New Tutoring Family Intake Checklist
Everything to confirm with a new tutoring family before the first session, so scheduling and payment questions are settled in writing instead of negotiated later.
Reviewed for 2026, updated September 8, 2026.
Almost every late payment, surprise cancellation, and awkward text about last month's balance traces back to something that was never said at intake. This checklist collects the questions independent tutors and small centers wish they had asked on day one: who pays, how sessions are billed, what a late cancellation costs, and what happens during exam weeks and school breaks. Work through it on a short call or a form before the first session, then send the family a written summary and keep their reply on file.
Print one copy per family or keep it as a digital form. Check off each line only when the answer is confirmed with the family, not when you assume it. If you run a center with several tutors, use the same list for every new student so policies stay consistent across the roster. It pairs well with the guide sections on intake and cancellation policies, and with the Tutoring No-Show Loss Calculator on the tools page if you want to show a family why the policy exists.
- Student's full name, grade, school, and the subject, course, or exam you are being hired to help with
- Which adult is the billing contact, and whether a second household needs its own invoices or a split bill
- Best phone number and email for reminders, and whether the family prefers text or email
- Regular weekly slot agreed in writing (day, start time, session length), plus a backup slot if the first one fails
- Session location confirmed (your space, their home, a library, or online) and who provides the meeting link or room
- The student's school calendar checked for breaks, exam weeks, and testing windows over the next few months
- Hourly rate or package price stated in writing, including whether sessions run 45, 60, or 90 minutes
- Billing method chosen: prepaid package or per-session, and if a package, how many sessions it includes and when it expires
- Payment method agreed (bank transfer, card, check, or payment app) and the date payment is due each cycle
- Cancellation policy explained: the notice cutoff, what a late cancellation costs, and what a no-show costs
- Reschedule rules explained: how many free moves per month and how much notice is required
- What happens when the tutor cancels (make-up session offered, no charge to the family)
- Late arrival rule stated: sessions end at the scheduled time regardless of when the student arrives
- Summer, holiday, and exam-week plans discussed (pause, reduced schedule, or intensive block)
- Who is allowed to cancel or reschedule: parent only, or the student too for older teens
- Progress update expectations set: how often parents get a short note and in what form
- Homework between sessions agreed, and whether the tutor will review it
- Materials listed: textbook, practice tests, calculator, and any school portal login the student will need
- Any learning needs, accommodations, or goals the family wants you to know about before session one
- Written summary of rate, schedule, and policies sent to the family, with their confirmation saved
- Family added to your calendar, payment tracker, and reminder list before the first session
- First invoice date or package payment date noted so it does not slip past the first session
https://tutorloopr.com/templates/new-family-intake-checklist/Use it in your business, share it with your team, or link to it from your own site.
Also from TutorLoopr
- Monthly Family Balance Sheet: A one-page monthly log that shows, for every tutoring family, how many sessions were held, what remains on a package, what was invoiced, what was paid, and what needs a follow-up.
- Free calculators