Coaching Agreement Template

A coaching contract template performs a central function in professional coaching, stipulating the responsibilities and expectations between the client and the coach. Whether coaches are working with life coaching clients, corporate professionals looking to hone skills, or team members wanting to achieve improved productivity and performance, this clearly defined legal document gives everyone involved the necessary clarity on the arrangement.

Why Do Coaches Need to Formalize Client Relationships?

A coaching contract template is an operational guide to keep the client and the coach in sync during engagements. There are circumstances under which having terms in writing isn’t only helpful—it’s fundamentally necessary to the arrangement.

When a Client Misses a Session and Wants to Reschedule

Life happens. A client forgets an appointment time, gets stuck in a meeting, or calls to cancel at the last minute. What now? Does the client forfeit the session, or are there any terms to reschedule the meeting? 

If the agreement says the sessions are to be rescheduled 24 hours in advance, failure to give advance notice means you forfeit the session and the makeup session. Without that transparency, the coach gets subjected to repeated last-minute cancellations.

When There’s a Disagreement Regarding Payment Terms

Imagine a client expressing that they felt they were under a pay-as-you-go program when the coach expected advance payment in full. Instead of having to trust the memory of the initial arrangement, both parties can refer to the coaching contract template, which details the terms and conditions in black and white. 

Did the agreement require payment before sessions begin? Is there a refund policy for unused sessions? A drafted legal document prevents misunderstandings and protects both parties.

When Confidentiality Becomes an Issue

A client gives the coach personal details or business goals during the session. Later, they might complain about the handling of this sensitive information. At this point, a confidentiality clause proves to be worth it. The coaching contract template could state that the coach will only reveal confidential information if required by law. 

If the client feels unsure about the coach’s disclosures and behavior, they refer back to this stipulation for reassurance. Without it, they’re likely to feel uneasy about what happens to the information shared during coaching sessions.

When the Scope of the Coaching Services Is in Question

A client comes to expect services that were not initially agreed to. Maybe they expected unlimited support through email between sessions, or one-on-one sessions in addition to what they booked. The coaching contract template offers complete transparency to the arrangement by stipulating the precise parameters of coaching services.

If the coaching calls are stated in the contract to be an hour long and there’s no support outside scheduled calls, the only thing the coach needs to do is refer the client to the contract, reminding them politely about the boundaries set in the agreement.

When a Client Requests a Refund Midway Through the Coaching Program

If a client discovers coaching isn’t the appropriate fit and asks to be refunded. This legal document stipulates a return policy whereby payments are considered to be non-refundable in this case, protecting the coaches’ financial interests. Without a contractual bond, the problem could turn into a long-term disagreement, potentially leading to a chargeback or the tarnishing of the coach’s business reputation.

When a Client Fails to Maintain Their Responsibilities

The coaching process is a mutual activity. If a client continues to fail to turn in assignments, report to sessions, or engage in the coaching content, the coach may be forced to refer to the agreement and kick the student out of the program, without issuing a refund.

A well-structured agreement includes a “client needs” section, in which the client’s cooperation and expected involvement are outlined. Referring to the legal document serves as a reminder that coaching is a team effort.

When Legal Action Becomes an Option

No coach wants to experience legal issues with their clients, but disagreements are inevitable. If a client threatens legal action regarding perceived value, the coaching contract template acts as a piece of legal evidence.

Whether it’s in outlining the terms of payment, terms of confidentiality, or services provided, the contract offers written confirmation of the agreed terms.

Without it, the coach is forced to substantiate their case through verbal arguments alone. A coaching contract template is more than paperwork—it’s a guidepost to avoid confusion, protect both the coaching business and the client, and keep the coaching partnership structured and professional.

What Does a Coaching Agreement Include?

A well-drafted coaching contract template captures the essential elements defining the working relationship between coach and student. While every coaching business operates uniquely, some terms in this agreement are standardized.

If a client ever feels uncertain about the terms or responsibilities within the agreement, they may seek legal advice before signing. This not only provides reassurance but also reinforces that the coaching contract template is legally sound.

Scope of Coaching Services

Every coaching contract should clearly define the services to be provided. A life coaching experience might be accompanied by personal transformation classes, and a corporate coaching program followed up with planning and building the leadership. 

Without a clear agenda in terms of what the coaching sessions cover, confusion between the role of the coach and client and the expectations of both parties can become clouded. Some agreements also stipulate the frequency of sessions and the duration of these meetings, and whether the coaching is in a face-to-face setting or online.

Defining the Coach-Client Relationship and Their Responsibilities

The success of the coaching relationship relies on each party honoring their side of the agreement if they want the relationship to work out and add value to the client’s coaching experience. A coaching template typically comprises a page describing the function of the coach. 

They agree to enable improvement strategies and make recommendations that progress the client to achieving their goals. It outlines the client’s duties, schedules regular coaching sessions, and defines the appropriate client attitude and acceptance of the coaching experience.

Payment Terms and Refund Policy

Clearly outlining payment terms prevents misunderstandings regarding fees, accepted payment methods, and refund policies. Whether a coaching company uses a credit card, bank transfer, or some other means of payment, the agreement must outline how and when payments are to be made.

This section identifies the circumstances where the client is entitled to claim a refund from the coach. Some agreements stipulate payments are entirely non-refundable, while others accommodate partial refunds depending on the merits of the situation.

Sharing of Confidential Information and Client Privacy

Confidentiality plays a key role in professional coaching. Clients provide personal anecdotes, business strategies, and business details that require the coach to handle them with discretion and never violate the client-coach confidentiality arrangement.

Adding a confidentiality clause to the contract that stipulates how confidential information is handled is a good idea. It should define who has access to the information or data, and how the coach intends to secure it. This provision provides offers assurance to the client that all confidential revelations remain undisclosed by the coach.

Whether coaching clients seek career guidance, life coaching, or executive development, knowing that their personal information remains protected builds trust in the client-coach relationship.

Intellectual Property and Use Rights

Many coaches offer proprietary tools, workbooks, or frameworks in addition to coaching. A coaching template agreement must provide intellectual property rights, specifying the client’s authorization to use the provided content for his or her development, and excluding commercial use. 

If a coach wants to retain all rights to his content, this subsection shall be expressed in unequivocal language to prohibit any use and/or distribution by others.

Cancellation, Missed Appointments, and Rescheduling

Clear contractual policies regarding missed appointments, rescheduling, and cancellations eliminate discrepancies over missed coaching sessions. A cancellation policy provides the notice period the client must provide if they want to cancel, or reschedule, a session. Some agreements also impose penalties in case of missed appointments.

A rescheduling area allows the client’s appointments to be relocated to another timeframe. Some coaches provide flexible rescheduling, and others impose limitations on the frequency by which a session could be rescheduled. Structuring these policies helps avoid conflicts in schedules.

Legal Disclaimers and Waivers

A coaching agreement by no means serves to replace the advice of a lawyer, doctor, or financial consultant. Many agreements also include a disclaimer to the effect that coaching services are not meant to provide medical, psychological, legal, or financial advice.

A waiver could also be added, reflecting the client’s understanding of the nature of coaching sessions and the goals they target. It includes the client’s acceptance statement to prevent them from making any invalid complaints about the coaching experience. This section gives the coach reputational and legal protection, avoiding liability.

Dispute Resolution and Legal Protection

Despite careful planning, disagreements are always possible. A coaching agreement should include a conflict resolution clause to stipulate how disagreements are settled. Some agreements provide for the use of mediation before legal recourse, and others provide for the use of arbitration to prevent the case from going to court.

Legal protection is essential for both parties. Whether working in new client relationships or long-term coaching contracts, a clear conflict resolution process outlined in the contract minimizes the risks of lawsuits and offers a rational solution to disagreements.

Severability Clause

A severability clause assures that if any provision in the contract is found to be unenforceable, the rest of the contract is still good. This prevents the entire agreement from being rendered useless because of a bad clause. 

Other legal terms in the contract may include compliance with the standard professional practices, including International Coach Federation (ICF) codes, and affirmations to the effect that the parties are freely agreeing. 

The Benefits of Using a Template When Preparing the Coaching Agreement 

Drafting a coaching contract demands precision. A template simplifies the process, with a standard structure in compliance with state and federal contract law. A carefully drafted template offers clauses to cover the client and the coach, minimizing legal uncertainty and risks for both parties.

Templates also standardize the new client onboarding process. Rather than drafting a new agreement for every new client who signs up, a pre-approved template offers the convenience of making instant modifications to the agreement to compensate for the unique needs of each client you sign up.

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