Most coaches skip contracts when they start out because it feels formal for what often begins as a casual conversation. That changes the first time a client disputes a payment, requests unlimited refunds, or simply stops responding. A coaching contract protects both sides of the relationship and sets the professional tone from the start.
What every coaching contract must include
A solid coaching agreement covers the following:
- Scope of services — what coaching includes, how many sessions, the format (video, phone), and session length
- Payment terms — total investment, payment schedule, accepted methods, and what happens if a payment is missed
- Cancellation policy — how much notice is required, what happens to missed sessions, and whether rescheduling is allowed
- Refund policy — whether refunds are available, under what conditions, and on what timeline
- Confidentiality — what you will and won't share about your client and their situation
- Not a substitute for professional services — a disclaimer clarifying that coaching is not therapy, medical advice, or legal counsel
- Termination clause — how either party can end the engagement early and what that means financially
Payment terms and protecting your income
Require a deposit before the first session — typically 50% of the package investment upfront. This is not aggressive; it is standard. Clients who pay upfront are more committed, more likely to show up, and less likely to ghost. Coaches who collect payment entirely at the end of an engagement often find themselves in difficult conversations.
Include a late payment clause — a small percentage fee per week — and specify what happens if a payment fails. This is not about being punitive; it is about making expectations clear before they become an issue. Track outstanding invoices and follow up automatically using a tool like Threecus to avoid uncomfortable manual chasing.
Cancellation and no-show policies
Define how much notice is required to cancel or reschedule a session without penalty — 24 or 48 hours is standard. Specify what happens to sessions cancelled without notice: either they are forfeited or there is a rescheduling fee. This prevents the situation where a client misses half their sessions and then asks for extra time to make up for it.
A clear policy communicated in the contract removes the emotional weight from these conversations. You are not enforcing a personal preference — you are applying the terms both parties agreed to before they started.
The professional services disclaimer
Every coaching contract should include a clear statement that coaching is not therapy, counselling, medical advice, financial advice, or legal counsel. This protects you from liability and clarifies the nature of the relationship. If a client raises issues that require professional mental health support, you have the right — and often the responsibility — to refer them elsewhere.
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