How to Cancel a Class and Still Keep Students Happy

Editor's note: This post was originally published in Summer 2022 but has been updated as of June 2025.

Sometimes you have to cancel a class. It’s a situation we all want to avoid, but at some point it is going to happen. Maybe the instructor is sick or the weather isn’t cooperating. Sometimes enrollment is too low to justify holding the session. Whatever the reason, you want to maintain a good relationship with students who have already enrolled in the class. 

A thoughtful class cancelation email can show students that your program is dependable, even under difficult circumstances. They will be less likely to seek out classes elsewhere, and more inclined to re-register with you. 

The tips in this post will help you minimize the negative impact of class cancellations on student relationships—and in some cases, even create positive sentiment. We’ve even included a class canceled email template to help you write that tricky message.

How to know it's time to cancel a class

Canceling a class isn’t a decision you make lightly. You’ve made a commitment to students and instructors—not to mention that no one like issuing refunds. Even so, sometimes it’s obvious that a class has to be canceled. If the instructor is sick or a blizzard knocked out the power, you have to cancel. And in these cases, students are likely to be understanding.

Weather is a common cause of class cancellations. However, the availability of online classes may mean that students are less accepting of weather disruptions. Before canceling an in-person class due to weather or other physical circumstances, consider whether it’s possible to switch to an online session. 

Perhaps the most difficult scenario is low enrollment. You have to weigh the cost of offering the class against the potential disappointment of those who have already enrolled.

It can be worthwhile to run a class session with low enrollment if:

• You own or have a long-term rental on your education space
• The instructor is an employee who would be paid regardless
• Materials have already been purchased and can’t be reused

In these cases, you may not save much by canceling. Even if you don’t break even, keeping enrolled students happy may be worth the cost of running the class.

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4 tips to make class cancelation less painful

If you do decide that cancelation is the best option, clear communication is going to be key to preserve student relationships. These four tips can help make the situation easier to handle.

1. Have a cancelation policy

Student relationship tip: Clear communication makes any relationship healthier! Proactively let students know about cancellation and refund policies.

A clear and accessible cancelation policy can help students accept your choice to cancel their class. Often we think of cancelation policies as a way to set boundaries around when and how students can cancel their attendance in a class without being charged. These policies are also useful for outlining the factors that might influence you to cancel a class.

A comprehensive class cancellation policy should include:

• Circumstances that may lead to class cancellations
• How you will notify students of cancellations
• Rescheduling and refund policies

You can add policies as links in your course description or as PDFs attached to your course registration form. Even if the student doesn’t closely read this policy at enrollment, it can make your decisions seem less arbitrary and more understandable.

2. Let students know if a class is in danger

Student relationship tip: Inviting students to help keep a class alive gets them invested in the class and the program. The more invested they are, the more likely they are to keep coming back. So don’t be afraid to ask for help!

A storm is coming, the instructor is under the weather, or you only have three students signed up for the class. Don’t wait! 

Let students know if a class is in danger of being canceled. In the case of a storm or instructor illness, you might offer an alternative date in case the class needs to be postponed.

For low enrollment situations, letting students know can mobilize them to act. They might stage their own low enrollment intervention and invite friends, family, and coworkers to help fill out your roster. Who knows, those last-minute sign-ups could turn into lifelong students.

3. Offer alternatives to cancelled classes

Student relationship tip: Alternatives help you cultivate a connection with students, even if their class isn’t happening as scheduled. 

You may already know that you plan to reschedule the class. If so, ask if they’d like to transfer their enrollment to that session. The new date might not work for their schedule or you may need time to pick a new date. In that case, offer to put them on a waiting list so they’re pre-registered for the next session. 

You might even add them to an early notice mailing list, so they have a chance to register before the next class is formally announced.

You can also offer alternatives in the form of other related classes. A student who enrolled in your Polymer Clay Jewelry workshop might be willing to shift their enrollment to the upcoming Polymer Clay Bead Making session.

4. Give students options for a refund or credit

Student relationship tip: Students are more likely to feel like they’ve been treated fairly if you offer a refund or credit.

Students don’t want to pay for classes they didn’t take. If you cancel a class, offer them a refund, or the opportunity to apply that payment toward the cost of a later registration. These options should be outlined in your refund policy, but mention them again in your class canceled email. You’ll find a template in the section below.

If you want to make the extra effort to keep students happy, you can offer a promo code for a future class. It’s not essential, but it can help you build some goodwill after the disappointment of a canceled class.

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Class canceled email template

Writing a class canceled email is never easy. Feel free to copy and paste this class canceled email template into your word processing software or download all of our program communication email templates.

Dear [Student],

We have made the difficult decision to cancel [Class name] class scheduled for [date/time/location]. Unfortunately, [a storm is coming/the instructor is ill/we do not have enough students to fill the class.] While we know this is disappointing, we hope to see you at a future [program or organization name] class soon.

What happens next

Per our cancelation policy {link to policy}, we will offer a refund or credit toward a future class. Please email and let us know whether you would prefer a credit or refund. If we do not hear from you in the next 48 hours, we will process a refund to the card you used to register. It should arrive in your account within 7 business days.

Other classes you might like

We hope you will consider applying your credit toward another [subject area] class in our catalog. Here are a few we think you might like:

• Class 1
• Class 2
• Class 3

Thank you for your understanding. If you have any questions about this class cancelation or the status of your refund, respond to this email or call [phone number].

Best wishes,

[name of program director]

[title]

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Tips for writing a class canceled email

When writing a class canceled email, clarity and care are your top priorities. You want students to know the class will not happen, you want to manage their expectations, and you want to show them they're valued.

Keep your email brief, and follow these guidelines:

• Be specific - Mention the date, time, and name of the class in question. That way students won’t confuse it with other classes they may be taking.
  
• Be sincere - Overly flowery or apologetic language may come across as fake. Apologize for the cancelation, but don’t make a fuss about it.
  
• Give a reason - People feel better when they understand the reasoning. Let them know why the class was canceled and refer to your cancellation policy if possible.
  
• Offer options - Let them know what options they have for rescheduling or getting a refund. Again, refer to your published policies where possible.
  
• Provide contact information - Students may still have questions. Tell them how they can best contact you.
  
• Use a clear subject line - Include the title of your class and the word canceled somewhere in your subject line. You don’t want students to think it’s just another marketing email.

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Communicate with students

Nobody wants to cancel a class, but doing so doesn’t have to be a disaster. It can be an opportunity to deepen your connection with students and maybe even a chance to learn lessons that improve your program. 

CourseStorm makes registration, student communication, and yes, even cancellations, impossibly simple. Instructors or admins can cancel a class, communicate with students, and issue refunds in just one click. Connect with our team to get your free CourseStorm demo today.