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I’m struggling with last-minute cancellations – what should my policy be? (All Teachers)
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Great tips! It’s always nice to share ideas. I always ask for 4 week advance payments and explain this even before we have a trial lesson. This normally gives a VERY clear indication of who is serious. Sometimes it gets a bit tricky where people claim they forget. I do send out a text message the day before the payment is due and remind them the week before the money is due as well. I also write in their notebooks ( I insist that they have a notebook) how many lessons they’ve had: from 1 – 4. That is a very clear way for both parties to know by keeping a record for the student to see. Occasionally, you will have those who disappear without advance payment, never to return. Those are rare. As any business, there are risks. I do provide a slightly longer lesson (without charge as I get carried away with music) every now and again as an incentive, which does keep my students happy.
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Hey guys, just had a go over this thread as Summer has approached – more cancellations happen. I also think to kick start anything new September is a great month to do so when everyone is in ‘back to school’ mode.
I ask for 72 hours notice, and this is in the header that’s on all of my music sheets.
However, it is still becoming a problem, even though I am quite strict with it.
As an example, I let one guy off with his fee as him and his sons mother don’t get a long, and the lesson is their bonding/father-son time. His mother had messed him around and they cancelled 15 minutes beforehand. Since then, he has let me down more and more… and always says before I can say a word ‘I appreciate it mate you don’t charge me I know you know it’s difficult.’
On one hand – OK, on the other hand I am super busy, and a 6:30 slot on a weekday is like gold dust to some clients.
What I want to discuss, and develop, then put in here as a potential model for others, is a cancellation policy that covers as many bases as possible.
This would be the same message, in different formats, for example.
1) Website, the cancellation policy is clearly shown on the website Matt has for us, if anyone says they didn’t know – it’s on the site they came through ( I do all of my bookings via the site and do not use my own phone number until I know a student is who they say they are – personal choice / situation).
2) A printed copy of those terms upon the first lesson OR/AND
3) In the header of music sheets, a brief description of the policy, and ‘full cancellation details are available on http://www.guitarlessonsmiddlesbrough.com‘
4) In the footer of all email contact.
This to me covers new students, as well as existing ones. I use block bookings and they are very effective, however 9/10 students do not understand if they cancel they lose a slot off their booking, I have had an ongoing problem with this, I think the printed version would cover that.
5) Also to state if YOU cancel that it is not the other way around and they are not ‘owed a cancellation’ free of charge. I had that before too.
If I was to draft a general letter people could adjust it to their business terms and put their own letterhead on it.
Would anyone find this helpful?
Thanks!
Dave:)
guitarlessonsmiddlesbrough.com
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