What to put in a coaching contract (and what to leave out)

Who, what and how long

Name both parties, the start date, and the length of the engagement. State the format concretely: how many sessions, how long each one runs, and over what period. "Twelve 60-minute sessions over six months, scheduled fortnightly" leaves nothing to interpret.

What coaching is, and what it is not

This single paragraph prevents the most damaging misunderstandings. Say that coaching is a thinking and accountability partnership, that the client stays responsible for their own decisions and results, and that it is not therapy, medical advice, financial advice or legal advice.

If you coach on health or money, say explicitly that clients should consult a licensed professional for diagnosis or regulated advice, and that you will refer out when something falls outside coaching.

Fees and payment terms

State the total fee, the currency, the schedule, the accepted methods, and what happens when a payment is late. If you offer instalments, say whether the full amount is owed regardless of how many sessions are used.

• •Total fee and currency, and whether taxes are included
• •When each payment falls due
• •What happens if a payment is missed — pause sessions, late fee, or both
• •Whether the fee is refundable, and under what conditions

Cancellations, rescheduling and no-shows

The clause coaches most often regret leaving out. Give a notice period (24 hours is common), say how many reschedules are allowed, and state plainly that a missed session without notice counts as used.

Add your own side too: what you do if you have to cancel. Offering a like-for-like reschedule keeps it fair and makes the rest easier to enforce.

Confidentiality — and its limits

Commit to keeping what your client shares private. Then name the exceptions honestly: where the law requires disclosure, where there is risk of serious harm, and — for corporate work — exactly what the sponsoring organisation will and will not be told. Vague confidentiality promises cause more trouble than narrow, honest ones.

Ending the agreement

Say how either side can end it, with what notice, and what happens to unused sessions and money already paid. Include a short clause allowing you to end the relationship if it becomes abusive or unsafe. You will rarely use it, and you will be glad it is there.

What to leave out

Guarantees of specific results — you cannot control your client's actions, and promising outcomes invites disputes. Long boilerplate copied from another industry, which nobody reads and which may not apply where you practise. Anything you do not intend to enforce: a cancellation policy you always waive teaches clients the contract is decorative.

Common questions