What records a tutor should keep

Good records save arguments and time. Keep few things, keep them every day and keep them private.

The essentials

Student details: name, class, school, parent name and phone, start date.
Fees: amount due, amount paid, date, how it was paid. Part payments too.
Attendance: present or absent for every class.
Tests and marks: date, topic, marks, and the topic to revise.
Notes: anything the parent told you, such as health, a worry or a change in timing.

How long to keep records

Keep fee records for as long as the tax or accounting rules in your country require, which differ by place; ask an accountant. Keep other records while the student attends and for a reasonable time after.

Privacy and safety

Phone numbers are private. Do not share them in group chats without permission.
Do not post a student's photo or marks publicly without the parent's permission.
Keep the data on a device with a lock. If you use this site's manager, the data stays in your own browser; download a backup and keep it somewhere safe. Read data safety for how it works.

Paper or digital?

Either works if you do it daily. A notebook is fine for two students; with ten, a manager that adds up fees and shows who has not paid saves an hour a month. Print the monthly attendance sheet if you like paper.

Common questions

Do I need the parents' written permission to keep their phone number?

It is good practice to tell them what you keep and why, and to use it only for class matters. Rules about personal data differ by country, so check local guidance.

What if I lose my phone?

That is why a backup file matters. Download one regularly and keep a copy on a computer or in your email.

Keep going

The manager keeps its data in your own browser and nothing is sent to us. Hindi and Punjabi messages were written by us and not read by a native speaker: please read them before you send. This site gives practical guidance, not legal or tax advice; rules for tuition classes differ by country and state. Checked 14 November 2026.