A coaching agreement is a written document signed by both coach and client before the work begins. It sets out the scope of coaching, session structure, fees, cancellation terms, confidentiality rules, and the boundaries between coaching and regulated services such as therapy. The free template below covers every clause an independent UK coach needs. Copy it, fill in the bracketed fields, and send it before the first paid session.
Tip
A coaching agreement and a coaching contract are two names for the same thing. Both are legally the same instrument under UK contract law — the word 'agreement' simply tends to feel less adversarial in a coaching relationship. Use whichever term feels right for your practice.
Free UK Coaching Agreement Template (Copy and Customise)
The template below is written for a UK coaching practice. Replace every [bracketed field] with your own details. Have a solicitor review it if your work touches on complex areas such as regulated financial coaching or clinical-adjacent practice.
COACHING AGREEMENT
This agreement is between [Coach Full Name / Business Name] (the Coach) and [Client Full Name] (the Client), and takes effect on [Start Date].
1. Nature of Coaching
Coaching is a collaborative, forward-focused relationship designed to support the Client in achieving specific personal or professional goals. Coaching is not therapy, counselling, psychotherapy, or any regulated health service. The Coach does not diagnose, treat, or advise on medical, psychological, legal, or financial matters. If the Client believes they require such support, they are encouraged to seek the appropriate regulated professional.
2. Scope of Services
The Coach agrees to provide: [describe the offer, e.g. '6 × 60-minute 1:1 coaching sessions delivered via video call over 12 weeks']. Any additional sessions or changes in scope will be agreed in writing before delivery.
3. Fees and Payment
The total fee for the services described above is [£ amount]. Payment is due [in full before the first session / in instalments as follows: [details]]. All fees are stated inclusive/exclusive of VAT as applicable. The Coach reserves the right to withhold delivery until cleared payment is received.
4. Cancellation and Rescheduling
The Client may reschedule a session with at least [48 hours] notice. Cancellations with less than [48 hours] notice will be forfeited and counted as a session used. If the Coach cancels a session, it will be rescheduled at no cost to the Client. Either party may terminate this agreement with [14 days] written notice; any unused pre-paid sessions will be refunded on a pro-rata basis.
5. Confidentiality
The Coach will keep all information shared by the Client strictly confidential, except where disclosure is required by law, there is a risk of serious harm to the Client or a third party, or the Client provides written consent to share. Session notes are held securely and not shared without the Client's consent.
6. Client Responsibilities
The Client agrees to: attend sessions on time; engage honestly and openly; complete any agreed actions between sessions; and take full responsibility for their own decisions and outcomes. The Coach is not responsible for the results of actions the Client takes outside of sessions.
7. Limitation of Liability
To the extent permitted by law, the Coach's total liability under this agreement shall not exceed the total fees paid by the Client in the three months preceding any claim. Neither party shall be liable for indirect or consequential loss.
8. Data Protection
The Coach will process the Client's personal data in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018. Data will be held only as long as necessary to deliver the services and comply with legal obligations. The Client has the right to access, correct, or request deletion of their data at any time by contacting [coach email address].
9. Intellectual Property
Any materials, frameworks, or resources provided by the Coach remain the intellectual property of the Coach. The Client may use them for personal development purposes only and may not reproduce or distribute them without written consent.
10. Governing Law
This agreement is governed by the laws of England and Wales (or Scotland / Northern Ireland if applicable). Any disputes shall first be addressed through good-faith discussion between the parties.
Signatures
By signing below, both parties confirm they have read, understood, and agreed to the terms of this agreement.
Coach: _________________________ Date: _____________
Client: _________________________ Date: _____________
Heads up
This template is a starting point, not legal advice. If your practice involves financial coaching, regulated health claims, or clients in vulnerable circumstances, have a UK-qualified solicitor review your agreement before use.
What Each Clause Does and Why It Matters
Each clause in the template above serves a specific protective function. Here is what to know about the most important ones.
| Clause | Why it matters | Common mistake to avoid |
|---|---|---|
| Nature of coaching | Draws a clear boundary between coaching and regulated services such as therapy or financial advice. Protects the coach from claims of practising without a licence. | Omitting it entirely, especially if you work with mental-health-adjacent topics. |
| Scope of services | Defines exactly what the client is buying. Prevents scope creep and disputes over whether a session was included. | Being vague — '6 sessions of coaching' without format, length or delivery method. |
| Fees and payment | Sets expectations on timing and method of payment, and clarifies VAT status. Critical for avoiding late-payment disputes. | Not stating whether the fee is VAT-inclusive, especially once you cross the VAT registration threshold. |
| Cancellation policy | Protects your income from last-minute no-shows and defines your obligation to the client if you cancel. | Setting a cancellation window that is shorter than the time it realistically takes to fill the slot. |
| Confidentiality | Builds client trust and outlines the legal exceptions (safeguarding, court order). Coaches in the UK are not bound by statutory confidentiality rules the way therapists are, so this clause creates your own standard. | Forgetting to include safeguarding exceptions, which can create confusion if you ever need to act on a disclosure. |
| Data protection | UK GDPR compliance is a legal requirement, not optional. Naming the lawful basis for processing (typically legitimate interests or contract performance) is good practice. | Copying a GDPR clause written for US law — the UK GDPR has specific post-Brexit divergences from the EU version. |
| Limitation of liability | Caps your financial exposure. Without it, a client could theoretically claim consequential losses far exceeding your fees. | Omitting it and assuming general consumer law provides enough protection. |
Tailoring the Template for Different Coaching Formats
The base template above suits a standard 1:1 coaching package. If your offer has a different structure, adjust the scope and fee clauses accordingly.
- Subscription or retainer model: Replace the lump-sum fee clause with a recurring billing schedule, notice period for cancellation, and clarity on what is included each month (e.g. session allowance, messaging access).
- Group programme: Add a clause confirming the Client's spot is non-transferable, specify the minimum group size you need to run the programme, and clarify refund terms if the cohort does not fill.
- Free discovery session: Use a shorter, lighter version of the agreement that covers confidentiality and the nature-of-coaching boundary only. There is no need for a full payment clause for a no-cost call.
- Corporate / B2B coaching: Replace the individual client details with the commissioning organisation, add a clause on who owns the data (organisation vs. individual coachee), and clarify reporting obligations if any.
- Online-only delivery: State explicitly that sessions are delivered via video call and that the Client is responsible for having a suitable internet connection. Note that the coach cannot guarantee uninterrupted delivery due to third-party platform outages.
From PDF to E-Signature: Sending Your Agreement Professionally
Many independent coaches still email a PDF, wait for the client to print, sign, scan, and return it. That process is slow, easy to forget, and creates a poor first impression before the work has even started. The professional alternative is to send a contract with e-signature built into your booking and checkout flow, so the client signs at the point of purchase rather than as a separate step.
Minipod includes contracts with e-signature as part of its core offer setup. When a client books or purchases an offer, they can be required to review and sign your coaching agreement before the booking is confirmed. The signed contract is then stored against their client record, alongside their intake form responses, session notes, and messages — so everything is in one place.
- Create your offer in Minipod — set your session structure, pricing, and availability in one place.
- Attach your coaching agreement — paste your agreement text into the contract field. Clients must sign before the booking completes.
- Client signs at checkout — the e-signature is captured as part of the same flow as payment, so you never have to chase separately.
- Signed contract stored automatically — the agreement appears on the client's record immediately, with a timestamp and the client's name attached.
- Start coaching — with payment taken, contract signed, and intake form completed, you can go into the first session with everything already in order.
Note
E-signatures are legally valid in the UK under the Electronic Communications Act 2000 and are widely accepted for commercial agreements including coaching contracts. They are not currently valid for certain specific document types such as wills or land transfers, but a coaching agreement is not in any restricted category.
Coaching Agreement vs Coaching Contract: Is There a Difference?
Under UK law, both terms describe the same legal instrument: a binding contract formed when both parties have offered, accepted, and exchanged consideration (i.e. coaching services for a fee). The word agreement is slightly broader in everyday English and is preferred by many coaches because it sounds collaborative rather than legalistic. The word contract is more precise in legal usage. In practice, either term on the document heading is fine; what matters is that the document contains the essential elements of a valid contract and is signed by both parties.
Frequently Asked Questions
Frequently asked questions
- Does a coaching agreement need to be witnessed to be legally valid in the UK?
- No. A standard coaching agreement does not need a witness to be legally binding in England, Wales, Scotland, or Northern Ireland. It only needs to show offer, acceptance, and consideration (payment or promise of payment). An e-signature from both parties is sufficient.
- Can I use the same coaching agreement template for online and in-person coaching?
- Yes, with minor adjustments. For online coaching, specify that delivery is via video call and name the platform you typically use. For in-person coaching, include the location address and any provisions for travel or venue changes. The legal clauses (confidentiality, liability, data protection) apply equally to both formats.
- What should I do if a client refuses to sign a coaching agreement?
- Do not begin paid coaching without a signed agreement. If a client objects, find out why — often they have a specific clause they want to discuss, which is a reasonable request. If they refuse entirely, that is a meaningful signal about how they will engage with boundaries during coaching itself. Protecting yourself with a signed agreement is non-negotiable, not optional.
- How does Minipod handle the coaching agreement for group programmes with multiple clients?
- Each client who books onto a group programme in Minipod signs the agreement individually as part of their own checkout flow. You attach one agreement to the offer, and every client who purchases it must sign before their booking is confirmed. Each signed copy is stored against that individual client's record.
- Do I need a separate coaching agreement for each package I sell, or can one cover everything?
- It depends on how different your offers are. A single master agreement works well if your packages are structurally similar (same format, same payment terms, different session counts). If you offer meaningfully different structures — for example, a 1:1 package and a group programme with different refund terms — separate agreements for each offer type give you cleaner, more enforceable terms.