keep a copy handy, and revisit it if you keep making exceptions. A rule you can't live with needs rewriting.