Client Coaching Agreement - Private Clients
(Sample Agreement)
Please read the following policies and refer to this page as needed. The Agreement is between yourself [Full Legal Name] (client) and myself, Katie Nicholson (coach) of Encouraging Minds (ABN: 43 611 974 451).
Please contact support@katienicholson.co if you have any questions regarding this Agreement.
DESCRIPTION OF COACHING
Coaching is a partnership (defined as an alliance, not a legal business partnership) between the coach and the client as equals and the client is a co-active participant. The coach and client engage in a thought-provoking and creative process that inspires the client to maximise their personal and professional potential. One way that coaching facilitates this process is through the creation or development of personal, professional or business goals and to develop and carry out a strategy or plan for achieving those goals.
CLIENT-COACH RELATIONSHIP:
• Coaching is an unlicensed and unregulated industry.
• We, as coach and client, agree to hold ourselves to a high level of integrity and accountability. The coach partners with the client to maintain a relationship of mutual respect and trust.
• The coach agrees to maintain the code of ethics and standards of behaviour of the Center for Organizational Development (https://teamclcc.com/code-of-ethics/), and the ICF (https://coachfederation.org/code-of-ethics).
• The client understands that honest and open communication is the foundation of a successful coaching partnership. The client is open to feedback and assistance and to create the time and energy to participate fully.
• The client acknowledges that coaching is a comprehensive process that may involve different areas of their life, including work, finances, health, relationships, education and recreation. The client is solely responsible for creating and implementing their own physical, mental and emotional well-being, decisions, choices, actions and results arising out of or resulting from the coaching relationship, their coaching calls and all interactions with the coach. As such, the client agrees that the coach is not and will not be liable or responsible for any actions or inaction, or for any direct or indirect result of any services provided by the coach.
• The client acknowledges that the coach does not diagnose or treat any mental health conditions, or other conditions, and that coaching is not to be used as a substitute for mental health care, psychotherapy, counselling, or psychiatric treatment.
• The client acknowledges that coaching is not to be used as a substitute for professional advice by legal, financial, medical or other qualified professionals and that it is the client’s exclusive responsibility to seek the advice or second opinions of the professionals of their choosing before proceeding with coaching or with any suggestions made during the coaching engagement.
• If the client is currently under the care of a mental health professional, it is recommended that the client promptly inform the mental health care provider of the nature and extent of the coaching relationship agreed upon by the client and the coach.
• The client agrees to communicate without delay, any concerns they may have with the coaching partnership, directly with the coach. If it is not practical to address these concerns within a coaching session, the client agrees to contact the coach by email to request a separate phone or audio/video-conference meeting. The coach agrees to be available to communicate with the client by phone or audio/video-conference regarding any such concerns in a timely manner.
• Following a successful engagement the coach will request testimonials and referrals.
TERMINATION/REFUSAL OF SERVICE:
• The coach reserves the right to not provide a service if the coach believes commencing or continuing a service would not be in the best interests of the client for any reason.
• The coach reserves the right to terminate the coaching relationship if the coach discovers that the client has provided false or misleading information on any intake forms, correspondence, or in the course of coaching sessions.
• The coach reserves the right to terminate the coaching relationship if the client breaches any of the terms of this Agreement.
• If the coach terminates the coaching relationship, the coach may refund the client a portion of the amount paid by the client. No further payments will be taken. Refunds are subject to the conditions of the ‘Refund Policy’ which forms part of this agreement.
• The client understands that they may terminate the agreement at any time by emailing support@katienicholson.co. Refunds are subject to the conditions of the ‘Refund Policy’ which forms part of this agreement.
SERVICES - ONE-TO-ONE COACHING
• Private coaching is a one-to-one service and no person other than the client named in this agreement is to attend the client’s private appointments. Sessions are not transferable.
• Private coaching is by appointment only, and the client is responsible for scheduling all appointments. (For further information regarding scheduling, please see the section ‘Appointments - Scheduling, Cancellations, and Punctuality’ within this document.)
• Sessions will be held for up to the maximum time scheduled.
• The coach will partner with the client to establish an overall coaching plan, goals, or focus for the period of the coaching engagement or for an otherwise agreed period; and to identify or recontract what the client wants to accomplish in each session.
• Coaching sessions are held over internet conference (Zoom) with video or with audio only. The client will access the call using an internet conference provider (Zoom). It is recommended the client sign in a few minutes before the scheduled time.
• The coach’s internet conference provider is Zoom. To access the internet conference service the client agrees to download the Zoom app for phone or tablet, or access the service via desktop (find out more here: https://zoom.us/download#client_4meeting). The client understands they will not be charged to use the service for coaching sessions as my client, however normal data charges apply. For up-to-date information please refer to https://zoom.us.
SERVICES - LASER-FOCUSED SUCCESS COACHING PACKAGE
• Additionally this section is applicable if you have purchased a Laser-Focused Success Coaching package, or if you purchase a Laser-Focused Success Coaching package in the future.
• The Laser-Focused Success Coaching package includes an initial 1:1 coaching session for up to 60 minutes.
• The Laser-Focused Success Coaching package includes the option to schedule a 1:1 coaching session for up to 30 minutes each quarter to review progress, reassess goals and plan for the next 90 days.
• The Laser-Focused Success Coaching package includes unlimited sessions of 15 minutes each to be scheduled and used during the period purchased.
• The 15 minute sessions may be booked only when the client has completed the field work or action step/s agreed to by the client in the previous session. The exception is when the needs of the client have changed and the field work or action step/s no longer serve the best interests of the client. In this case the client may schedule a 15 minute session to review and reset their goal, objective or action step/s.
• The number of 15 minute sessions available to book by clients will vary from time to time. If the client attempts to schedule a session and does not find any availability the client should check the online scheduler again in the next 48 hours. If the client is still unable to find any availability the client should contact the coach by email to arrange a suitable time. If the coach will not be available for 15 minute sessions for any extended period, such as vacation time, alternative check-in options may be offered to the client. These may include email or Voxer access. Alternatively, an extension to the package period may be offered.
SERVICES - VOXER SESSIONS
• Additionally this section is applicable if you have purchased or scheduled Voxer sessions, or if you purchase or schedule Voxer sessions in the future. The information or terms of this section are applicable only to Voxer sessions or Voxer access.
• To access Voxer you will need to download the Voxer app. There is no cost to use Voxer for our Voxer sessions. Visit https://www.voxer.com/individuals for more information. The coach will not be held responsible for any technical difficulties relating to Voxer, internet access or anything else that the client may experience. It is recommended that the client download and use the Voxer app prior to their Voxer access period to familiarise themselves with the technology.
• Each Voxer session will start at the scheduled time and continue for the time period purchased. It is the client’s responsibility to access the Voxer app to send and receive messages.
• The coach will listen to and reply to Voxer messages within a reasonable timeframe within the scheduled time period. The time it takes the coach to reply to Voxer messages will vary due to various factors including, but not limited to, the nature of the client’s message, query or topic, and the duration of the Voxer access period. The coach makes no guarantees as to the number of or duration of messages or replies generated by the coach.
• The client understands that the interaction with the coach via a Voxer session or Voxer access period differs from the interaction with the coach during a 1:1 or group coaching session. The client agrees to contact the coach with any queries or concerns prior to attending a Voxer session or access period.
• The client acknowledges that coaching, including Voxer interactions, is a comprehensive process that may involve different areas of their life, including work, finances, health, relationships, education and recreation. The client is solely responsible for creating and implementing their own physical, mental and emotional well-being, decisions, choices, actions and results arising out of or resulting from the coaching relationship and Voxer sessions and interactions with the coach. As such, the client agrees that the coach is not and will not be liable or responsible for any actions or inaction, or for any direct or indirect result of any services provided by the coach.
• The coach will not reply to Voxer messages outside the scheduled hours or period.
TIME COMMITMENT - ONE-TO-ONE COACHING
• The coach requests an initial commitment from the client for 90 days. • Usually sessions are held every two weeks. The frequency of sessions is determined by the client’s goals, circumstances, and preference. The coach will make recommendations regarding frequency of sessions following consultation with the client.
• The coach may be available to partner with the client for an extended or ongoing partnership following the initial 90 day engagement. The coach will discuss with the client a recommendation for the duration of the coaching partnership based on the client’s goals.
• The time the client allocates between sessions for practices, reflection and consolidation is the responsibility of the client.
TIME COMMITMENT - LASER-FOCUSED COACHING PACKAGE
• The coach requests an initial commitment from the client of [insert].
• The frequency of sessions is determined by the client in line with the terms set out in the section ‘Services - Laser-Focused Success Coaching Package’.
PAYMENT TERMS:
• Payment is required prior to commencing coaching. No sessions will be held without payment.
• The fee and payment structure will vary according to the length of the coaching engagement period, the service type, the package or offer made by the coach and other factors. The fee for [the initial engagement of 90 days] will be [$].
• The price for coaching is subject to change. Current active clients will be notified by email of upcoming price changes.
• Payment is by Debit or Credit Card, or Direct Deposit. Direct Deposit is available only from Australian bank accounts.
• The receipt issued at time of purchase is your record of payment. If you require a separate Tax Invoice please email support@katienicholson.co as soon as possible within 21 days of purchase and one will be supplied to you.
• Scheduling a coaching session is contracting to pay for that session whether or not you attend. For further information regarding no-shows and rescheduling, please see the section ‘Appointments - Scheduling, Cancellations, and Punctuality’ within this document.
• Please carefully consider your individual financial circumstances before commencing coaching to ensure that payment for sessions will not cause financial hardship.
APPOINTMENTS - SCHEDULING, CANCELLATIONS, AND PUNCTUALITY:
• Available times for appointments for ongoing private clients are found on the coach’s online scheduler at https://katienicholson.as.me, and/or via the link provided. The client will schedule their own appointments.
• Your commitment to attending appointments as scheduled is appreciated. Please consider any other professional and personal commitments prior to scheduling your coaching sessions.
• Cancellations or rescheduling of appointments is completed via the button/link in the original booking confirmation.
• Cancellations or rescheduling of appointments must be completed at least 24 hours before the scheduled appointment, or the full appointment fee will be charged.
• For many appointment types it is not possible to cancel appointments via the online calendar with less than 24 hours notice. If you must cancel an appointment within this period, please notify support@katienicholson.co immediately so the coach does not attempt to contact you for the appointment.
• Rescheduling of appointments is subject to availability. Availability for all session types is limited and subject to change at short notice. If at all possible, attend your appointments as scheduled to avoid missing out on, or delaying coaching.
• Please make all necessary arrangements to be on time for your scheduled coaching sessions. In the event that you are unavoidably late, we will continue with your scheduled session for the remaining session time. The coach cannot reschedule or extend the time of sessions when a client experiences difficulties with their phone, or mobile coverage/reception, or internet connection. Please be sure to have a backup method of communication.
REFUND POLICY
• If the client wishes to terminate the agreement, any future appointments will be cancelled. The client may request a partial refund by emailing support@katienicholson.co.
• No refunds will be issued in the case of monthly billing and no further payments will be taken.
• In the case that the client terminates the coaching engagement and the client has paid in full for services to be used by a certain date, a partial refund will be made based on the time remaining until that date, minus an administration fee of AUD$100. The coach reserves the right to waive the administration fee in certain cases.
• In the case that the coach terminates the coaching engagement and the client has paid in full for services to be used by a certain date, a partial refund will be made based on the time remaining until that date.
• Unused sessions may be rescheduled only when a session is cancelled by the client more than 24 hours before the appointment time; or when a session is cancelled by the coach.
• There are no refunds for non-attendance of appointments, or for partial attendance of appointments, or for cancellations made less than 24 hours before the scheduled appointment time.
CONFIDENTIALITY AND PRIVACY:
• The privacy of my clients is important to me and I maintain confidentiality. However, please be aware that the coach-client relationship is not considered a legally confidential relationship and thus communications are not subject to the protection of any legally recognised privilege.
• The only exceptions to maintaining privacy or confidentiality, are if the coach is required by law to disclose; if illegal activity is disclosed to the coach; or if information is disclosed to the coach and as a result of such disclosure the coach reasonably believes there to be an imminent or likely risk of danger or harm to the client or others.
• Coaching sessions may be recorded, to assist with the learning and development of the coach, or for possible submission to a credentialing body like the Coach Federation (ICF). The coach will ask the client for permission to record the session prior to commencing recording. The client acknowledges that they have the right to refuse permission to be recorded, or to stop the recording at any time, and that they will not be pressured to record sessions, or disadvantaged for refusing to record sessions.
• The client acknowledges that their session recording/s may be shared with a coaching mentor, supervisor or qualified peer to assess the quality and methods of the coach, and to assist with the coach’s learning and development. The information will be kept confidential.
• The client understands that if the coach wishes to submit an audio recording of the client’s session for assessment purposes, the coach will ask for the client’s explicit written consent to allow the restricted release of a specific individual session audio recording to the International Coach Federation (ICF) and/or a coaching school for assessment of the quality and methods of the coach. The information will be kept confidential.
• The client may request a copy of any of their session recordings at any time, and it will be made accessible to the client.
• The coach engages in training and continuing education pursuing and/or maintaining credentials. That process requires the names and contact information of all clients for possible verification by a credentialing body (ICF) and/or coaching school. You agree to have only your name, contact information, and dates and duration of coaching sessions shared with ICF staff members and/or coaching school staff members if requested, or other parties involved in this process for the sole and necessary purpose of verifying the coaching relationship.
• According to the ethics of our profession, topics may be anonymously and hypothetically shared with other coaching professionals for training, supervision, mentoring, evaluation, and for coach professional development and/or consultation purposes.
• The coach takes all reasonable means to maintain, store, and dispose of any client records, communications, session recordings, or related notes, including paper based and electronic files, in a manner that promotes confidentiality, security and privacy and complies with any applicable laws and agreements.
• The coach will not disclose the client’s name as a reference without the client’s consent.
• The client acknowledges their continuing obligation to raise any confidentiality questions or concerns with the coach in a timely manner.
RESOURCES AND REFERRALS
• From time to time, the coach may refer the client to various resources (eg. books, websites, organisations, specialist professionals). The coach intends to provide clients with resources that are relevant and beneficial for each client’s unique requirements, however the coach takes no responsibility for the views, advice, or suggestions contained within or promoted by these resources or by any third-party.
• The coach invites all feedback regarding resources and referrals.
GENERAL TERMS AND CONDITIONS:
• This agreement is ongoing and your acceptance of these terms will be understood to be applicable to all future coaching sessions and interactions, unless a revised agreement is entered into.
• By participating in coaching, you acknowledge that you are at least 18 years of age, and of legal age in your jurisdiction, and have read and understand all the terms and conditions outlined in this agreement, and that you agree to abide by the terms and conditions described. You also acknowledge that all information provided by you on any intake forms is true and accurate to the best of your knowledge, and is not misleading.
TO CONFIRM you have read and understand all the terms and conditions outlined in this agreement, please COPY/PASTE the following text into an email and send to support@katienicholson.co using the subject line: “Acceptance of Client Coaching Agreement - Private Client - [Full Legal Name].”
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“I, [insert Full Legal Name], have read, understand, and agree to abide by the terms and conditions outlined within the ‘Client Agreement - Private Client - [Full Legal Name]’ document.”
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Revised and Current: 13 January 2025.