Training course booking terms template
Training course booking terms set out the conditions on which a training provider sells places to business and consumer customers: booking, fees, cancellation and transfers, certificates and what happens if the provider cancels. A training provider uses them with each booking, alongside a booking form that lists the course, delegates and fees.
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What changes each time
30 values. Everything else is your wording, kept exactly.
The provider
- Business name
- Company number and registered office
- Postal address, email and phone
- Website for booking
Booking and payment
- Booking method
- Whether prices include VAT
- What the fee covers
- Payment: in full or on invoice
In-person courses
- Days before the course joining instructions are sent
- Miles within which the venue may be moved
Online courses
- Platform
- Hours before the joining link is sent
- Days to give access to recorded content
- Months of access to recorded content
- Device and connection requirements
Cancellation, transfers and certificates
- Cancellation bands and refunds
- Administration charge, if any
- Transfer notice in days
- CPD hours or points and share of the course attended
- Resit terms
The booking form
- Customer and contact
- Purchase order number
- Course title
- Date(s) and times
- Delivery
- CPD hours and accrediting body
- Entry requirements
- Delegates, job titles, needs and fees
- Total fees
- Signatory and date
The rules it usually needs
Written in plain English when the template is set up.
- Only when…
“Include the company number and registered office if the provider is a company.”
The provider line adds them.
- One of several wordings
“Prices include VAT, or exclude it.”
Clause 3 shows which.
- One of several wordings
“Payment is in full when booking, or on invoice before the course starts.”
Clause 3 shows which.
- Only when…
“Include late payment interest for business customers.”
Clause 3.5 refers to the Late Payment of Commercial Debts (Interest) Act 1998.
- Only when…
“Include the in-person section if the course is delivered in person.”
It covers venue, joining instructions and a move to another venue.
- Only when…
“Include the online section if the course is delivered online.”
It covers technical requirements and what happens if the platform fails.
- One of several wordings
“An online course is either live, or recorded content with access for a set time.”
Clause 5.1 shows which.
- Only when…
“Include recording of live sessions if sessions are recorded.”
Delegates are told before recording starts and may keep their camera off.
- One of several wordings
“Cancellation follows either a refund scale, or transfer or substitution only for business customers.”
Clause 6.3 shows which, and the booking form follows.
- Once for each item
“Add a row for each delegate on the booking form.”
The delegates table lists the name, email, job title, needs and fee.
- Only when…
“Include an assessment and resit terms if the course has an assessment.”
Clause 7.3 sets out the resit options.
- Only when…
“Include the recorded online content wording if the course is recorded online content.”
The right to cancel ends when access begins, where the customer has agreed.
- One of several wordings
“Delivery on the booking form is in person, live online or recorded online content.”
The delivery line shows which.
- Only when…
“Include a purchase order number and position for business customers.”
The booking form adds them.
- Only when…
“Include the consumer start-within-14-days tick box for consumers booking at a distance.”
The consumer confirms they want the course to begin within the cancellation period.
- Only when…
“Include the cancellation form if you take bookings from consumers.”
The model cancellation form is added.
Questions people ask
What are training course booking terms?
They are the conditions a training provider applies to bookings: how to book, how much it costs, what happens if a customer cancels or the provider cancels, and what delegates receive at the end.
Do they work for businesses and individuals?
Yes. They cover both business and consumer customers, with a section for consumers that includes the right to cancel a booking made at a distance.
Can a course be online?
Yes. There are sections for live online courses and recorded content, and a booking form that records the delivery method.
What if the provider cancels a course?
Clause 8 covers this, for example if too few people book or the trainer is ill. The provider tells customers as soon as possible.
Can I offer transfers instead of refunds?
For business customers, yes. You choose between a refund scale and transfer or substitution only.
Use this template
It opens in DocuWeave as a template you can check, change and publish. Nothing is used until you do.