Coaching Agreement for 1:1 Clients: A Simple Template and Walkthrough

A 1:1 coaching agreement is a written document signed by both you and your client before any paid sessions begin. It sets out the scope of your coaching relationship, how sessions are delivered, what each party is responsible for, and the commercial terms (fees, payment schedule, cancellation policy). For independent UK coaches, a clear agreement does two things: it protects you legally and it signals to the client that they are working with a credible professional.

Why Every 1:1 Coach Needs a Written Agreement

Many new coaches start with a verbal understanding and a Stripe payment link. This works — until a client disputes a cancellation, wants a refund mid-package, or misunderstands what coaching can deliver. A signed individual coaching agreement removes that ambiguity. Under UK contract law, a written agreement is enforceable, and the Consumer Rights Act 2015 gives additional protections to clients who are consumers (rather than businesses), so clarity upfront matters.

Beyond the legal angle, a well-written agreement sets the tone of professionalism from day one. Clients who sign a clear, well-structured document feel more committed to the process. Completion rates and engagement both tend to be higher when expectations are formally documented.

The Core Sections of a 1:1 Coaching Agreement

The sections below form a practical template for a private coaching contract. Work through each in order, adapting the language to match your practice and coaching style.

1. Parties to the agreement. Name yourself (or your business entity) and your client. Include addresses if you are contracting business-to-business, or at minimum your trading name and the client's full name. If you are VAT-registered, include your VAT number.
2. Scope of coaching. Describe what you offer — for example, six 60-minute 1:1 coaching sessions over twelve weeks, delivered via Zoom. Be specific about format, frequency and duration. Explicitly state what coaching is not: it is not therapy, counselling, mentoring or regulated advice.
3. Coaching relationship and confidentiality. Confirm that sessions are confidential, with any exceptions listed clearly. Common exceptions include a disclosure that suggests risk of harm to the client or others, or a court order. If you are a member of a professional body such as the ICF or EMCC, reference their ethical code here.
4. Fees and payment terms. State the total fee, whether payment is in full upfront or by instalments, and your preferred payment method. Include the due date for each payment, what happens if a payment is missed, and whether prices include or exclude VAT.
5. Cancellation and rescheduling policy. Specify your notice period (48 hours is a common standard), what happens to a session cancelled inside that window (forfeited or rescheduled, at your discretion), and the maximum number of reschedules permitted.
6. Refund policy. State whether fees are refundable if the client chooses to withdraw, and under what conditions. For example: 'Sessions already delivered are non-refundable. Undelivered sessions within a package may be refunded at the coach's discretion, less an administration fee.' This is especially important given the Consumer Rights Act 2015.
7. Client responsibilities. Coaching only works when the client does the work. State that the client is responsible for their own actions, decisions and outcomes. This is not a liability disclaimer in the legal sense — it is a professional expectation that should be discussed, not buried.
8. Limitation of liability. Include a clear statement that you do not accept liability for the client's business or personal decisions arising from coaching. If you carry professional indemnity insurance (recommended for UK coaches), this section is your practical backstop.
9. Intellectual property. If you share worksheets, frameworks or course materials, state that they remain your IP and are for the client's personal use only.
10. Termination. State the conditions under which either party can end the agreement early — for example, with two weeks' written notice, with any remaining undelivered sessions refunded on a pro-rata basis.
11. Governing law. For UK coaches, state that the agreement is governed by the laws of England and Wales (or Scotland if that is your jurisdiction). This matters if a dispute ever reaches a small claims court.
12. Signatures. Both parties sign and date. An e-signature is legally valid in the UK under the Electronic Communications Act 2000.

Walkthrough: What to Write in Each Section

Scope of coaching — be precise, not broad

The scope section is the most frequently under-written. Vague language like 'ongoing support' creates disputes later. Instead, be concrete: 'Six 60-minute sessions, delivered via Zoom, scheduled fortnightly over 12 weeks. Sessions will focus on [your niche, e.g. career transition / leadership development]. This agreement does not include email support between sessions.' If you do offer between-session messaging, define the response time (e.g. within two working days) and any word or message limits.

Fees and payment — match your actual practice

State your exact fee structure. If you offer instalment plans, list each payment date and amount. If you use a platform that handles payments and schedules automatically, you can reference that process here (for example: 'Payment is collected automatically via the booking platform at the intervals stated above'). Include what constitutes late payment and any late-payment consequences, such as pausing the coaching relationship until the account is settled.

Cancellation policy — set the boundary clearly

A 48-hour cancellation window is the most widely adopted standard among UK independent coaches. Anything shorter may feel punitive to clients; anything longer can make your schedule unmanageable. Write it plainly: 'Sessions cancelled with less than 48 hours' notice will be counted as delivered and deducted from the client's package. The coach may, at their sole discretion, offer a reschedule in exceptional circumstances.'

How to Collect Signatures Professionally

Sending a PDF by email and waiting for it to come back is a slow, leaky process. Many coaches now use e-signature tools or platforms that embed contracts into the booking and checkout flow. When the agreement is signed as part of onboarding, before the first session is scheduled and payment is taken, completion rates are higher and the agreement feels integral to the engagement rather than an afterthought.

Minipod includes contracts with e-signature built directly into the offer checkout. When you set up a 1:1 coaching offer in Minipod, you can attach your coaching agreement so that clients sign it as part of the checkout process, alongside booking their first session and completing any intake forms. Everything is stored against the client record, so you always have a timestamped, signed copy to hand.

Common Mistakes UK Coaches Make with 1:1 Agreements

A Note on Professional Body Standards

If you are accredited with the ICF (International Coaching Federation) or the EMCC (European Mentoring and Coaching Council), your code of ethics will have specific requirements around client agreements, confidentiality and informed consent. Reference your membership and ethical code in the agreement itself. This reassures clients and demonstrates professional accountability. Neither body dictates a specific template, but both expect documented informed consent before coaching begins.