Life Coach Contract Template

What is a life coach contract template?

Life coach contract templates are reusable, customizable documents that spell out the terms of a coaching relationship. They clarify what services you’ll provide, how sessions are scheduled, how much you charge, and what happens if plans change. They also protect both coach and client by laying out confidentiality, boundaries, and basic risk protections. While this is not legal advice, it offers a practical framework you can adapt with professional review if needed, helping you onboard clients smoothly and set clear expectations from day one.

Definition and purpose of a life coach contract

A life coach contract is a written agreement between a coach and a client that outlines services, logistics, and legal protections.

In this contract, you describe what you will do (coaching services), how often you will meet, how sessions are delivered (in person, video, or phone), and how payment works. You also spell out boundaries and confidentiality so both sides know what to expect when goals and personal issues come up. This clarity reduces ambiguity, supports professionalism, and helps with risk management if plans change or disputes arise. It can include the scope of work, number of sessions, cancellation terms, and procedures for pausing or ending the engagement, all in one place. Keeping these terms in writing helps guide the relationship from the discovery call to the end of the program and gives both parties a reference point if questions arise.

How a template simplifies coaching agreements

A template provides a starting structure that saves time and helps you protect consistency across clients.

A life coach contract template helps ensure key clauses are included and can be reused across clients. You can quickly customize for different packages or programs, while keeping core terms like scope, fees, payment terms, cancellation, confidentiality, and liability consistent. It also makes it easier to add modular sections for different formats, such as one-on-one coaching, group programs, or longer-retainer arrangements. By starting from a solid baseline, you save hours and reduce the risk of missing important protections, while still giving you the flexibility to tailor timelines, session cadence, and add-ons for each client.

When to use a life coach contract template

Use cases where a contract template is helpful include onboarding new 1:1 clients, enrolling clients in group programs, setting up ongoing retainer-style coaching, or formalizing short-term intensives.

In all cases, the agreement should be in place before any coaching sessions begin. Ideally, you sign after the discovery call and before payment or the first session. You can speed up this process with digital signatures from tools like DocuSign or HelloSign, and both parties should keep a copy for reference. A clear contract also helps you manage expectations around goals, privacy, and boundaries, so you can focus on coaching with confidence.

Core elements of a life coach contract

Creating a Life Coach Contract Template for 2025 starts with a clear, plain-language foundation. A solid contract helps both coach and client understand the scope, boundaries, and expectations from day one, reducing confusion and disputes later. The following sections cover the essential clauses most practitioners include to protect both sides and support a successful coaching relationship.

Identifying the parties, dates, and signatures

The introductory section should clearly name the coach and the client, include contact information if appropriate, and state the effective date of the agreement. It should also end with signature lines for both parties, with printed names, titles, and date fields, confirming that each party has read, understood, and agreed to the terms.

To make the section concrete, list full legal names or business names, primary contact emails and phone numbers, and any applicable address details. Include a specific effective date and, if the contract has a defined term, note the end date or renewal trigger. With modern practice, provide an option for electronic signatures via platforms like DocuSign or HelloSign and note that digital copies stored securely count as originals for enforceability. Finally, consider stating that the agreement may be executed in counterparts, each of which will be considered an original.

Description and scope of coaching services

The description should clearly define the coaching service being provided, including the type of coaching (life, executive, relationship), the goals or focus of the work, and the format (in-person, video, or phone). It should also specify what’s included, such as the number of sessions, duration of each session, and any add-ons like worksheets or messaging support.

Be explicit about the boundaries of coaching versus other services. For example, you might state that sessions are 60 minutes each, occur weekly for a 12-week program, and include email support within a defined window (e.g., 24 hours on weekdays). Emphasize that coaching is not psychotherapy or medical treatment and that the coach does not diagnose or treat mental health conditions. This clarity helps clients understand the scope and makes it easier to manage expectations if a mental health concern arises during the relationship.

Coaching relationship, roles, and responsibilities

This section lays out what the client can expect from the coach and what the client must do in return. It should cover the coach’s role in providing presence, support, accountability, and any homework or action steps, along with reasonable response times for communications between sessions.

On the client side, outline expectations such as honesty, active participation, and following through on agreed actions between sessions. Include a reminder that the client retains responsibility for all decisions and outcomes, and that the coach is not responsible for those outcomes. Use plain language to reinforce that the client remains in charge of choices, while the coach supports progress within the agreed scope.

Session structure, scheduling, and duration

The contract should specify the number and length of sessions, how often they occur, and the total period of the coaching engagement. It should also set out the scheduling process, how rescheduling works, and any time-zone considerations for remote clients.

Include practical details such as typical session length (often 45–60 minutes), the total number of sessions (for example, 12 weekly sessions over 3 months), and how sessions are booked (online calendar links or email). Clarify the policy for rescheduling, including notice requirements (commonly 24–48 hours) and any applicable time-zone adjustments. If the template covers between-session communication, note the expected window for replies and preferred channels (email or secure messaging) to ensure clear boundaries.

Fees, payment terms, and refunds

The contract should clearly state the coaching fees, accepted payment methods, and when payments are due (upfront, per session, or in installments). It should also spell out any late payment consequences and the overall refunds policy.

Provide concrete figures and language to avoid misunderstandings. For example, mention typical package pricing (such as $1,200–$3,000 for a 12-week package) or per-session rates (often $150–$300 per session) and describe available payment options (Stripe, PayPal, bank transfer). Include rules about refunds, including whether deposits are refundable, whether refunds are partial or pro-rated for unused sessions, and under what circumstances refunds apply. Clear, unambiguous money language helps prevent disputes down the line.

Cancellations, rescheduling, and no-shows

The cancellation and rescheduling policy should spell out how much notice is required to reschedule, what happens if the client cancels late, and whether missed sessions can be made up. This clause protects the coach’s time and helps clients understand the consequences of frequent changes.

Describe practical steps, such as notifying the coach via email or the scheduling platform, and specify any fees tied to late cancellations or no-shows. For example, you might state that cancellations with less than 24 hours’ notice incur a partial fee, while no-shows may result in the session being forfeited or charged at a reduced rate. Also consider offering a makeup session option if feasible, and clearly indicate how such opportunities are handled within the overall engagement period.

Confidentiality and use of information

A confidentiality clause should explain how client information is handled, including who can access records and how session content is protected. Include examples like not sharing session content without consent, and describe how notes or recordings will be stored and used, if applicable.

Clarify that while the coach upholds confidentiality, they are not bound by the same rules as licensed therapists unless the coach holds such licensing. Mention common exceptions to confidentiality, such as risk of harm, abuse, or mandatory reporting requirements, and note any legal or regulatory duties that may apply. Also outline whether session notes or recordings will be kept, who can access them, retention periods, and whether clients can request copies of their records.

Professional boundaries and limitations of coaching

Include language that clearly distinguishes coaching from therapy, counseling, medical, legal, or financial advice. The contract should state that the coach does not diagnose conditions, prescribe treatment, or replace professional care.

Encourage seeking appropriate professional support for issues outside coaching’s scope. You might add a note that if a client’s needs extend beyond coaching—for example, when there are significant mental health concerns or legal questions—the client should consult qualified professionals. Establish boundaries for contact outside scheduled sessions to help protect both parties’ time and expectations.

Termination of services and refund scenarios

Explain how either the coach or the client can end the coaching relationship, including required notice and how unused sessions are handled. The clause should address whether pro-rated refunds or credits are offered and under what conditions termination may occur.

Also include guidance on situations where the coach may terminate services, such as non-payment, repeated no-shows, ethical concerns, or a misalignment of goals. Provide a simple, practical process for ending the engagement, such as a written notice and a final review of any remaining actions or deliverables, to ensure a clean finish for both sides.

Liability, disclaimers, and dispute resolution

This section should cover limitation of liability, disclaimers of guarantees or specific results, and the client’s responsibility for their own decisions and outcomes. Include a straightforward dispute resolution process that encourages informal resolution first, followed by mediation or other formal actions if needed, and reference governing law where appropriate.

Keep the tone clear and non-alarmist while still protective. For example, state that while the coach will provide support and accountability, outcomes depend on the client’s effort and choices. Outline steps for handling disputes, such as documenting concerns in writing and attempting a brief, informal discussion before pursuing mediation or arbitration, and specify the governing law or jurisdiction to apply if a dispute cannot be resolved amicably.

Entire agreement and miscellaneous clauses

Explain the purpose of an “entire agreement” clause, noting that the contract represents the full understanding between coach and client and supersedes prior discussions, whether verbal or written. Mention how amendments must be made—in writing and signed by both parties—and include any other small clauses, such as severability or waiver, if the coach chooses to use them.

In practice, this clause helps prevent later changes from slipping in unintentionally and keeps the agreement simple to enforce. Recommend keeping amendments as a separate addendum or written document and storing a signed copy for both parties. This helps ensure that the Life Coach Contract Template remains a reliable reference point throughout the coaching engagement.

How to customize a life coach contract template

Tailoring a generic life coach contract template to fit your business means aligning it with your niche, offers, and policies while keeping the language clear and easy for clients to understand and sign. This section walks you through practical steps to make the agreement speak directly to who you help and how you work.

To reflect your coaching niche and services

Start by rewriting the service description and goals to speak directly to your niche. Use plain language that explains the kind of support you provide and the outcomes you aim for, without promising specific results. For example, a career-transition coach would describe services as guiding clients to clarify options, create an action plan, and prepare for applications.

Next, identify your core services for this niche, such as a 60-minute discovery call, weekly coaching sessions, accountability check-ins, and any assessments or templates you provide. Spell out what is included in each offering and what clients receive between sessions, so there’s no guesswork at signup. This helps set expectations from the start and reduces later disputes.

Finally, ensure the language aligns with your brand and marketing. Avoid phrases that promise guaranteed outcomes and instead focus on attainable aims like “increased clarity” or “a practical plan you can start this week.” A consistent tone between marketing and contract builds trust and makes signing feel natural.

To adapt for individual, group, or program formats

Adjust the delivery format sections to cover individual, group, and program options. For one-on-one coaching, describe the cadence and level of personalized support, such as tailored plans and direct email access. For example, specify 60-minute sessions weekly or biweekly and note typical engagement lengths like 6-12 sessions or 3-6 months.

For group coaching, spell out group size, shared session times, and how privacy works within the group. Mention group norms, confidentiality expectations, and how the coaching experience differs from 1:1, so clients know what to expect and what they are committing to when they join a cohort.

For structured programs, outline curriculum elements, start and end dates, and what’s included or not (such as recordings or community access). Example language might describe an 8-week program with weekly 90-minute calls, recordings available for 14 days after each session, and access to a private online community. This clarifies what participants gain and what isn’t included.

To align session logistics with your workflow

Describe how you tailor session timing, time zones, and communication channels to your workflow. Start with the basics: state the standard session length (for instance, 60 minutes), how time zones are handled, and which scheduling tools you use (such as Calendly) with calendar sync to Google Calendar or Outlook.

Next, define how clients can contact you between sessions and your typical response times. For example, you might allow brief messaging support on weekdays from 9 a.m. to 5 p.m. Pacific Time, with email responses within 24 hours. Specify any secure portals or apps you require for privacy, such as a client portal or encrypted messaging.

Finally, be explicit about scheduling changes and boundaries. Include policies for rescheduling, notice requirements, and what happens if a session is missed or needs to be moved due to illness or holidays. Clear guidelines help clients plan and reduce last-minute friction when coordinating dates.

To set clear financial policies and boundaries

Personalize fee structures, installment options, and refund policies to fit your business model and risk tolerance. Show whether you bill per session, offer a package, or use a monthly retainer, and provide concrete pricing examples like 60-minute sessions at $150 each or an 8-session package for $1,100 with payment in two installments.

Include explicit cancellation, rescheduling, and late payment terms. For instance, require 24-hour notice for cancellations to avoid a 50% fee, and charge a full session rate for no-shows. Consider a non-refundable deposit to hold a spot and clarify any refunds or credits in case of program disruptions.

Ensure your financial language stays consistent with marketing claims, and keep the tone firm but respectful. This helps clients understand that policies are standard business practices, not personal judgments, while still feeling fair and transparent.

To clarify ethical considerations and referrals

Describe how you handle mental health, crisis situations, or issues outside the coaching scope. Include a clear statement that coaching is not therapy and that you don’t diagnose mental health conditions. Offer appropriate referrals to licensed professionals when specialized support is needed.

Then outline a crisis protocol and when you would escalate care. For example, you might specify that if a client is at risk of harm, you will encourage seeking immediate help, provide resources for local crisis lines, and coordinate with a licensed professional when possible, while maintaining client confidentiality within safe boundaries.

Finally, explain how you handle referrals and collaboration with other professionals. State that you may suggest therapy or medical evaluation when indicated, and describe how information is shared with consent. This sets ethical expectations and supports client wellbeing without compromising boundaries or legal protections.

Best practices to use a life coach contract with clients

Using a Life Coach Contract Template helps keep the coaching relationship clear, safe, and professional. It sets expectations for services, schedules, fees, confidentiality, and termination, so clients feel informed and supported rather than put on the spot. In 2025, many coaches rely on digital contracts and e-signatures to speed up onboarding while maintaining a personal, respectful tone. The goal is to make signing feel like a normal, helpful step that protects both sides and keeps the journey on track.

To introduce the contract in discovery calls

Introduce the contract as a clarity tool, not a barrier, early in the process.

During your initial consultation, frame the Life Coach Contract Template as a roadmap that clarifies what you will deliver, how you’ll work together, and what happens if plans change. For example, you might say, "This document outlines our coaching services, the session length (60 minutes), our proposed schedule, and how we handle fees and cancellations. It’s designed to protect both of us and ensure we’re on the same page from day one." You can also note that you’ll review the contract together and you’re happy to answer questions. Pair this with a simple next step, such as sending the contract via DocuSign or HelloSign so they can review at their own pace without pressure.

After the call, offer to share the Life Coach Contract Template digitally and give them 24–48 hours to read it. This approach normalizes contracts as a standard part of coaching, not a test of trust. By keeping the tone collaborative and transparent, you help clients feel safe to sign and honor the agreement from the start.

To walk clients through key terms in plain language

Highlight the core terms in clear, friendly language and invite questions before signing.

Explain services, schedule, fees, cancellations, confidentiality, and termination using everyday terms. For instance, you could summarize: "We’ll have eight 60-minute sessions over eight weeks, at $150 per session. Cancellations require 24 hours’ notice, with one exception for emergencies. Everything you share stays confidential, unless there’s a safety concern, and either of us can end the coaching with two weeks’ notice." Then reiterate that the goal is mutual understanding, not pressure, and encourage questions by saying, "If anything isn’t clear, ask me to explain." Use this moment to confirm you’ve answered all questions before moving to signature, and mention easy e-sign options like DocuSign, HelloSign, or PandaDoc to finalize the agreement quickly.

Keep the language friendly and avoid legal jargon. After you’ve walked through the terms, check for understanding with a simple, "Can you summarize how we’ll handle sessions, fees, and cancellations?" This teach-back approach builds trust and reduces disputes later, while making the signing feel like a natural conclusion of a thoughtful planning step.

To handle cancellations, rescheduling, and no-shows consistently

Use the contract as the reference point whenever changes come up, and respond calmly.

When a client requests a change or misses a session, calmly reference the agreed policy in the contract. For example, you might say, "Per our cancellation policy in the Life Coach Contract Template, a 24-hour notice allows us to reschedule within the same week without a late charge. If you can’t provide notice, we’ll need to apply the policy as written." This keeps the boundary clear while still offering flexibility if you decide to make a discretionary exception. Consistency matters, so apply the same rules to every client to model healthy commitment and professionalism.

In practice, you can propose alternatives when needed—like shifting a session to a different day within the same week or offering limited make-up sessions—but always document the change and update the calendar. Using a standard approach reinforces reliability and helps clients learn to honor commitments, which in turn supports their progress and your time management as a coach.

To respond if a client breaches the contract

Follow a respectful, stepwise plan that references the contract’s specific clauses.

If a client repeatedly cancels, misses payments, or otherwise doesn’t honor the agreement, start by referencing the relevant clauses in a calm, factual tone. Restate expectations in simple terms: for example, "The contract requires timely payment and a 24-hour cancellation notice. We’ve had two cancellations this month and one late payment," then present a reasonable remedy, such as a payment plan or a one-time courtesy reschedule. By tying your conversation to the contract, you reduce ambiguity and keep the focus on solutions rather than blame.

If patterns continue, use the termination section to end the coaching relationship professionally. Maintain a respectful tone, document all communications, and offer a brief final session to discuss learnings and next steps. If appropriate, summarize outstanding issues and confirm any final payments or deliverables. This approach protects both parties and preserves your professional reputation while ensuring you remain compliant and ethical in your actions.

How Bonsai helps manage life coach contract templates

Life coach contracts are the backbone of your engagements. Bonsai helps you create, store, and use these agreements with templates, centralized records, and automated workflows. By tying a strong Life Coach Contract Template to Bonsai’s features, you can save time, reduce errors, and keep branding consistent across every client.

To create reusable life coach contract templates

Set up a standard Life Coach Contract Template once in Bonsai so you have all the core clauses ready when you need them. In Bonsai, you can include sections for services and deliverables, payment terms, confidentiality, cancellations, and any other clauses you always use. Think about your common scenarios, like weekly coaching versus intensive programs, and predefine the relevant terms. For example, you might specify a 60-minute session format, a package price, and a 24-hour cancellation policy. This upfront setup reduces back-and-forth and keeps your agreements airtight.

Once the contract is drafted, save it as a template with a clear name (for example, Life Coach Contract Template – General Coaching). You can then duplicate the template for different packages or niches, lightly customizing client name, dates, and package details each time, while preserving consistent language and branding. By using a single source of truth, your contracts stay uniform in tone and legal coverage, and you are not rewriting boilerplate for every new client.

To track and manage life coach contracts in one place

All your contracts live in one place, linked to each client record. Bonsai shows you how many agreements have been sent, viewed, and signed, so you know when to follow up. Signed copies stay attached to the client file, making it easy to reference terms during coaching, renewals, or policy discussions. With contracts, client details, and related projects in a single system, you can quickly confirm allowed activities, timelines, and payment expectations as your coaching business grows.

Over time, a centralized contract hub helps you scale. For example, if you add 20 new clients in a quarter, you can filter by status to see who needs attention, pull up the exact terms used for a client, and ensure consistency across onboarding. You can also audit terms before renewing, ensuring you stay aligned with your business policies and any updates to services.

To automate signatures, reminders, and downstream workflows

Bonsai can automate several steps to speed up onboarding and reduce errors. Consider these core automations that support a Life Coach Contract Template:

• Sending contracts for secure e-signature with a few clicks
• Triggering reminders if a client hasn’t signed yet
• Automatically updating the client status once an agreement is signed
• Linking signed contracts to projects, invoices, and schedules so onboarding flows smoothly from agreement to paid engagement