Coaching agreement & terms

What you need to know

The plain-English guidance that comes with this document.

• Clear terms prevent the awkward money conversations. Set out the price, what's included, how payment works and — the big one — your cancellation and no-show policy, up front and in writing. The disputes that sour a coaching relationship are nearly always about money or missed sessions; this heads them off.
• A fair cancellation policy is normal — and enforceable if it's reasonable. Charging for late cancellations or no-shows is standard, because you've set the time aside. Keep the notice period reasonable (24 hours is common) and apply it consistently, including to yourself. An unreasonable or hidden penalty can fall foul of consumer law.
• Be careful selling big blocks and "expiring" sessions. Large upfront packages and session expiry dates are common, but consumer law expects fairness — think about what happens if a client is injured, moves away, or you stop trading. Say clearly how unused paid-for sessions are handled; taking money for sessions you then make impossible to use is a complaint (or a chargeback) waiting to happen.
• This is the commercial contract — the consent form is separate. This agreement covers money and expectations; the informed-consent and health-screening forms cover safety and risk. Use all three, and don't try to bury a liability "waiver" in your terms (it wouldn't work anyway — see the consent form).
• Match it to how you actually work. In-person, online, group, hybrid — tailor the "what you're getting" and payment sections to your real offer, and keep it simple and readable. Plain English wins.
• Applies UK-wide. Consumer contract and cancellation rules apply across the UK. For online coaching and upfront payments, be aware of consumer cancellation rights (distance selling) — worth a quick check if that's your model.