Health Coach Contract Template

What is a health coach contract template?

A health coach contract template is a practical, ready-to-use agreement that defines how a coaching relationship will work. It outlines the services, responsibilities, payment terms, and safeguards so both parties know what to expect. Since it’s not medical treatment, the template helps keep coaching focused on lifestyle, habits, and wellness goals while staying professional and clear in writing.

Definition and purpose of a health coaching agreement

A health coaching agreement is a clear, reusable document that sets the terms under which a health coach provides services to a client.

It's not medical treatment; it focuses on lifestyle, habits, and wellness goals. The purpose is to align expectations, reduce misunderstandings, and provide a legal framework for working together. By spelling out what is included, how often sessions occur, and how progress is tracked, the contract helps prevent disputes and makes the coaching relationship smoother for both sides.

A solid agreement also explains the scope of work, boundaries, privacy, and liability protections. For example, it can specify weekly sessions over a 12-week period, how goals are defined, and how information is stored and shared. It also clarifies what the coach can and cannot do, helping keep the coaching professional and focused on wellness rather than medical advice.

Health coach contract template

A health coach contract template is a reusable document that sets out the terms under which a health coach provides services to a client. It serves as the backbone of the coaching relationship and can be customized for different clients or programs. In 2025, many coaches use online tools for scheduling and payments, such as Calendly for bookings and Stripe or PayPal for payments, making terms easy to share and enforce. It also helps separate coaching from medical treatment, keeping the relationship professional and focused on lifestyle changes.

Additionally, the template should reflect current industry practices, including flexible session formats (60-minute sessions or 30-minute check-ins) and package options (monthly retainers or per-session pricing). This approach saves time, reduces disputes, and helps with onboarding and renewals if you scale your business. For freelancers, using a solid template creates consistency across clients and provides a clear path for growth.

Here are the essential sections commonly found in a health coach contract template.

• Purpose of the agreement
• Term and renewal
• Description of services
• Coach and client responsibilities
• Payment and sessions
• Confidentiality
• Cancellations and refunds
• Limitation of liability
• Dispute resolution
• Governing law
• Signatures

Health coach contract basics to define the relationship

A well-drafted Health Coach Contract Template starts by naming who is involved, why the agreement exists, and how long it lasts. Clear terms set the tone for trust and accountability, helping both client and coach work toward wellness goals with fewer surprises. In 2025, most practitioners combine a straightforward purpose statement with scope, duration, and renewal details to keep the relationship transparent.

Purpose of the agreement and scope of coaching services

The purpose of this agreement is to spell out the terms under which the health coach will support the client’s wellness goals. It should clearly state that coaching is educational and supportive, not therapy or medical treatment. Use plain language so clients understand their rights and responsibilities from day one. The section should include a brief description of general services, such as nutrition guidance, habit coaching, and accountability check-ins, without getting into a session-by-session plan.

Be sure to describe the scope at a high level, so both sides know what is included. For example, you can mention general activities like goal setting, progress tracking, habit formation, and behavior change strategies. Avoid promising timeframes for every coaching session; instead, note that deliverables are tied to the coaching plan and package purchased.

Include a sentence about medical disclaimer and boundaries: coaching is not medical advice, and if medical issues arise, refer to a licensed professional. This helps protect both coach and client and keeps expectations clear.

Term, renewal, and schedule of coaching sessions

The term section should specify the start date and either a fixed end date or an ongoing month-to-month arrangement. For example, a six-month program might run from January 1 to June 30, 2025, with a separate option to renew. If you prefer ongoing support, state that the contract continues on a month-to-month basis until either party gives notice to end, with the appropriate notice period.

Include details on session length and delivery: e.g., 45-60 minute sessions; conducted via Zoom, phone, or in person; and how often sessions occur, such as weekly calls or monthly check-ins. Also describe how rescheduling works at a high level and mention the renewal language: automatic renewal, and how to decline renewal with notice (for example, 30 days).

Add a simple cancellation policy and refund stance: both parties should provide advance notice to reschedule or cancel; typical timelines are 24 hours, and note where notices are sent to keep things organized. This helps prevent last-minute changes from derailing goals.

Description of services and coaching packages

This section should list what is included in the contract: the types of services, the number of sessions, access between sessions (email, messaging), and any resources provided. Clarify how you will deliver materials, track progress, and share updates so clients know what they get with each package.

Break out packages or tiers if you offer bundles, such as a 6-session package or a 12-week program, and tie each one to clear deliverables. For example, a package might include a personalized wellness plan, weekly check-ins, access to worksheets, and email support within 24 hours on business days.

Explain expectations and boundaries: note any limits on response times, confidentiality provisions, and how deliverables are delivered (digital templates, PDFs, or a client portal). This helps clients compare options and know exactly what they are purchasing.

How to set client and coach responsibilities

Using a Health Coach Contract Template helps clearly separate what the client must do from what the coach provides. This clarity reduces mismatched expectations and supports a collaborative, professional relationship. In this section, you’ll learn how to structure responsibilities so both sides know where help begins and accountability ends, which is especially important for ongoing sessions, goal tracking, and progress reviews.

Client responsibilities and participation expectations

In this section, outline what the client agrees to do to participate actively in the coaching relationship. Start by specifying attendance, punctuality, and engagement with agreed actions. For example, clients should attend sessions on time, complete any assigned tasks within the agreed timeframe, and share truthful information about health history and current concerns. You can also state that clients will consult their own healthcare providers as needed before making changes to medical plans.

Next, emphasize that the client is responsible for their own decisions and outcomes. The template should make it clear that the coach provides guidance, not medical advice or guarantees of results. Include language that decisions and their outcomes are the client’s responsibility, and that progress depends on consistent participation and informed choices. It’s helpful to reference intake forms or goal-setting worksheets clients must complete before starting, and to note how updates to information should be communicated.

Finally, mention how information will be used and updated. Require clients to fill out or update intake questionnaires, consent forms, and any progress logs at agreed milestones. This keeps the coaching plan accurate and aligned with evolving goals, while ensuring privacy and consent are respected throughout the engagement.

Health coach responsibilities and professional standards

This subsection states what the coach commits to provide and the standards they follow. Begin with a commitment to a safe, respectful environment, where client dignity and confidentiality are central. The contract should specify that conversations remain confidential within legal limits and that the coach will maintain a nonjudgmental stance, enabling honest sharing and steady progress.

Then outline the coaching services themselves. Include evidence-informed guidance delivered within the coach’s scope of practice, with clear boundaries about what is and isn’t offered. For example, coaches may provide behavior change strategies, accountability, and lifestyle guidance, while referring clients to qualified healthcare professionals for medical evaluation or treatment when needed. The template should also set expectations for session timing, fees, and policy details, and explicitly state that specific health outcomes cannot be guaranteed.

Finally, reference professional standards and ethics. Note adherence to recognized codes of ethics or professional standards, such as those from the International Coach Federation (ICF), the National Board Certified Health and Wellness Coach (NBC-HWC), or a firm-style practice framework (e.g., AWB-style). The contract can include statements about ongoing professional development, confidentiality, and the process for addressing concerns or complaints, reinforcing a credible, compliant relationship.

Managing communication and boundaries

This subsection provides clear norms for how and when clients should communicate with the coach. Start with preferred channels (for example, a secure portal or designated email) and typical response times, such as 24 to 48 hours on business days. Mention that the coach may not be able to respond immediately and that urgent issues should be handled through appropriate medical channels. This helps set realistic expectations and reduces pressure on both sides.

Next, define limits on messaging support. State the types of questions or topics the coach can address between sessions and specify what counts as non-emergency versus emergency communication. Clarify that the coach is not available for medical emergencies and advise clients to contact emergency services or their primary care provider if urgent help is needed. You can also outline boundaries around after-hours contact, weekend availability, and whether voicemail or text messaging is monitored.

Finally, reinforce professional boundaries. Include guidance on honoring scheduled times, respecting privacy, and avoiding personal disclosures beyond the agreed coaching scope. By documenting these norms, the relationship stays professional, supportive, and focused on the client’s goals, while protecting both parties in alignment with the Health Coach Contract Template.

How to structure payment terms and session details

Clear payment terms and session policies help protect cash flow and keep clients informed about costs and scheduling. In a Health Coach Contract Template, you should specify fees, billing cycles, payment methods, and how sessions are booked and canceled. Below are practical guidelines and concrete language you can adapt for your practice in 2025, with ready-to-use examples that minimize ambiguity.

Coaching fees, packages, and discounts

State the total cost, per-session rate, and how payments are collected so clients know exactly what they owe and when. For example, an 8-week program might be priced at $720, or clients can choose a per-session rate of $95. If you offer packages, a 6-session package could be $540 with upfront payment, while a 12-session program might be $1,080 with sessions scheduled over three months. List accepted payment methods such as Visa, MasterCard, American Express, ACH transfers, PayPal, and Stripe, and specify due dates (upfront, monthly, or per session). Include any healthcare worker or existing-client discounts, for instance a 15% healthcare discount for nurses and doctors or a 5% loyalty discount for returning clients, and explain how these discounts apply (non-stackable with other promos, applied to the total package). Also spell out tax handling and processing fees so clients understand what they will be charged.

Use precise language and avoid vague terms; specify how price changes are communicated and ensure the contract covers taxes and processor fees. This clarity helps prevent disputes and makes ongoing billing straightforward for both sides.

Payment terms, late payments, and failed charges

Explain how recurring payments and installment plans work so clients know how they are billed over time. For example, offer a monthly autopay of $150 for a 6-month coaching plan, or a 3-month installment of $300 per month for a total of $900. If a payment fails, provide a 5-day grace period and a $15 late fee, and pause services after two consecutive failed charges. Clearly state whether fees are refundable or non-refundable and tie this to the cancellation policy for consistency. Outline how you will notify clients about payment issues (email within one business day, then a second reminder) and what steps precede termination. Note the payment platforms you use (Stripe, PayPal, or direct bank transfer) and who bears processing fees.

Ensure the terms align with the cancellation and refund policies so a client understands when refunds are possible and how refunds are issued (for example, to the original payment method within 10 business days). Also describe the process for resolving disputes or negotiating alternate arrangements, so there is a clear path before any service interruption occurs.

Session procedures, cancellations, and refunds

Detail how to book and reschedule sessions, and how refunds and credits work. Use a scheduling tool (like Calendly or your client portal) to allow easy booking and rebooking, and specify notice requirements—typically 24–48 hours for cancellations or rescheduling. State how many sessions can be rescheduled without penalty, and whether in-person or virtual sessions are available (Zoom, Google Meet, or in-office). Explain how no-shows are handled and what credit or refund options exist if a session is missed, including any deadlines for claiming a credit. Finally, ensure these procedures align with the overall payment terms to avoid contradictions in your Health Coach Contract Template.

If the coach must cancel a session, offer a full refund or a mandatory reschedule at no extra cost, and communicate promptly through the client’s preferred contact method. If the client cancels within the allowed window, provide credit toward future sessions or a partial refund based on the remaining value of the prepaid program. When refunds are approved, specify the timeline for processing and the method used to issue funds, ensuring transparency and fairness for both parties.

How to cover confidentiality, liability, and legal clauses

This section explains the essential legal and protective clauses to include in a Health Coach Contract Template. It helps clarify privacy boundaries, limit legal exposure, and ensure the agreement holds up if there is a dispute. Use clear, plain language and concrete examples so both you and your client know what to expect.

Confidentiality and privacy of client information

Drafting a confidentiality clause sets clear privacy expectations and defines what stays private. Start by naming the kinds of information that must stay confidential, such as session notes, goals, personal health data, and any intake forms. Include explicit exceptions for situations required by law, like risk of harm, abuse, or court orders, so both sides understand when disclosure is legally mandated.

Keep in mind that while coaches respect privacy, they may not be bound by the same regulations as licensed healthcare providers. If you handle protected health information (PHI) as a business associate, you may need a HIPAA-related agreement; otherwise, state clearly that HIPAA does not apply to your coaching relationship. Also address how data is stored and who can access it, including third-party tools you use for messaging, scheduling, or note-taking. For example, mention that notes stored in encrypted Google Drive with 2‑factor authentication will remain accessible only to the coach and the client.

Finally, spell out data retention and breach procedures. Recommend a retention period (for instance, “records kept for 3–5 years after the final session”) and require notice of any data breach within 72 hours if possible. Include a brief statement that the client may request access or deletion within applicable laws, and that you will comply as permitted by the contract. These details prevent disputes and set clear privacy expectations from day one.

Disclaimers and limitation of liability

A clear disclaimer helps set expectations that coaching is not medical care and does not replace advice from a physician. Begin with a straightforward sentence that coaching services are for personal development and wellness support, not diagnosis, treatment, or medical care. Encourage clients to consult licensed healthcare providers for medical issues, and remind them that the coach is not a substitute for professional medical advice.

Limit liability by stating that the coach is not responsible for the client’s choices, actions, or any outcomes or adverse effects resulting from implementing suggestions. Use common limitation of liability language such as excluding consequential damages and capping liability to the amounts paid under the agreement. For example, you can say that the total liability will not exceed the fees paid during the term of the contract. Emphasize that while you strive to provide helpful guidance, outcomes depend on the client’s effort and external factors beyond your control.

Encourage a legal review to adapt to local rules. A brief note like “consult a lawyer to tailor this clause to your jurisdiction” helps ensure the language fits where you operate. If you include indemnification or waiver terms in your broader template, make sure they are clearly separated from the coaching disclaimers to avoid confusion. These steps keep the agreement practical and protect both sides without overpromising outcomes.

Governing law, dispute resolution, and attorney fees

Describe which state or country’s law governs the contract and where any disputes will be handled. This clarity helps you avoid future confusion about which rules apply if a disagreement occurs. For simplicity, you might choose a state with business-friendly contract law and a climate for resolving disputes outside court.

Provide guidance on adding a dispute resolution process, such as negotiation, mediation, or arbitration, before any court action. A typical path is to try informal negotiation for 10–20 days, then move to mediation, and finally to binding arbitration if needed. Mentioning a specific framework (for example, AAA or JAMS rules) gives you a clear, practical process while keeping it non-juridical in tone. Remember, the goal is to resolve issues efficiently and privately whenever possible.

Include an attorney fees clause that states whether the prevailing party may recover reasonable legal costs. A common approach is to say that the prevailing party may recover fees, but if there is no prevailing party, each side bears its own costs. Keep the language general and educational to avoid binding you to a specific outcome in every case. As always, consult a local attorney to ensure the clause aligns with applicable laws in your jurisdiction.

Standard contract boilerplate clauses

Here are the key boilerplate clauses commonly found in a Health Coach Contract Template, with short explanations for why each matters. This section uses a concise bulleted list introduced by a brief lead so you can quickly reference why these clauses matter.

• Termination of the agreement: Defines when either party can end the contract, what happens to ongoing sessions, and any notice period. This protects both client and coach if circumstances change (for example, if the client relocates or the coach changes schedules).
• Severability: If any part of the contract is invalid, the rest remains enforceable. This keeps the agreement intact even if a clause is struck down in court.
• Entire agreement: States that this document supersedes prior understandings and communications. It prevents informal side agreements from conflicting with the written contract.
• Amendments: Specifies that changes must be made in writing and signed by both parties. This ensures all updates are agreed to and documented, avoiding confusion later.
• Waiver: Clarifies that not enforcing a term immediately does not waive it in the future. This helps keep the contract fair if a one-time issue arises but the term still applies later.

How to finalize and use your health coach contract template

Finalizing your Health Coach Contract Template turns a solid draft into a repeatable, professional process you can use with every client. This section walks you through personalization, clarity and compliance review, and a smooth signing workflow so both coach and client feel confident from first contact to start of services. By following these steps, you’ll keep the essentials intact while tailoring details for each offer, making the whole process efficient and easy to reproduce in 2025 and beyond.

To personalize the template for different coaching offers

Personalization helps you reuse core language while tailoring each offer to the client. Start by identifying which parts of the contract stay the same across clients and which should change with each package.

Fixed sections should cover the legal clauses and coach responsibilities, such as confidentiality, liability limits, governing law, the scope of services, and standard payment terms. Variable elements will depend on the specific program and client, including the number of sessions, total fees, schedule, and the program name. To keep things efficient, use placeholders for these variable details, like [CLIENT_NAME], [PROGRAM_NAME], [SESSION_COUNT], [TOTAL_FEE], [START_DATE], [SCHEDULE], and [PAYMENT_TERMS]. A master Health Coach Contract Template can then be populated per client without rewriting from scratch. For example, you might have one master document that declares a 6-week program with 6 sessions at $900, and another version for a 12-week program with 12 sessions at $1800, both pulling common clauses from the same base text.

When setting up your process, create a clear flow: define the offers you provide, lock in the fixed clauses, and insert the variable details for each client. Use a simple document tool you already know—Google Docs, Microsoft Word, or a dedicated template system like PandaDoc or DocuSign—to keep versions organized and editable. After you fill in the placeholders, export a client-specific contract as a PDF and store a copy in your client folder. This approach makes it easy to produce accurate, professional agreements without starting from scratch each time.

To review the agreement for clarity and compliance

Review the agreement for clarity and compliance by stepping into the client’s shoes. A straightforward contract reduces back-and-forth and sets clear expectations from the first conversation.

Read the document to remove jargon and unclear phrases, and verify that related sections align, such as payment terms matching the cancellation and rescheduling rules. Check that defined terms (for example, “Session,” “Program,” and “Cancellation”) are consistent throughout the document. Because this is a legal document, consider having a qualified attorney review the template, especially regarding local law, liability limits, and any industry-specific rules affecting wellness or coaching services. In the United States, electronic signatures are legally binding under the ESIGN Act and UETA, which supports digital formats for execution and record-keeping; similar protections exist in many other regions like the EU’s eIDAS framework. If you operate in a jurisdiction with unique wellness guidelines, a quick legal check can prevent future disputes and ensure you’re compliant in 2025.

To finish your self-review, run a readability check to target an 8th-grade reading level and ensure the language remains clear. Do a quick cross-check of all cross-references (for example, “Cancellation Policy” links to the correct section) and test a client scenario to confirm there are no contradictions between sections (such as a nonrefundable deposit conflicting with a flexible scheduling clause). A brief, structured audit like this saves time later and helps you present a professional document that clients trust.

To collect signatures and confirm acceptance

Explain that each agreement should be signed and dated by both the coach and the client, with clear printed names and roles. A well-formed signature block and date line reduce confusion and create a solid, legally enforceable record of acceptance.

The typical contract flow includes a signature block for the coach and a signature block for the client, plus lines for dates, printed names, and each party’s role. If the client is a minor, provide space for a parent or guardian to sign as well. Ensure the document includes a definitive “effective date” or “start date” and a clear statement that services will not begin until the contract is signed and a copy delivered. This clarity helps prevent accidental service initiation before both sides commit in writing. Include a note that the client will receive a fully signed copy for their records.

Use reputable signing tools to finalize the contract, such as DocuSign, HelloSign, or PandaDoc, which support legally binding electronic signatures and maintain audit trails. Digital signatures are widely accepted and legally binding in many jurisdictions under laws like the ESIGN Act in the United States and equivalent frameworks elsewhere; always confirm local requirements. After signing, store the signed copy securely in your client folder or a CRM with controlled access, and confirm delivery by email with a copy attached or a secure link. As a best practice, do not start coaching services until you have the signed contract in hand and the client confirms receipt of their copy. Retain signed documents for your records as part of your standard data retention policy, typically for seven years in many small business setups, while complying with local privacy and data protection laws.

How Bonsai helps manage health coach contract templates

Bonsai supports the full lifecycle of health coaching contracts, from creating reusable templates to tracking signed agreements and automating downstream workflows. With 2025 updates, you can keep templates compliant, consistent, and ready to deploy across multiple clients and programs. This approach saves time, reduces mistakes, and gives your wellness practice a more professional onboarding experience.

To create reusable health coach contract templates

You configure a health coach contract once in Bonsai—adding standard clauses for scope of services, payment, confidentiality, and legal protections—and save it as a master template. This master template can include schedules for programs, cancellation policies, and data handling to cover common scenarios in your coaching practice.

Once saved, you can quickly duplicate the template for each new client or package, updating only key variables like client name, program details, and fees. Use placeholders for fields such as start date, duration, and payment terms to keep every new contract aligned with your core terms while letting you tailor specifics fast.

The benefits are clear: consistency across every agreement, fewer human errors, and a more professional onboarding experience for clients. Templates reduce the back-and-forth and help you present a polished, ready-to-sign contract from the start, every time.

To track and manage health coaching agreements in one place

Bonsai stores all active and archived health coaching agreements in one central location, so you can quickly see the status of each contract from a single dashboard. This centralization makes it easy to monitor which agreements have been sent, viewed, signed, or are awaiting renewal.

This visibility supports renewal planning and term-date tracking, allowing you to coordinate with clients if you update offerings or introduce new packages. For example, you can flag contracts that are approaching expiration and reach out with updated programs or pricing before downtime occurs, keeping your calendar and revenue flow steady.

With integrated documents, client records, and projects, you get a single source of truth for your coaching practice. Linking contracts to client profiles and project timelines helps a small wellness team stay aligned and responsive, even as you scale from a solo operation to a firm-style wellness practice.

To automate reminders, approvals, and downstream workflows

Automation in Bonsai streamlines how you handle health coach contracts, cutting manual follow-ups and speeding up the entire process. Below are key automation benefits you can enable around contracts.

• Sending automatic reminders to clients who haven’t signed yet
• Triggering onboarding tasks or projects once an agreement is signed
• Linking signed contracts to invoicing and payment schedules so fees match the agreement
• Notifying the coach when a contract is nearing its end date for easy renewal conversations

These automations save time by reducing manual outreach, ensuring next steps happen on schedule, and delivering a smoother client experience from signing to ongoing coaching. In practice, you’ll notice fewer missed signatures, faster onboarding, and more predictable cash flow—all hallmarks of a well-run, client-focused health coaching business.