School fee structure format, in Excel and Word.

What a fee structure shows

The fee structure is the school's public promise about money for the year. Parents read it before they apply, and it's what every fee receipt is checked against later. A complete one carries:

• Every fee head, with how often it's charged. Tuition a month, annual charges once a year, the exam fee each half-year. Writing the frequency next to the amount stops a monthly fee being read as a yearly one.
• The amount for each class, or for each group of classes that pays the same, and the total for the year.
• One-time charges for a new student, such as registration, admission and refundable caution money, kept apart from the yearly fees.
• The instalment plan and due dates, the late payment rule, the concessions on offer and how transport is charged.
• The approval: who approved it and when, signed by the principal and the management committee.

Keep tuition fee as its own head. Outside the default tax regime, parents can deduct tuition fees for up to two children within the ₹1,50,000 limit in Schedule XV of the Income-tax Act, 2025, but not development fees, donations or payments like them. Fold tuition into a combined fee and they can't tell what they're allowed to claim.

The rules behind it

CBSE. The Affiliation Bye-Laws leave the amounts to the state. Fees are charged "under the heads prescribed by the Department of Education of the State/UTs", the admission fee and every other head only as the state's regulations allow, and a fee can't be revised "without the express approval of the School Management Committee or the process prescribed by the Appropriate Government". The school's website must carry its fees: the fee structure is item 1 of Part C of the Mandatory Public Disclosure, which CBSE restated in its first circular of 2026.

The RTE Act. A school can't take a capitation fee, and the Act defines one as "any kind of donation or contribution or payment other than the fee notified by the school". So the notice also sets the line: a charge that isn't on it is one you shouldn't be collecting.

Your state. Most fee laws cover private unaided schools and say how a fee is fixed, who approves it and when it can change. A few of them:

These are summaries, and fee rules change through orders and court cases as well as Acts. Check the current position with your state's education department before you publish.

Late fees and unpaid fees

CBSE's Bye-Laws don't set a late fee, and neither do most state fee Acts, so the notice should say plainly what yours is. The sample's ₹10 a day is made up. Delhi's 1973 rules fix five paise a day after the 10th of the month, though those rules sit in a chapter headed for aided schools.

Be careful with what happens when a fee isn't paid. Delhi's 2025 Act bars a school from withholding a student's results, keeping them out of classes or activities, or humiliating them in public over unpaid or late fees, with a penalty of ₹50,000 a violation for each student. Work out a fine with the late fee calculator.

How the instalments are worked out

Each head is charged on its own cycle, and an instalment collects every charge that falls due in its part of the year. On the quarterly plan, Class VI to VIII pays:

The four add up to ₹62,400, the year's total. A new student pays the ₹725 in one-time charges with the first instalment. Switch the plan to monthly and the annual charges land in April, the exam fee in April and October, and every other month is tuition alone. To spread a single amount evenly instead, use the fee instalment planner.

What the Excel file does

• Setup holds the school's name, the academic year, the day fees fall due, and up to ten fee heads, each with how often it's charged. Add your own frequency, such as three terms a year, to the How often table.
• Fee structure has a row for each class or class group, up to 20. Type each head's amount per charge and it works out the total for the year, the one-time charges and a new student's first year.
• Instalments splits every class's year into the plan you pick, monthly, quarterly, half-yearly or yearly, with the due date over each column. Each row adds back to the year's total.

The PDF and Word file are the notice itself, blank, on one A4 page: the fees by class, the one-time charges, the instalments, late payment, concessions and transport, and the two signatures. Copy the figures across from the Excel file. The sample starts with 6 heads; edit the Word file if you need more columns.

How to make your fee structure

1. Fill in Setup. Enter the school's name, the academic year, the year the session starts and the day of the month fees fall due.
2. List your fee heads. Type each head your state allows and pick how often it's charged: monthly, quarterly, half-yearly, yearly or once at admission.
3. Enter the amounts. On the Fee structure sheet, type one row per class or class group, with each head's amount per charge. The totals fill themselves in.
4. Pick the instalment plan. On the Instalments sheet, choose monthly, quarterly, half-yearly or yearly. Each instalment and its due date appear.
5. Publish the notice. Copy the figures into the Word file, have it approved and signed, then put it on the notice board and your website.

Sources

We read each of these on 21 October 2026. Rules change, so check the latest circular before you rely on a detail.

1. Affiliation Bye-Laws 2018, Chapter 7: Fees (clauses 7.1 to 7.6), CBSE.
2. Circular 03/2021, Mandatory Public Disclosure (Appendix IX, Part C), CBSE, 5 March 2021.
3. Circular 1/2026 on Mandatory Public Disclosure, CBSE, 12 January 2026.
4. The Right of Children to Free and Compulsory Education Act, 2009, sections 2(b) and 13, Gazette of India, on NCPCR.
5. Delhi School Education (Transparency in Fixation and Regulation of Fees) Act, 2025, Directorate of Education, Government of NCT of Delhi, 13 August 2025.
6. Delhi School Education (Transparency in Fixation and Regulation of Fees) Rules, 2025, Directorate of Education, Government of NCT of Delhi.
7. Removal of Difficulties Order, 2026, Directorate of Education, Government of NCT of Delhi, 1 February 2026.
8. Delhi School Education Rules, 1973, Chapter XIII (rules 164 to 168), Directorate of Education, Government of NCT of Delhi.
9. The Uttar Pradesh Self-Financed Independent Schools (Fee Regulation) Act, 2018, section 3, Government of Uttar Pradesh, on India Code.
10. The Maharashtra Educational Institutions (Regulation of Fee) Act, 2011, sections 2(k) and 3, Government of Maharashtra, on India Code.
11. The Gujarat Self Financed Schools (Regulation of Fees) Act, 2017, section 2(g), Government of Gujarat, on India Code.
12. Karnataka Educational Institutions (Classification, Regulation and Prescription of Curricula) Rules, 1995, rule 10, Government of Karnataka, on India Code.
13. The Haryana School Education Act, 1995, section 16, Government of Haryana, on India Code.
14. The Tamil Nadu Private Schools (Regulation) Act, 2019, section 26, Government of Tamil Nadu, on India Code.
15. The Rajasthan Schools (Regulation of Fee) Act, 2016, section 3, Government of Rajasthan, on India Code.
16. The Income-tax Act, 2025 (Act 30 of 2025): section 123 and Schedule XV, Gazette of India, 21 August 2025.