Health Coach Contract Template (Free + Filled Example)

A health coach contract template is the written agreement you and a new client sign before the first session. It sets out what health coaching is and is not, when the client needs a doctor's sign-off, what the program includes, how payment and cancellations work, and how you handle their health information. Below you get the full template in 16 numbered sections, the six decisions to make before you fill it in, a section-by-section guide, a filled example for a fictional client, and a comparison of ways to send and store it.

You can paste the template into a Word file or Google Doc, but most coaches want it signed electronically and filed where the rest of the client lives. In Coachful, the coaching agreement goes out with e-signature before the first call and is stored on the client record next to their intake answers, check-ins, habits and invoices. We make Coachful, so we describe our own product with that bias declared, and we keep the template itself usable whatever tool you choose.

Quick summary. Coachful is a coaching platform for coaches who deliver programs, not just sessions. One membership covers booking, payments through your own Stripe or Razorpay account, contracts with e-signature, programs with habits and check-ins, courses, community, a website and email. It is not HIPAA-certified and is not a clinical records system, so clinical charts and insurance billing belong elsewhere. To start, take a free trial and ask for the free white-glove build, where the team sets up your agreement, intake form and program inside your account.

What should you decide before you fill in the template?

Decide six things first: your scope line, your clearance rule, your program shape, your money terms, your communication limits and where health data lives. Each choice changes several clauses, so settling them up front stops the contract contradicting itself.

Most health coaching disputes do not come from a missing clause. They come from a clause that says one thing while the coach does another: a "48-hour cancellation" rule the coach never enforces, or a "no medical advice" line followed by a supplement protocol in a voice note. Make these calls, write them on one page, and then fill in the brackets.

If you are still choosing your program shape or price, read how much a health coach charges first, then come back. The contract should describe an offer you have already designed, not design it for you.

The health coach contract template

Copy everything below. Replace each [bracketed] item, delete options you do not use, and keep the section numbers so the cross-references still work. Wording in quotation marks is meant to stay close to verbatim; everything else can be rewritten in your own voice.

HEALTH COACHING AGREEMENT

This Health Coaching Agreement ("Agreement") is made on [date] between [your full name or business name], [business address], [email] ("Coach"), and [client full name], [client address], [client email] ("Client").

1. Start date and term. Coaching begins on [start date] and runs for [number] weeks, ending on [end date], unless ended earlier under Section 14. [Or: Coaching continues month to month from [start date] until either party ends it under Section 14.]
2. What health coaching is, and what it is not. "Health coaching is a partnership that helps the Client set and work toward their own health and lifestyle goals through conversation, accountability and habit building. The Coach is not acting as a physician, nurse, dietitian, pharmacist, psychologist, therapist or any other licensed healthcare provider under this Agreement. The Coach does not diagnose, treat, cure or prevent any disease or condition, does not prescribe or change medication, and does not provide medical nutrition therapy." The Coach's training is: [for example, NBHWC board certification / name of program and year]. The Client understands that coaching does not replace care from their own doctor or other licensed providers.
3. Health status, medical clearance and red flags. The Client confirms they have completed the Coach's intake form honestly and will tell the Coach promptly about any change in their health, medication, pregnancy status or new diagnosis. The Client agrees to get written clearance from a licensed healthcare provider before starting, or before any change in diet or physical activity discussed in coaching, if any of the following apply: [chest pain, fainting or shortness of breath with activity; diagnosed heart, kidney or liver disease; type 1 or insulin-treated type 2 diabetes; current or past eating disorder; pregnancy or less than six months postpartum; a current prescription that affects blood pressure, blood sugar or appetite; any condition their doctor has told them limits exercise or diet]. The Coach may pause coaching until clearance is received.
4. Program and services. The Client is enrolled in [program name]. It includes:
   • [number] one-to-one sessions of [length] minutes by [video / phone / in person at address], scheduled through the Coach's booking page.
   • Access to the Coach's client app for [daily habits, morning and evening check-ins, weekly goals, program lessons].
   • Written messages answered within [one business day], [Monday to Friday, hours and time zone].
   • [Any group calls, course access, recipes, meal-planning templates or workbooks.]
   Anything not listed here is not included unless both parties agree in writing, including by email.
5. Client responsibilities. The Client is responsible for their own choices, actions and results during and after coaching. The Client agrees to attend sessions on time, complete agreed check-ins as best they can, tell the Coach when something is not working, and keep their own healthcare providers informed about changes they make.
6. Fees, payment and refunds. The fee is [amount and currency] for the full program, paid [in full before the first session / in [number] instalments of [amount] on [dates] / monthly on the [day] of each month]. Payments are processed by [payment processor] and the Client authorises recurring charges for any payment plan or subscription. If a payment fails and is not resolved within [7] days, the Coach may pause sessions and app access until it is. Refunds: [the Client may cancel within [number] days of signing for a full refund less any sessions already held, charged at [amount] each / fees are non-refundable once the first session has taken place / unused prepaid sessions are refunded at [amount] each]. Prices include or exclude [sales tax / VAT] as follows: [details].
7. Scheduling, cancellations and pauses. Sessions are booked through [booking page]. Either party may reschedule with at least [24 / 48] hours' notice. A session the Client cancels with less notice, or misses, counts as used [unless the reason is illness or emergency, which the Coach may excuse once per program]. If the Coach cancels, the session is rescheduled at no cost. The Client may pause the program once for up to [number] weeks for [illness, surgery, bereavement or travel], and the end date moves accordingly. All sessions must be used by [date or number of weeks after the end date].
8. Confidentiality and its limits. The Coach keeps what the Client shares private and will not disclose it without the Client's written consent, except where: the Coach believes there is a serious risk of harm to the Client or someone else; the law requires disclosure; or the Coach seeks anonymised supervision or mentoring, in which case no identifying details are shared. The Client may share anything about their own coaching freely.
9. Health information and data. The Coach collects the Client's name, contact details, intake answers, goals, check-in responses, habit data, session notes and payment records to deliver the program. This information is stored in [platform name and country or region where data is hosted] and payment details are held by [payment processor], not by the Coach. "The Coach is not a covered entity under HIPAA, and the coaching platform is not a HIPAA-certified medical records system. The Client should not send lab reports, diagnoses or medical records unless the Coach asks for them for a specific coaching purpose." The Coach keeps records for [number] years after coaching ends, then deletes them. The Client may ask for a copy of their data, correction or deletion at any time by emailing [email]. [EU, UK and other privacy-law clients: the Coach processes this data on the basis of this contract and, for health data, the Client's explicit consent given by signing below.]
10. Communication and emergencies. The Coach's messaging, app and email are not monitored around the clock and are not an emergency service. "If the Client has a medical emergency, thoughts of self-harm, or symptoms such as chest pain, severe shortness of breath or fainting, they will call [911 / 999 / 112 / local emergency number] or go to the nearest emergency department, not message the Coach." The Coach may suggest the Client contact their doctor or a mental health professional at any point, and the Client agrees to consider that suggestion seriously.
11. Supplements, products, tests and referrals. The Coach does not prescribe supplements, order lab tests or interpret medical results. Any general information about foods, supplements or products is educational, and the Client agrees to check with their doctor or pharmacist before taking anything new, especially alongside medication. [The Coach earns a commission from [brand / affiliate program] and will say so whenever recommending those products.] / [The Coach does not sell or earn commission on any products.] Referrals to other practitioners are suggestions; the Coach is not responsible for their services.
12. Testimonials and recordings. Sessions are [not recorded / recorded only with the Client's consent at the start of each session, for the Client's own review and the Coach's notes]. The Coach will not use the Client's name, photos, measurements or story in marketing without separate written permission, which the Client may withdraw at any time for future use.
13. Results. "The Coach does not promise any particular outcome, including weight change, lab values, energy, sleep or symptom relief. Results depend on many factors outside the Coach's control, including the Client's health, circumstances and effort."
14. Ending the agreement. The Client may end this Agreement at any time by written notice; refunds follow Section 6. [Monthly plans: cancellation takes effect at the end of the current paid month.] The Coach may end this Agreement with written notice if the Client does not pay, behaves abusively, needs care outside coaching scope, or does not provide clearance required under Section 3. In that case the Coach will refund any prepaid, unused sessions at [amount] each and, where appropriate, suggest other sources of support.
15. Limitation of liability. To the extent the law allows, the Coach's total liability under this Agreement is limited to the fees the Client paid in the [three / six] months before the claim. Nothing in this Agreement limits liability that cannot be limited by law, including for death or personal injury caused by negligence where that rule applies. The Coach holds professional liability insurance with [insurer name] [optional].
16. General terms. This Agreement is governed by the laws of [state, province or country]. It is the whole agreement between the parties and replaces earlier discussions. If any part is found unenforceable, the rest still applies. Changes must be agreed in writing, including by email. Both parties agree that electronic signatures are as valid as handwritten ones.

Client acknowledgements (tick each):

• [ ] I understand health coaching is not medical care, therapy or dietetic treatment.
• [ ] I have answered the intake form honestly and will report health changes.
• [ ] I will get medical clearance if any red flag in Section 3 applies to me.
• [ ] I know coaching messages are not for emergencies.
• [ ] I consent to my health information being stored as described in Section 9.

Signed: Coach: [name], [signature], [date]. Client: [name], [signature], [date].

What does each section do, and what should you watch for?

Each section protects one predictable failure point. The scope, clearance and emergency clauses protect the client's safety; the fees, scheduling and ending clauses protect your income; the data and confidentiality clauses protect trust.

For a broader clause-by-clause view that applies to every coaching niche, see the coaching contract clauses guide and the general coaching agreement template. This article stays with what is specific to health and wellness work.

What must health coaches add that other coaches can skip?

Four things: a precise scope of practice, a red-flag clearance rule, a plan for sensitive health data, and a check of local law on health titles and consumer contracts. A life coach can get away with a generic agreement; a health coach discussing food, movement and medication cannot.

A scope of practice you can actually keep

Health coaching sits next to licensed professions. Dietetics, nursing, medicine and psychotherapy are regulated, and in many US states and other countries giving individualised medical nutrition therapy without a licence is restricted. Your contract should describe coaching in terms of the client's own goals and behaviour change, which is how the National Board for Health and Wellness Coaching frames the role on its official site. If you hold a separate licence, such as registered dietitian or nurse, keep clinical services in a separate clinical agreement and system so it is clear which role you are in. The holistic health coach scope guide and health coach certification comparison explain what each credential does and does not allow.

Red flags that need clearance

Section 3 lists common red flags, but tailor it to your work. A coach running a low-carbohydrate program needs a stronger rule around diabetes medication than a sleep coach. A coach adding walking or strength targets should borrow the logic of pre-exercise screening tools such as the PAR-Q+ (published by the PAR-Q+ Collaboration), but write their own questions rather than copying that form. Put the screening questions in your intake form and the consequence ("I will pause until clearance arrives") in the contract. The health coaching intake form template and the health history form template give you matching questions.

Sensitive health data

Health details are sensitive under most privacy laws. In the US, HIPAA applies to covered entities such as health plans and providers who bill insurance electronically, and their business associates; the US Department of Health and Human Services explains who counts on its covered entities page. Most self-employed health coaches who are paid directly by clients are not covered entities, but if you work under contract with a clinic or insurer, you may be a business associate and need a business associate agreement and a HIPAA-compliant system. In the EU and UK, the GDPR treats health data as a special category that needs a specific legal basis, often explicit consent. Section 9 covers both, but the safest habit is simple: collect only what you need to coach, and keep lab results and diagnoses out of your coaching tools. Coachful is not HIPAA-certified and does not sign BAAs, so clinical records belong in a clinical system. If insurance billing is part of your plan, read whether a health coach can bill insurance before you choose software.

Local law on titles, consumer rights and e-signatures

Check three things where you and your clients live. First, whether titles such as "nutritionist" or "dietitian" are protected. Second, whether consumer law gives online buyers a cooling-off period or automatic-renewal rules your refund and cancellation sections must respect. Third, that e-signatures are valid for this kind of contract; in the US the ESIGN Act generally gives them legal effect, and in the EU the eIDAS regulation does the same. When rules vary, check with an attorney or accountant where you practise.

What does a filled-in health coaching agreement look like?

Here is the template completed for a fictional coach and client. Names, prices and dates are examples, not a recommended rate. Only the sections that change meaningfully are shown.

Example only. Health Coaching Agreement made on 3 November 2026 between Priya Lane Wellness LLC, Denver, Colorado ("Coach"), and Morgan Ellis ("Client").

1. Term. Coaching begins on 10 November 2026 and runs for 12 weeks, ending on 2 February 2027.

2. Scope. Coach's training: NBHWC board certification, 2024. The Coach is not acting as a dietitian or medical provider and does not change medication.

3. Clearance. Morgan takes metformin for prediabetes, so Morgan will share written clearance from their primary care doctor before the program's week-three change to meal timing. Coaching on sleep and walking may begin before then.

4. Services. "Steady Energy 12" includes six 45-minute video sessions every other week, daily habit tracking for a 20-minute walk and a fixed bedtime, morning and evening check-ins in the client app, and written messages answered within one business day, Monday to Friday, 9:00 to 17:00 Mountain Time.

6. Fees. Example fee: $1,200, paid in three monthly instalments of $400 on 10 November, 10 December and 10 January, through Stripe. Full refund less $150 per session held if Morgan cancels within 14 days of signing; non-refundable after that.

7. Scheduling. 24 hours' notice to reschedule. One illness exception per program. All sessions must be used by 2 March 2027.

9. Data. Intake answers, check-ins, habits and notes are stored in Priya's coaching platform. Morgan will not upload lab reports; Priya will ask Morgan to discuss A1C results with their doctor.

11. Products. The Coach does not sell or earn commission on any products.

16. Governing law. Colorado, USA.

Notice what the example does: the clearance rule names the specific change that needs a doctor's sign-off, so coaching can start on safe habits while Morgan waits for the appointment. That is more useful to a real client than a blanket "see your doctor before starting".

How should you send, sign and store a health coach contract?

Send it where the client already is and store it where you will look later. For most solo health coaches, that means one platform that sends the agreement with e-signature before the first session and files it on the client record; a PDF in email works but scatters records across inboxes and folders.

Prices for other tools are as listed on their pricing pages in October 2026.

The main trade-off is not the signature itself. It is whether the signed agreement, the intake answers and the payment schedule end up in one record or three. When a client asks in week seven what the refund terms were, you want the answer one click from their check-ins, not in an email thread from two months ago.

How do you run this contract in Coachful, step by step?

In Coachful the contract is one step in a client journey: intake questions on booking, agreement signed before the first call, then check-ins, habits, program lessons and invoices, all on one client record. Here is how each step looks, from your side and the client's.

Step 1: Add your agreement

Open the Agreements area and add your health coaching agreement. Paste the template above and fill in your brackets. If you already have signed paper copies from past clients, the Agreements tab also takes a signed PDF so older agreements sit on the right record. The coaching contracts page summarises what this part of the product covers.

Step 2: Put screening questions on the booking page

Add intake questions to your discovery or first-session booking type, so screening happens before the call. Ask the red-flag questions from Section 3 there, plus goals and current routines. Answers are saved on the client record and visible before you meet.

The Intakes page shows upcoming and converted intake calls, so you can see which prospects are about to become clients.

Step 3: Send the agreement before the first call

When the client buys or books, send the agreement for e-signature before the first session. The signed copy is stored on the client record. Booking pages handle availability rules, buffers, minimum notice and time-zone detection, and reminders go out by email, with SMS 24 hours before and WhatsApp one hour before once messaging is enabled. This short walkthrough shows the client journey from first booking onwards:

Step 4: What the client sees

The client opens your branded space inside the Coachful app. They see their next session, any required pre-session items, and tabs for Programs, Sessions, Progress and Documents. The app carries your branding inside the Coachful app rather than shipping under your own App Store account.

Step 5: Match check-ins and habits to Section 4

Whatever Section 4 promises, set it up. Morning and evening check-ins, weekly goals, daily tasks and habits with streaks are built into programs. If your contract promises "daily habit tracking for a 20-minute walk", create that habit so the client meets it on day one.

Health coaches who also set movement or nutrition targets can add the Fitness & Nutrition pack, which covers nutrition targets up to calories and macros, meal plans, recipes, private progress photos and measurements, and weekly check-ins. There is no Garmin, Fitbit, Whoop or Oura sync, so clients log what they do. Keep anything clinical, such as lab results, out of it, in line with Section 9.

Step 6: Match payments to Section 6

Set up the program as an offer with one-time payment, payment plan or subscription through your own Stripe Connect or Razorpay account. Coachful charges a 0% platform fee; only Stripe or Razorpay processing applies. An invoice is created per transaction, and you can add manual invoices. Refunds are issued from the same place, which helps you follow the refund terms you wrote. PayPal is not supported.

Step 7: Keep the record together

Each client record holds goals, check-ins, habits, notes, intake answers, tags, payments, sessions and the signed agreement, with a status of thriving, active, quiet or at risk. Michelle, the built-in AI assistant, can brief you before a session from that live data. If a client later asks for their data under Section 9, you can export it as a ZIP that includes roster, notes, check-ins, goals, habits, sessions and form responses.

Why Coachful stands out

Why Coachful stands out: a free white-glove service. From Create, choose "We'll build it for you" and describe what you need: for example, an intake form with your red-flag questions, a 12-week program with habits and check-ins, and a booking funnel. You can attach up to 8 reference links and up to 10 files, such as your current contract, logo and brand guide. The Coachful team builds it inside your own account, usually within about 24 hours. Nothing gets invented: no fake credentials, testimonials or prices; gaps are left for you to fill. One recent build was for a menopause and midlife health coach starting from nothing, who got a five-page site in sage and cream with every button leading to a free 20-minute consultation. Read more about the free white-glove service.

What Coachful does not do matters for health coaches: it is not HIPAA-certified, it is not for clinical record-keeping or insurance billing, it has no PayPal and no permanent free plan, and Apple Health sync is not publicly available. If those limits are fine for a coaching practice, see how it fits on the health coaches page (current plans: Lite: $29/month for up to 5 clients; Solo: $49/month for up to 20 clients; Pro: $99/month with unlimited clients; Studio: $199/month with unlimited clients).

What mistakes do health coaches make with contracts?

The most common mistake is a contract that promises a scope the coach does not keep. The rest are mostly about leaving gaps: no clearance rule, no session expiry, no data plan.

• Copying a life coach agreement. It has no clearance rule, no emergency clause and no health data section, which are the clauses health clients need most.
• Saying "not medical advice" and then giving it. Adjusting a client's supplements, reading their lab results or writing a meal plan for a diagnosed condition can step outside coaching scope, whatever the contract says.
• A clearance rule you never enforce. If the intake shows a red flag and you start anyway, the clause shows you knew the rule and broke it.
• Claiming HIPAA compliance. Do not write "HIPAA-compliant" unless you, your role and every tool you use actually meet it. Describe what you do instead.
• No expiry on prepaid sessions. Without one, a 12-week program can turn into an open-ended obligation.
• Promising results in sales copy. "Reverse your prediabetes in 90 days" on a sales page contradicts Section 13 and can be a regulatory problem on its own.
• Signing after the first session. Send the agreement before the first call, while the client is deciding, not after you have already coached them.
• Storing contracts in five places. Inbox, desktop, Drive and a notes app make it hard to answer a simple refund question.
• Using one emergency number for everyone. If you coach internationally, list the right number for each client or tell them to use their local one.

If you are building the rest of your practice at the same time, the guide on how to start a health coaching business covers offers, pricing and setup, and how to get clients as a health coach covers the next step.

Is this template legal or medical advice?

No. This template is general information to help you draft your own agreement. It is not legal, medical or financial advice, and it does not create a lawyer-client relationship.

Laws on contracts, consumer rights, health titles and privacy vary by state and country. Have a local lawyer review your final agreement before you use it, especially if you coach clients in other countries, sell subscriptions, or work with a clinic or employer. Ask a clinician you trust to review your red-flag list if you coach clients with chronic conditions, and check with an accountant on sales tax or VAT for coaching services where you sell. You can also generate a first draft with the contract generator and bring it to that review.

Frequently asked questions

Do health coaches need a contract?

Yes, in practice. A written agreement sets your scope of practice, the clearance rule, payment and cancellation terms, and how you handle health data. Without one, those rules live only in conversations that are easy to remember differently later.

What is the difference between a health coaching agreement and a waiver?

The agreement covers the whole relationship: services, fees, scope, data and ending. A waiver or release focuses on assumption of risk, usually for physical activity. Many health coaches fold the key risk language into the agreement and add a separate waiver only for in-person exercise or events.

Can I use this template if I am also a registered dietitian or nurse?

Use it only for your coaching services. Licensed clinical services come with their own rules on records, privacy and scope, so keep them under a separate clinical agreement and system to make clear which role you are in at any time.

Is an electronic signature valid for a coaching contract?

In most places, yes. The US ESIGN Act and the EU eIDAS regulation generally give electronic signatures legal effect for ordinary contracts. Keep a record of who signed and when, and check local rules if you work somewhere with specific requirements.

Does a health coach need to be HIPAA compliant?

Most self-employed coaches paid directly by clients are not HIPAA covered entities, according to how HHS defines them. If you work for or under contract with a health plan or a provider that bills insurance, you may be a business associate, which brings HIPAA duties. Check your situation with a lawyer, and do not claim compliance you do not have.

Should medical clearance be required for every client?

Not necessarily. Many coaches require it only when intake answers show a red flag, or before specific changes such as new exercise or major diet changes. A blanket rule is simpler but can delay clients who have no risk factors.

What refund policy works for a health coaching program?

Common choices are a short cooling-off window with a refund less sessions held, or no refunds once coaching starts. Whatever you choose, check local consumer law first, because some places give online buyers rights you cannot contract out of.

How long should I keep signed agreements and client records?

Pick a period, write it in Section 9 and follow it. Many coaches keep records for several years after coaching ends for tax and dispute reasons; ask an accountant or attorney what your local rules require.

Can Coachful send and store this contract?

Yes. Coaching agreements with e-signature are sent before the first call and stored on the client record, alongside intake answers, check-ins, habits, notes and invoices. This is included in your Coachful membership. Coachful is not HIPAA-certified, so keep clinical records in a clinical system.

What is Coachful's free white-glove build?

It is a free service on every plan where the Coachful team builds things inside your account from your brief, usually within about 24 hours. For a health coach that could be your agreement, intake form, a program with habits and check-ins, or a website. It does not include recording videos, logo design, ad management or ongoing marketing.