Guide to Writing Contracts for Private Tutoring | 7 Essential Items & Free Template

A Private Tutoring Agreement Without a Contract Is a Ticking Time Bomb

"The tutor and parents have a relationship built on trust, so we don't need a contract."

This mindset is dangerous.

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Sensei, we have exams coming up, so I'd like to schedule three sessions per week this month. There's no extra charge for that, right?
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(Wait… I was planning to charge extra for additional sessions… but there's nothing about that in writing…)

Trust only holds up when both parties are on the same page. The moment expectations diverge, it falls apart. A contract is insurance that protects trust from breaking down.

7 Essential Items Every Tutoring Contract Needs

1. Party Information

Full name, address, and contact details for the tutor and the parent/guardian. Also include the student's name and grade level.

2. Scope of Instruction

Subjects to be taught, duration of each session, number of sessions per month, and lesson format (in-home or online).

3. Compensation & Payment

Hourly rate, how monthly fees are calculated, transportation costs, material fees, payment due dates, and payment method (bank transfer or cash).

4. Cancellation & Rescheduling Policy

How far in advance cancellations must be communicated. Whether cancellation fees apply. Whether make-up sessions are offered and their deadline.

5. Contract Duration & Renewal

Start date, end date, and whether auto-renewal applies. Conditions for early termination.

6. Termination Conditions

How much advance notice is required. How final payments are settled upon termination.

7. Confidentiality

How the student's personal information (grades, address, etc.) is handled. Restrictions on posting to social media, etc.

Create yours instantly with our free template
We offer a free contract template that covers all 7 items listed above. Simply edit it in your browser and print.
→ Open the free contract template

Common Disputes Caused by "It Wasn't in the Contract"

DisputeCauseWhat the Contract Should State
Extra session feesNo pricing defined for additional sessions"Sessions exceeding X per month will be billed at ¥X per session"
Same-day cancellationsNo cancellation fee agreement"Cancellations after 6:00 PM the day before will be charged the full session fee"
Late paymentsVague payment deadlinesSpecify exact dates, e.g., "Billed at month-end, due by the 5th of the following month"
One-sided terminationNo termination rules defined"Termination requires written notice at least one month in advance"

What to Do After You Have a Contract

Once your contract clearly defines the rules, the next step is keeping daily records. If "how many sessions were held this month" and "were there any rescheduled sessions" are tracked automatically, you won't need to manually verify contract terms every month.

What is Kagemusha System?
Just add lessons to Google Calendar and everything else is automated—session logs, fee calculations, PDF invoices, and lesson reports. Build trust effortlessly with a dedicated parent portal. Free for the first month, then just ¥500/month.
→ Learn more

Still managing tutor attendance manually?

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