Coaching Contract Template

What is a coaching contract template?

A coaching contract template is a reusable, pre-drafted agreement that you can customize for different coaching arrangements, such as life coaching, business coaching, or fitness coaching. It captures the core terms of the coach–client relationship and turns informal expectations into written commitments, making it easier to start and run coaching programs with clarity and professionalism.

Definition and purpose of a coaching agreement

A coaching agreement is a written contract that sets out what the coach will provide, what the client can expect, and the basic rules of the engagement. It helps turn informal expectations into clear commitments and keeps both sides aligned throughout the work.

The agreement typically lists the scope of services, session length and frequency, the delivery method (video, phone, or in person), and any deliverables the client will receive. For example, a 12-week program might include six 60-minute sessions plus two 15-minute check-ins. It also covers payment terms, cancellation rules, confidentiality, and ethical guidelines, giving both parties a solid reference point if questions or disputes arise later.

Because it sets expectations upfront, the contract reduces scope creep and protects both the coach and client by clarifying responsibilities and boundaries from day one.

When to use a coaching contract template

Using a template is helpful in several common scenarios.

For example, onboarding new one-to-one clients benefits from a standard intake and up-front terms, while group coaching participants benefit from clear rules about group dynamics, participation, and recording requirements. Corporate coaching contracts help outline confidential data handling, reporting, and sponsorship. The template should be used before delivering services and can be adapted for short-term programs (4-8 weeks), longer engagements (3-12 months), or ongoing retainer-style coaching with monthly terms.

As contexts change, you can add addenda for each client or program, such as deliverables, schedules, or scope changes. Using tools like Google Docs keeps the base template easy to customize, while DocuSign or PandaDoc handles secure e-signatures and version control, and storing final agreements in a shared folder (Google Drive or Dropbox) ensures everyone has access to the latest terms.

Core benefits for coaches and clients

A well-structured contract brings clear benefits for both sides.

For coaches, it defines boundaries, scope, fees, and cancellation rules, which reduces questions and speeds up onboarding. It also supports ethical practice by aligning with guidelines from coaching associations such as the ICF and EMCC, making audits and renewals easier over time. A clear contract also helps manage expectations and protects you from scope creep.

For clients, a written contract increases transparency on pricing, scheduling, and how progress will be tracked, which builds trust and confidence in the coaching relationship. A concise two-page template is quick to review, and it creates a reliable reference point if plans change or goals shift. Finally, using tools like DocuSign or PandaDoc ensures secure signing and easy version control for both parties.

Key sections to include in a coaching contract template

A solid coaching contract template helps set expectations, protect both parties, and make it easy to tailor for different niches and jurisdictions. Below are the core sections commonly found in coaching agreements, with guidance on what each clause covers, why it matters, and the kind of language you’ll want to use. Treat these as building blocks you can customize for business coaching, life coaching, or executive coaching, and adjust for local rules.

Coach–client relationship and scope

The coach–client relationship clause defines the partnership and sets clear boundaries for what coaching covers.

Coaching is a collaborative process aimed at developing skills, reaching goals, and building accountability. It is not therapy, medical treatment, or legal advice. The coach will not diagnose conditions, prescribe care, or provide treatment; if clinical needs arise, the contract should guide a referral to qualified professionals.

The language should make clear that outcomes aren’t guaranteed and depend on effort, time, and cooperation. Include a note about ethical standards (for example, the ICF Code of Ethics) if relevant, and specify both parties’ responsibilities in plain terms.

Services, format, and deliverables

The services, format, and deliverables section outlines what is included, how it’s delivered, and what you provide beyond sessions.

Typical inclusions are the number and length of sessions, the modality (in person, video, or phone), and how you’ll communicate between sessions (email or secure messaging). It also lists any resources you’ll supply, such as worksheets, recordings, or group calls. Use a bulleted list to spell out inclusions and exclusions clearly, so both sides know what’s covered and what isn’t.

• Sessions included: 6–12 sessions, each 45–60 minutes
• Delivery modality: in person, video (Zoom, Google Meet), or phone
• Between-session contact: email or secure messaging (reply within 24–48 hours)
• Resources provided: worksheets, exercises, recordings, and optional group calls
• Access to notes: client-only access, with supervisor access only if explicitly allowed by consent
• Exclusions: therapy, medical or legal advice, crisis services

Keep the language practical and easy to adjust for different niches or jurisdictions, and ensure the wording matches your delivery methods and tools like Zoom, Google Meet, Calendly, or a learning management system.

Schedule, duration, and session procedures

The schedule, duration, and session procedures section describes how often coaching occurs, program length, and how sessions are booked.

Many coaching programs run 6–12 weeks, with weekly or biweekly sessions lasting 45–60 minutes. You may offer longer programs (3–6 months) for deeper development. State the start and end dates, or clearly define the program window, and describe how clients receive scheduling links (such as Calendly) and how to request changes.

Also include joining instructions for online sessions (platform, login details, and tech checks) and any pre-work or readiness requirements clients must complete before each meeting to maximize value, such as a goal-setting worksheet or progress updates.

Fees, payment terms, and packages

The fees, payment terms, and packages section sets the price, payment schedule, and how clients pay.

Include the total price or hourly rate, the number of sessions included, and the payment timing—whether it’s upfront, in installments, or per session. List acceptable payment methods such as credit cards, Stripe, PayPal, or bank transfer, plus due dates and any late fees. Also spell out refundability and how pricing changes apply to ongoing clients, including how discounts or promotions are handled.

In addition, mention coaching packages and how changes to a package are managed, so clients know what they are paying for now and what would require a new agreement.

Cancellation, rescheduling, and no-show policy

The cancellation, rescheduling, and no-show policy sets expectations for changes to sessions.

Specify the required notice period, such as 24 or 48 hours, and explain what counts as a no-show. Decide whether missed sessions are forfeited or can be rescheduled, and under what conditions. For clarity, include examples to illustrate the policy, and note any fees charged for late cancellations or repeated no-shows.

Clear language helps prevent disputes and supports a smooth coaching relationship. Tailor the specifics to your practice and client needs, while keeping the policy fair and feasible.

Confidentiality and privacy

Confidentiality and privacy confirms protection of client data, with defined exceptions.

The coach will keep client information confidential, with exceptions for risk of harm, legal obligations, or mandated reporting where applicable. Describe how session notes, emails, and any recordings are stored, who can access them, and for how long records are retained. Align this section with relevant privacy laws and data security best practices, and avoid jurisdiction-specific legal advice in a generic guide.

Include a note about consent for recording sessions and how it is handled, stored, and who can view the recordings, ensuring clients understand their rights and options for controlling or deleting recordings where allowed.

Release of information and third parties (optional)

Release of information and third parties describes an optional section for sharing information with others.

This optional section lets clients authorize sharing information with third parties, like an employer sponsor, supervisor, or healthcare professional.

Describe what information may be shared, with whom, and for what purpose. Include that consent can be limited or withdrawn at any time, and specify how notices of withdrawal are to be delivered and recorded. Tailor the language to reflect your practice and any privacy or data-sharing requirements in your jurisdiction.

Termination of the coaching agreement

Termination of the coaching agreement explains how the contract may end.

State the conditions under which either party can end the agreement (for example, breach of terms, non-payment, misalignment, or ethical concerns), and the required notice. Explain how remaining sessions or fees are handled, and set expectations around refunds or credits if the agreement ends early. Outline the process for communicating termination in writing to ensure a clear, professional exit.

A well-defined termination clause helps protect both sides and preserves professionalism even when goals shift.

Limitation of liability and disclaimers

Limitation of liability and disclaimers guide how much the coach can be held responsible.

Include a clause that limits the coach’s liability to the maximum extent permitted by law. Clarify that the coach is not responsible for the client’s decisions, actions, or outcomes, and that coaching does not replace medical, psychological, financial, or legal advice. Use clear, plain language and note that this section may require jurisdiction-specific input or legal review.

Having this section clearly drafted helps set realistic expectations and reduces the risk of disputes over results or actions taken by the client.

Dispute resolution and governing law

Dispute resolution and governing law explains how disputes will be handled and under which law the agreement operates.

Describe whether parties should attempt informal resolution first, then pursue mediation or arbitration, and specify which country or state’s law governs the agreement. Clear wording on dispute steps and venue helps avoid uncertainty about where and how issues would be resolved, saving time and costs for both sides.

Consider including a time frame for initiating dispute resolution and the acceptable forum for settlement discussions to keep the process straightforward.

Entire agreement and other legal boilerplate

Entire agreement and other legal boilerplate includes standard closing clauses.

Explain that the agreement represents the entire understanding between the parties, and that any prior conversations or drafts are superseded by the written contract. Include severability (if part of the contract is invalid, the rest still stands), waiver (failure to enforce a term isn’t a future waiver), and binding effect (the agreement binds successors and assigns). Keep these as short, separate paragraphs toward the end of the template to reinforce their purpose.

These boilerplate clauses add robustness and clarity, reducing the chance of ambiguity later on.

Coach and client details and signatures

The template should end with clearly labeled fields for the coach’s and client’s contact information and signatures.

Conclude the document with the coach’s full name, business name and address, and the client’s full name and contact details. Include spaces for the date, signatures (or e-signatures), and, if relevant, authorization details for corporate sponsors or parents/guardians. Providing these fields ensures both parties have a signed record and a reliable way to reach each other for updates or questions.

How to customize a coaching contract template for your practice

Adapting a generic Coaching Contract Template to your niche, business model, and client base helps you set clear expectations without overwhelming clients. This step-by-step guide focuses on matching the contract language to your coaching style, program structure, and any external requirements, while keeping the agreement readable and client-friendly.

To align the template with your coaching niche

Start by adjusting terminology to fit your specific coaching niche. Identify the core outcomes your clients want, then swap generic terms for precise labels such as "executive leadership coaching," "life coaching," or "wellness coaching." Replace placeholders with concrete outcomes, for example, improving decision making, building daily routines, and increasing accountability. Also note the methods you actually use, like weekly 45-minute sessions, monthly reviews, or action-focused exercises.

In practice, tailor examples to your niche. In executive coaching, describe outcomes such as increased strategic clarity and faster decision cycles. In life coaching, emphasize goal achievement and improved daily routines. In wellness coaching, highlight sustainable habit changes and reduced stress. Keep the overall structure intact so core sections like scope of services, fee schedule, and cancellation terms remain clear for clients.

To define clear packages, fees, and schedules

Define clear packages by listing your real offers and how clients access them. Start by replacing generic "one-hour session" language with actual options such as 4-session bundles, 8-session programs, group programs, or corporate retainers. Describe each option briefly: what’s included, how often you meet, the expected outcomes, and how scheduling works. For each package, include price ranges and typical timelines to help clients decide quickly.

Common options include:

• One-off coaching session — 60 minutes, typically $180–$250.
• 4-session bundle — four 60-minute sessions over 4–6 weeks, $700–$900.
• 8-session program — eight 60-minute sessions over 8–12 weeks, $1,350–$1,750.
• Group program — 6–8 group sessions with a limited number of participants, $300–$550 per person.
• Corporate retainer — ongoing monthly coaching for teams, starting at $2,000/month.

To implement, consider creating separate template variants for one-off sessions versus structured programs and using a table or bullet list to present options clearly. For each variant, define what is included, any add-ons (like email support or downloadable resources), and the applicable cancellation terms. This approach helps clients compare options quickly and lets you scale pricing as your practice grows.

To adapt cancellation and rescheduling rules

Tailor policies based on your capacity and client profile. If you run high-demand 1:1 coaching, set firmer rules to protect your time; for group programs, offer more flexibility and substitutions when possible. Keep the policy firm but fair, and write it in plain language clients can understand. Include clear deadlines for cancellations and what happens if you’re late or miss a session.

Practical steps include outlining notice periods (for example, 24–48 hours for 1:1, with possible substitutions in group programs) and defining any fees. Specify how refunds or credits are handled if a session is canceled within the policy window, and explain how replacements are arranged if a client misses a session. Finally, document how exceptions are handled for emergencies, travel delays, or health issues to avoid disputes.

To reflect confidentiality and record-keeping practices

Explain exactly where notes are stored, who can access them, how long you keep them, and whether sessions are recorded. Use plain language to describe data handling, such as encrypted cloud storage, access logs, and authorized team members only. In most places, coaches keep client notes for 3–7 years, but check your local rules and your accreditation guidelines, since some jurisdictions require longer retention for corporate clients. Avoid promising more than you actually deliver and set expectations accordingly.

Also cover how you handle recordings and client requests for deletion. If you routinely record sessions, state consent requirements and storage duration clearly, and explain whether clients can request transcripts or opt out of recording. By naming storage details and retention windows, you reduce misunderstandings and protect client privacy as your practice evolves.

To keep language simple and client-friendly

Focus on clarity by using short sentences, avoiding legal jargon, and defining any terms that could confuse clients. Use active voice, concrete examples, and everyday language to describe services, outcomes, and boundaries. Read key sections aloud or share them with a trusted peer to ensure the tone feels supportive and aligned with your coaching values while staying firm on expectations.

Make terms actionable and easy to skim. Break long paragraphs into smaller chunks, use headings and spacing, and define terms like "confidentiality," "scope of services," and "cancellation policy" in plain terms. When you revise, test with a friend who isn’t in your field to confirm it sounds helpful rather than intimidating, and adjust accordingly.

To get professional review when needed

Encourage a qualified legal professional to review customized contracts, especially if you work across borders, serve corporate clients, or handle sensitive topics. A template is a starting point, not a substitute for legal advice, and local regulations or accreditation bodies may impose additional requirements that you must follow.

When you’re ready, prepare a clean draft and a redline version showing proposed changes. Gather your notes on data protection, privacy, and any industry-specific rules, then ask a lawyer to verify enforceability and compliance. If you can’t access a lawyer quickly, consider a regional or online pro bono review to catch major issues before you sign with a client.

Common coaching contract mistakes to avoid

A well-crafted Coaching Contract Template protects your practice and builds trust with clients in 2025. It also makes expectations clear, so both sides feel respected and on the same page from day one. In this section, we call out frequent drafting and usage mistakes and give concrete fixes you can apply to keep your agreement protective and client-centered.

To avoid vague or incomplete service descriptions

Vague phrases like "coaching sessions as agreed" create confusion for both you and your client. A clear service description helps set expectations and reduces disputes before they start. When wording is precise, you and the client know exactly what is included and what is not, which avoids later disagreements about scope or deliverables.

In practice, specify the total number of sessions, the length of each session, and the format (video, phone, in-person). State what support is included between sessions (for example email check-ins or accountability notes) and what is not included (such as emergency access or unlimited messaging). For instance, a weak description might read "12 coaching sessions as agreed over 12 weeks." A strong version would say: "12 weekly 60-minute sessions via Zoom, with email support up to two questions per week between sessions and a 24-hour response window on business days; no emergency calls or unlimited messaging." This level of detail aligns with real-world scheduling tools like Calendly and reduces misalignment when you start delivering.

To prevent confusion about fees and refunds

Unclear pricing or hidden charges can erode trust and lead to disputes. A clear, transparent pricing section helps clients budget and reduces negotiations after signing. When the numbers are upfront, both sides move forward with confidence.

Lay out the total investment, the payment schedule, and what happens if a client stops early. For example, a 12-week program might be priced at $1,800 with a $600 non-refundable deposit due at signing and the remaining $1,200 due before Week 1. If a client terminates after Week 4, provide a clear, pro-rated approach for refunds or credits based on sessions used versus unused. If you offer credits, spell out how they can be used and any expiration. Also note that pricing can change; review this section at least annually to keep the template aligned with current rates and common payment methods (Stripe, PayPal, ACH).

To set realistic boundaries and expectations

Over-promising results or availability undermines the coaching relationship. Be direct about what you can and cannot guarantee, and set reasonable boundaries that protect both sides. Clear boundaries also help you stay sustainable and prevent burnout for you or your client.

Define reasonable response times and channels for support. For example, state that you do not guarantee specific outcomes or timelines, and that non-urgent messages will be answered within 24-48 hours on business days. Outline scheduling norms, such as weekly sessions at a fixed day/time, with a 24-hour cancellation window. Explain how out-of-scope requests are handled and when additional fees apply. By embedding these boundaries in the contract, you create a healthy, lasting coaching relationship built on respect and clarity.

To clarify how and when the agreement ends

Omitting termination terms leaves both parties unsure when things aren’t working. A clear ending plan helps both sides move forward with dignity and reduces hard feelings.

Specify how the engagement can end, any notice required, and how unused sessions or remaining payments are handled. Include a short paragraph on how either party can raise concerns before terminating, such as a scheduled 30-minute concerns meeting within two weeks of raising the issue. Also describe whether refunds or credits apply to unused sessions and how they are issued. A well-defined end clause keeps the relationship professional and makes transitions smoother for clients who decide to pause or conclude coaching.

To keep the contract consistent with your actual practice

A contract that describes processes you don’t follow can damage credibility and upset clients. Make sure the language mirrors the real flow of your business, including scheduling tools, payment methods, and how you handle communications.

Periodically review and update the template so policies, channels, and data practices reflect how you operate today. For example, if you now use Calendly for scheduling, Zoom for meetings, and Stripe for payments, ensure the contract mentions these tools and any related data handling. Plan a simple six-month review or tie updates to policy changes, so the Coaching Contract Template stays aligned with your current practice and continues to protect both you and your clients in 2025 and beyond.

How to use a coaching contract template with new clients

Using a Coaching Contract Template as part of your onboarding helps both you and your client start with clear, shared expectations. This section walks you through practical steps you can plug into your workflow, from the discovery call to post-sign follow‑through. You’ll learn when to send the agreement, how to present the terms, and what to do after both parties sign so the contract feels like a helpful, transparent tool rather than a formality.

To introduce the agreement during discovery or intake

Bring up the contract early in the relationship, during the initial consultation, discovery call, or intake process. Frame it as a mutual safeguard that clarifies expectations, protects both sides, and keeps the coaching experience smooth. Invite questions so the client feels comfortable before signing, and reassure them that the goal is clarity and collaboration, not pressure.

Use simple language and a conversational tone when you speak about the Coaching Contract Template. You might say, “This template helps us align on what you’re hoping to achieve, how we’ll work together, what the fees and cancellation terms look like, and how confidentiality is handled. I’ll walk you through the sections and you’re welcome to ask questions or request clarifications at any time. If you’re ready, I can send the contract right after our intake so you can review it before our next session.” This approach keeps the focus on alignment, while also setting clear boundaries and next steps.

To share, review, and sign the contract

After intake, send the contract to the client using your preferred e‑signature tool. Give them a realistic window to read it—often 48–72 hours—and highlight the key sections they should review first, such as services offered, fees and payment terms, and the cancellation policy. Encourage clients to take notes or discuss any questions with you, and remind them that it’s perfectly acceptable to seek their own advice if they want a second opinion.

Explain that electronic signatures mark the formal start of the coaching engagement. You can keep the message warm and practical: “I’ve sent the Coaching Contract Template to your email for review. You can sign with DocuSign/HelloSign/PandaDoc, or sign digitally in your portal. If anything needs tweaking, we can address it before you sign, but once both sides have signed, the engagement officially begins.” This clarity helps everyone move forward with confidence.

To confirm logistics after signing

Once the contract is signed, send a clear confirmation that summarizes the next steps. Include the first session date and time, how to access sessions (link or portal), payment status or upcoming invoices, and where the client can find the agreement later. Turning this into a simple, repeatable checklist helps you stay consistent and reduces back-and-forth.

Make the confirmation actionable and machine-friendly. For example, include a calendar invite for the first session, a link to the client portal where the contract is stored, and a brief note about payment timing. If you use a CRM or onboarding tool (such as Dubsado or HoneyBook), attach the signed contract to the client’s record and set a reminder to send a quick follow-up a week before the next session. This creates a reliable, scalable workflow that clients can rely on.

To revisit the contract when circumstances change

Treat the contract as a living reference during the engagement. If the client wants to change frequency, pause coaching, or extend the program, explain how to reflect this in a short addendum or updated agreement. Returning to written terms helps defuse tension and supports collaborative problem‑solving by keeping expectations explicit.

When changes are needed, start with a short, collaborative discussion, then draft an addendum that sits alongside the original Coaching Contract Template. Have both parties review and sign the updated document, and store it in the same client portal or file system. By keeping changes transparent and documented, you preserve trust and provide a clear record of what was agreed, what changed, and why.

How Bonsai helps manage coaching contract templates

Bonsai embeds all the familiar elements of a coaching agreement into a clean, easy-to-use digital workflow. Coaches can turn a single, well-structured template into a consistent client experience—from the first draft to signature to ongoing tracking—without juggling separate tools or files. This single source of truth keeps your coaching business organized and professional at every step.

To create reusable coaching contract templates

In Bonsai, you begin with a master coaching contract that includes the standard clauses you rely on—coach–client relationship, services offered, fees, confidentiality, and policies. Save this master as a reusable template so every new client starts from the same, solid foundation. This makes onboarding smoother and ensures your terms stay consistent across all engagements.

Once the master template is in place, you can duplicate it for different offers such as 1:1 coaching, group programs, or corporate packages. Light edits to scope or pricing won’t disrupt the overall structure or language you’ve crafted, so you maintain a professional tone and reduce boilerplate changes across the business. The result is a scalable system that saves you time while preserving clarity for clients.

As you refine your language, use placeholders for client names, dates, and program details to speed up future drafts. Maintain a short, shared checklist within the template to remind you to include essential items like cancellation policies and start dates. With version history, you can track changes over time and revert if needed, keeping a reliable trail for compliance and reference.

To track and manage coaching contracts in one place

Bonsai lets you send agreements directly to clients from their contact records, and you can see at a glance whether a contract has been viewed, signed, or is still awaiting action. All executed coaching agreements are stored alongside client records, so you don’t hunt through folders or email threads to find the right document.

Practical benefits are clear: no more lost PDFs, no fragile email attachments, and easy access before sessions. You’ll get a clear view of who is under contract, when terms expire, and which coaching package each client is on. The centralized approach also makes it simple to pull a contract history when you need to reference scope, pricing, or renewal terms during a session or renewal discussion.

In practice, open a client’s profile, navigate to Contracts, and review status, expiry dates, and linked programs. Use filters like “Active,” “Expired,” or “Awaiting Signature” to quickly organize your week. Since contracts stay with the client file, you can attach notes, invoices, and session records in one place for a seamless client experience.

To automate reminders, approvals, and next steps

Bonsai streamlines contract workflows by automating key tasks so coaches can focus more on delivery and less on admin. Automations cover the critical moments in the contract lifecycle, from initial signing to post-sign actions, ensuring nothing slips through the cracks.

These automations help you stay consistent across your coaching business. By standardizing communications and hand-offs, you maintain a professional rhythm that supports trust and reliability with clients. Overall, you’ll reduce manual follow-up, speed up onboarding, and keep every client on track with clear next steps.

• Sending automatic reminders to clients who have not signed yet
• Triggering welcome emails and intake forms as soon as a contract is signed
• Linking signed agreements to projects, invoices, and payment schedules
• Reducing manual follow-up so coaches can focus more on delivery and less on admin