Private Swim Lesson Invoice Template
A private swim lesson invoice should list each session by date and duration, show the package purchased with lessons remaining, itemize sibling or small-group rates per swimmer, and state travel fees for home-pool visits along with the weather and cancellation policy. ShowTheReceipts saves those as reusable lines and keeps the remaining-lesson count on every invoice.
Header block
- Business name, instructor certification (WSI / lifeguard / CPR), phone
- Parent or guardian name, swimmer name(s)
- Lesson date, time, duration, and location
- Invoice number and payment method
Lesson lines
- Private lesson — per session, by duration
- Semi-private / sibling — per swimmer
- Small group — per swimmer, with a stated max
- Package purchase — 4, 8, or 10 sessions
- Package credit applied — with lessons remaining
- Travel to home pool — by zone
- Pool or facility fee — where passed through
- Late cancellation / no-show
Terms footer
- Cancellation window and what a missed lesson costs
- Weather policy — instructor-cancelled vs family-cancelled
- Package expiry date
- Certification numbers, which parents genuinely check
In seasonal outdoor markets, the weather line prevents more disputes than every other term combined.
What not to do
- Don’t leave the remaining-lesson count off the invoice
- Don’t sell packages without an expiry inside the season
- Don’t absorb home-pool drive time silently
- Don’t leave the weather policy to be decided during a thunderstorm
Frequently asked questions
How should sibling lessons be billed?
Per swimmer, at a small-group rate, on one invoice to the parent. Two children in a 45-minute session is more work than one, not less — the discount should reflect shared pool time, not shared attention.
What weather policy belongs on the invoice?
One line: lessons cancelled by the instructor for lightning or unsafe conditions are rescheduled or credited; lessons cancelled by the family inside the window are charged. Outdoor swim seasons produce this exact conversation weekly.
Should home-pool visits carry a travel fee?
Beyond a stated radius, yes — by zone. Teaching at a family's pool is a premium service with real drive time attached, and a zone fee prices it without inflating the rate for everyone.
Do I need to state package expiry?
Yes, especially in seasonal markets. A package sold in June that a family expects to use the following August is a liability; a stated expiry inside the season is normal and easily accepted at purchase.