# Enrollment and cancellation policy template

> A family-facing policy for online classes: enrollment, invoices, cancellation notice, no-shows, makeups, holidays, refunds and child safety.

URL: https://halqora.com/resources/enrollment-cancellation-policy-template
Last updated: 2026-10-22

## Downloads

- [Word (.docx)](https://halqora.com/resources/enrollment-cancellation-policy-template.docx)
- [PDF](https://halqora.com/resources/enrollment-cancellation-policy-template.pdf)

**This is a template, not legal advice.** Consumer law in the family's country (for example the UK and EU rules on cancelling online services) can override what a policy says. Check your final version with an adviser.

Families rarely argue with a rule they agreed to before the first class. This policy puts the rules that cause disputes in one short document: when a class is charged, when it is not, and what happens next.

## What it covers

| Section | What it settles |
|---|---|
| Enrolling | Trial class, the details you collect, whose time zone the class is fixed in |
| Fees and invoices | Prepaid or postpaid, due date, payment methods, sibling discount, overdue invoices |
| Cancellations | A table of notice and charge, emergency exceptions, late joining |
| Academy cancellations | Never charged, makeup or credit, teacher lateness |
| Makeups | When they are offered, how long they last |
| Holidays and breaks | Academy closures, family travel, holding the slot |
| Changing schedules | Notice to change, clock changes |
| Child safety | A parent nearby, contact through academy channels only, no recording, silent quality checks |
| Withdrawing and refunds | Notice, refunds of prepaid classes, statutory rights |

## How to use it

1. Replace every [bracketed] item. Pick one option where the template offers two, such as prepaid or postpaid.
2. Use the same notice window as the [teacher agreement](https://halqora.com/resources/teacher-agreement-template), so a late cancellation means the same thing to the family and to the teacher.
3. Send the policy with the enrollment confirmation and ask the parent to sign or reply "I agree".
4. Link it from every invoice. The notes on the [invoice template](https://halqora.com/resources/tutoring-invoice-template) repeat the cancellation rule in one line.
5. Give 30 days' notice of any change.

For the reasoning behind the numbers, read [how to set fair late-cancellation and no-show rules](https://halqora.com/resources/late-cancellation-no-show-rules) and the post on [makeup class policies](https://halqora.com/blog/makeup-class-policy).

Halqora applies one set of outcome rules to every class: a student cancellation at least 3 hours ahead is not billed, a later one is, and a teacher cancellation is never billed. See [scheduling](https://halqora.com/features/scheduling).