Begin your policy document by stating the current revision or effective date of the document. It's a nice touch to start your document by thanking the reader for their interest in your services.
Define the scope of your practice. For example, if you are a math tutor, don't imply that you can tutor every single grade level or every single topic in math, unless you truly can. It is more likely you have a particular specialty, such as standardized test prep, high school algebra and geometry or elementary school math.
Specify the location of your services. Do you work out of your home office? Are you willing to travel to a client's home or public venue? Do you have a distance limit? If you work out of your home, indicate if you have any pets or other special issues. Specify any special parking requirements or restrictions. Include any special policies such as no smoking, if that is a concern.
Specify the length of a session with you, if you work by the session. Consider offering sessions that are 25, 55 or 85 minutes long to allow transition time between clients. People are usually not happy if you promise them an hour, but then cut their session short. This is especially true if you are charging $60 per hour, which is $1 for every minute.
Specify the cost per session. If you offer any package deals, describe them very clearly. Describe any related terms, such as what the client can do, if anything, to break any contract. Describe the methods by which a client can pay. Consider offering as many options as possible. Note that PayPal offers a very easy way of accepting credit cards from your clients. They can pay with the confidence of knowing no one will see their card number, and that a written record of the transaction is kept. Since PayPal charges a percent of sale, as well as a per-transaction fee, consider only accepting credit cards for payments that exceed a certain amount.
State your cancellation policy very clearly. Keep in mind that if it is too rigid, you will lose clients. Most people are not comfortable with the thought that if their car breaks down, they may be out the cost of a session, which in some cases can be very pricey. It is better to be flexible and request advance notice. However, to avoid being taken advantage of, be sure to specify that too many cancellations without payment will result in you dropping the client from your schedule. Handle it on a case-by-case basis, and be prepared to "pick your battles" wisely. A long-term client is very valuable.
Try to give clients a rough idea of what your schedule is like. You could give a general statement such as, "Sessions usually begin on the hour," or "I work all days except Tuesday and Sunday." Try to be as flexible as you can, and indicate you will try to work around a client's schedule.
Offer a free initial consultation. People will be reluctant to work with you if they cannot meet with you first for free. However, before making the appointment, email your policy document to the client and ask if he or she has already read it. There is no point in meeting with someone who does not like your policies.
If you work with clients who are under age 18, specify all relevant requirements, such as whether a parent or guardian must be present. Keep in mind that many parents will want to run off and do their own thing during a session, and you may be alone with the child unattended.
Clearly describe any relevant matters related to your profession. In the case of a tutor or teacher, discuss your methods. If they are unconventional, or different than what is offered by generic commercial services, indicate so very clearly. Many clients have a hard time distinguishing one from the other, and they don't realize most independent contractors do not use cookie-cutter methods, but are instead quite unique in their ways.
Indicate any refund policy you may have, along with any guarantees or liabilities. Be cautious in offering guarantees, since whatever you are doing almost certainly revolves around effort from the client. Maintain a very liberal refund policy, but limit it to the cost of the most recent session. If you do a good job, no one will ever take you up on that offer, but clients will feel better knowing they won't be cheated out of any money.
Include any other details you feel will describe your services to a prospective client. Be honest. End your document by indicating that the policies are subject to change without notice, and that an updated version is always available on your website or upon request.