The 10 policies every good music teaching studio should have
Strong studios are not defined by strict rules. They are defined by clear ones. When policies are explicit, families know what to expect, teachers make fewer ad-hoc decisions, and lessons stay focused on learning rather than logistics.
What matters most is not which policies you choose, but that your choices are intentional and communicated. Below are ten core policy areas every studio should address, with common options for each. You get to choose the ones that suit your studio and your lifestyle best.
1. Missed lessons (Cancellation / Make-Up Policy)
This policy sets the tone for how your time is valued. Choose an approach you can apply consistently.
Options to consider:
• Missed lessons are forfeited (no make-ups for any reason)
• Make-ups allowed with advance notice (often 24–48 hours)
• Make-up credits used during designated times
• Offer an online lesson instead of cancelling
• A combination of the above, with clear limits
• Custom policy tailored to your timetable and student mix
2. How you charge tuition (Billing Structure)
Billing structure communicates how you think about continuity and commitment. The best option is the one that matches your studio’s rhythm and reduces admin.
Options to consider:
• Flat monthly tuition (same fee every month)
• Term-based tuition (paid upfront each term)
• Pay-per-lesson
• Annual tuition divided into equal instalments
• Calendar-based billing (set up your lesson calendar in advance and then invoice based off that)
• Custom billing model that suits your calendar
3. How families pay (Payment Method Policy)
Payment policies work best when they minimise follow-up. Clarity here protects your teaching energy.
Options to consider:
• Automatic payments preferred
• Bank transfer
• Credit/debit card
• Cash
• Combination of methods, with one preferred default
• Custom method policy
4. Late arrivals (Attendance Policy)
Late-arrival policies protect the structure of your day and remove uncertainty in the moment.
Options to consider:
• Lesson ends at the scheduled time
• Teacher may adjust when appropriate (with clear boundaries)
• Custom approach (e.g., different rules for back-to-back teaching days)
5. Practice expectations (Practice Policy)
Practice policies are most effective when they describe what prepared looks like. Choose expectations that your students can actually follow and measure.
Options to consider:
• Time-based practice (e.g., 20–30 minutes, 5 days/week)
• Task-based practice (complete specific goals)
• Parent-supported practice for younger students
• Flexible expectations that adapt to student context
• Custom expectations aligned to your teaching approach
6. Communication (Communication Policy)
Communication policies are really boundary policies. The goal is fewer missed messages, fewer assumptions, and fewer interruptions outside teaching time.
Options to consider:
• Email only
• Through a studio app (e.g., My Music Studio)
• Text message for urgent issues only
• No communication outside teaching hours
• Combination, with a clear ‘primary’ channel
• Custom policy that matches your availability
7. Books and learning materials (Materials Policy)
Materials policies reduce lost lesson time and make it clear who is responsible for what. Consistency matters more than the specific model.
Options to consider:
• Families purchase all materials
• Teacher provides and invoices families
• A mix of both (e.g., families buy books; teacher provides studio resources)
• Custom approach based on instrument level or program
8. Studio behaviour and environment (Studio Etiquette)
Studio etiquette policies are about creating the conditions for focus. They help you teach without managing preventable distractions.
Options to consider:
• Quiet waiting area
• No food or drink
• Parents may observe lessons
• Parents may not observe lessons
• Add your own rules (e.g., sibling supervision, phone use, arrival procedure)
9. Performances and exams (Performance Policy)
Performance policies prevent surprises. They also clarify how you use concerts, exams, or assessments in your teaching program.
Options to consider:
• Participation required unless exceptional circumstances
• Encouraged but optional
• Only for certain students (e.g., exam track)
• Custom expectations (e.g., minimum notice, readiness criteria, number per year)
10. When you need to cancel (Teacher Absence Policy)
This policy builds trust. Families don’t need perfection; they need a predictable process when you’re unavailable.
Options to consider:
• Provide a make-up
• Provide a credit
• Use a substitute teacher
• Combination (e.g., credit by default, make-up when practical)
• Custom policy based on your teaching context
Policies are not about being rigid. They are about removing uncertainty. When expectations are written, shared, and applied consistently, your studio will run more smoothly, conflict will be minimised and you will be seen as the professional that you are.