One of the most important things you can do when setting up your piano studio (or re-vamping your piano studio to work better for you) is to have a written Piano Studio Policy. It’s the #1 way that piano teachers can avoid potential problems and headaches. Having a written Studio Policy ensures that everyone is on the same page; clients feel informed and know exactly what is expected and you feel at ease knowing that no “surprises” will pop up during the year.
We have many piano teachers ask us “What should my piano studio policy sheet look like?”. What should I include? What should I leave out? What is fair? So today we’re laying out our advice for the top 4 piano studio policies that will make you and your clients happy.
Our opinion is that less is more. Pre-emptively striking on every possible situation or problem does nothing but a) make your clients feel as though they’re bombarded with rules and regulations and b) negates the impact of your most important policies. Give someone 4 simple points and they’ll remember each one. Give them 14 and they’ll stop reading after 6. It’s unfortunate, but true.
The piano studio policies that we’ve chosen to highlight are the issues that are the most common across all piano studios. They are the policies that prevent the largest problems and they are the ones that will make your life much easier once they are in place.
1. Policy #1 – Your Schedule – Lay out your teaching schedule for the year. State your expectations for attendance (including the summer months if applicable). Explain what will happen if you need to be absent for any reason (illness, weather, your Moroccan vacation etc.). Give a calendar with the dates clearly marked when your studio is closed so no confusion happens during the year.
2. Policy #2 – Payment – Decide on a way you would like to be paid. Monthly, term-by-term or yearly are the most common methods. Build-in security by requesting payment be made a week before your next payment term begins (ie. the last week of each month, the last week of each term etc.) This gives you peace of mind by ensuring you are pre-paid before the start of the next session. Make payment options simple (limit it to a choice of two different methods that work for you) and state what will happen if payment is not made on time
Most teachers choose to be paid by cheque. Others have moved to online credit card payments or bank transfers. Carefully choose a method that is convenient but that doesn’t cut into your bottom line too much with added fees.
3. Policy #3 – Missed Lessons – Decide what you are comfortable with (no make-ups, make-ups for illness only, make-ups in other students’ cancellations only, make-ups through swap-list only, make-ups in a group lesson format once a month etc.) and state your decision clearly as well as the methods you would like people to use to let you know if they will be away (i.e. are you okay with a text or do you require a phone call etc.)
4. Policy #4 – Discontinuation of Lessons – What do you expect in terms of notice and payment if your student discontinues lessons part-way through the year? If you require 1 month’s notice, then it is a good idea to have a 1 month’s payment deposit taken at the start of each teaching year (the last month of the year submitted along with the first).
Yes, it really can! A professional-looking policy sheet that is short, sweet and to the point can really make this part of your piano teaching studio much easier. Keep in mind that it needs to be in writing, distributed in a way that you know each parent will receive it, straightforward and to-the-point, and written in a way that is kind yet unapologetic.
Will you deal with parents who need reminders beyond these four points? Absolutely. Students will be picked up late, students will arrive without their piano books, students won’t practice and so on. However, by limiting your studio policy sheet to just these four categories you thereby ensure that the majority of your studio abides by the most important points. Incidents that happen aside from these four categories can be dealt with as needed.
Combining a well-written and concise studio policy with your commitment to building relationships with your clients, your attention to creating and sharing newsworthy studio events, and your decision to present your studio in a professional way truly will relieve you of most of the “typical” piano teacher headaches in a positive and pro-active way. Why will they make your clients happy? The truth is, everyone is happier when clear and fair expectations are presented for anything; piano studio policies included.
I have to disagree with you that it is all very simple. I have been teaching for almost 40 years and have found that my policy letter, which is similar to yours must go straight into the garbage without being read. Over the years I have been amazed at the lack of understanding that people show with respect to my policy letter. I find that people that chose to ignore my requests rarely call to talk or email and just drop off the kids knowing that I will not ask a child why I am not being paid on time or any other deviation from my policy. I am not alone in this. Many of my friends have the same issues with parents ignoring the plain and simple common sense rules that we all like to use.
Hi Emily – we hear this often. I think that in any job where you provide a service to the public you’ll always deal with people who are more difficult. Maybe in your case if your studio policy letter is not being read (or is being tossed) maybe a face-to-face meeting in the beginning (or throughout the year) would work better for you. If you’re finding that you’re not connecting in-person with your piano parents this could be the root of the problems you are unfortunately experiencing. I’ve always found that if you make face-to-face connections with parents then they feel more in touch with the studio and they are less likely to ignore payment that is owing, your policies etc. Parents are used to the “drop-and-go” routine from other activities, but maybe giving them a reason to come into the studio more frequently would help? I’ve had weeks with “Watching Days” before where parents come in the last 8 minutes of the lesson for a private concert etc. This gets them in your studio door, helps them to make that personal connection with you and your studio and you’ll likely find your problems will decrease. Sorry that you’ve had to deal with this – it can be very trying when all you want to do is enjoy teaching piano lessons! 🙂
Andrea, my young students’ parents sit in on the lesson. When my studio policy was distributed, I had each parent sign a page that they received and will abide by my studio policy. So far, so good.
I remember when I first started teaching piano lessons. I admittedly didn’t have a policy for late payments, students consistently being unprepared/ not bringing their materials, etc. In the past, I usually sent a reminder to the parents of tuition owed a week before it was due, and I only charged for lessons they actually attended. I realize now that is definitely not good for business. I’m trying to write my own policy so I can start advertising. I’ve never done it before so it’s an experience. I’m not sure what to do in regards to figuring out which method book to use for my students because every child is different. The method that I use for my students now may not work for others that decide to take lessons from me.
Hi , Is my first time to write some comments, but I am very happy for all your tips, I have my policies, works very well, parents read all the information, we have very good contact by mail and text. An is very important for the parents to know what you expecting from them , and from you as a teacher.. And is good to have a space at the end of the policies for them to sign if they are agree for that policies if not they can look for another teacher… Thank-you!!
I have been teaching very long. and I have the same problems every month. Some parents are coming to the lesson and when you finished they mention to you, uos I forgot my checks. some parents do not follow policies, for example….next week we are not coming becuase something in our schedule. Piano lessons is the same like any service….electricity by the month, car service if you do not have the money back the car is there looking at you in the service until you pay. practice. welll. total disaster….some parents want to hear the pieces NOW. did they practice. no.
In my policy it states lessons are due the first lesson of the month. It is cash only and if not at first lesson there is a $5 late charge. Strictly enforced . So far no problems.
