HIT Virtual Assistants
Templates for Coaches
Thank you for requesting our Templates for Coaches! In our years of
work with coaches, there are certain forms that are used over and over.
We often have clients ask us for templates so we have put them all
together in this package. Please note you should customize these for your
business and any legal forms should be reviewed by a legal professional.
HIT Virtual Assistants has worked with entrepreneurs for more than six
years. We provide administrative and internet marketing services to our
clients so they can focus on their talents and bring their brilliance to the
world. If you would like to know more about our services, please visit
our website at www.hitvirtual.com or contact us today.
Virtually Yours,
Karen Repoli
[email protected]
www.hitvirtual.com
Phone: 609-474-4882
Fax:888-412-9036
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HIT Virtual Assistants
Templates for Coaches
Contents
Coaching Agreement ...................................................................................................................... 3
Monthly Review Form .................................................................................................................... 6
Business Goals Worksheet .............................................................................................................. 9
Coaching Success Guidelines ....................................................................................................... 11
Welcome Letter ............................................................................................................................. 13
Client Call Notes ........................................................................................................................... 15
Intake Form ................................................................................................................................... 17
Ongoing Pre Call Form ................................................................................................................. 20
Client Invoice Sample ................................................................................................................... 22
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HIT Virtual Assistants
Templates for Coaches
Coaching Agreement
This is the contract that is drawn up between you, the coach and your client. A client needs to
sign to verify agreement with what you agree to provide to them according to your service as
well as what they agree to do as a client. Also, the basic payment for services information is also
included. The client keeps a copy of the form for their files and mails a signed copy back to you.
The elements of a complete Coaching Agreement will include but are not limited to:

Your pledge as a coach

Payment agreement (including cancellation policy details)

Schedule of sessions/Missed appointment policy

How coaching sessions will be conducted

Termination policy

Confidentiality agreement
Sample Coaching Agreement
The form can be changed as needed to suit your unique needs.
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HIT Virtual Assistants
Templates for Coaches
Your Company Address
Website Address
*Client Coaching Agreement*
Client Name __________________________
This coaching agreement is entered into between ________ [YOUR COMPANY NAME] ______ and the above
named client. It will begin on ___________________ and will continue on a monthly basis for _________ months
or until such time as the client terminates my services. A reminder email will be sent 48 hours before any scheduled
session. The next month’s session will be scheduled during the current coaching session.
Fees
The fee for the coaching sessions will be charged on a monthly basis in advance of that month’s session in the
amount of $_________ on a recurring billing cycle. The fee is payable through PayPal via the company website at
websiteURL/payments.
Cancellation Policy: Clients maintain the right to cancel payment at any time in advance of the billing date for
the next month’s session. Cancellation must be done in writing (either by posted letter to the company address or by
email to the following website address: [email protected]) and the letter or email must be received before the
new billing cycle or you will be charged for that month’s coaching session.
If you need to cancel an appointment, please notify our office at least 24 hours in advance of the appointment date to
reschedule that month’s session.
Services
The client will be provided with monthly business coaching services via telephone unless otherwise specified by the
coach. I will call you at the agreed upon time to begin the call. If you do not answer, you are allowed one call back
five minutes after the scheduled time or the appointment will be canceled.
The purpose of the business coaching sessions is to provide the client with information based on their defined goals
and the years of experience of the coach in various areas of the business arena. This service includes but is not
limited to: brainstorming techniques, identifying action plans, follow-up procedures to maintain client motivation,
educating the client as well as asking and answering questions.
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HIT Virtual Assistants
Templates for Coaches
Termination
Termination of this agreement may occur at the discretion of the coach when an impasse is reached with the client.
As long as the client adheres to the Coaching Success Guidelines and the coach adheres to professional practices and
standards, the relationship will continue. The goal is to better your business so all efforts will be made towards that
end.
Examples of terminable offenses:

Lack of payment

Lack of adherence to Coaching Success Guidelines

Indifference on the part of the client to prescribed session action items
Confidentiality
Anything that is said or revealed in the sessions between coach and client is privileged information and will not be
disclosed to any outside party. The exception is if the information revealed includes disclosure of illegal, unethical
or criminal activities.
The methods employed by ________ [YOUR COMPANY NAME] __ do not guarantee results. They are guidelines
that the client must follow through on in order to see any type of change. The client agrees, therefore, to hold the
coach free of any liability and responsibility for adverse reactions as a result of advice given in the coaching
sessions.
By signing below, you signify that you agree with the information laid out in this document
in full.
______________________
Client
______________________
Business Coach
______________
Date
______________
Date
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HIT Virtual Assistants
Templates for Coaches
Monthly Review Form
Clients can use this form to review their month at a glance. The information can be filled out at
the end of each month and emailed to you, the coach, for your evaluation at the next month’s
coaching session.
It is important for clients to be held accountable for taking the steps to achieve their own
business goals. Getting them to evaluate themselves can lead to their admitting that they have
areas that need improving. Then, you can step in and help them to find solutions.
Monthly Review Form sample
This form needs only a few standard questions for the client to answer and a lot of space for
them to do so.
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HIT Virtual Assistants
Templates for Coaches
Your Company Name
Your Company Address
Monthly Review Form
Client Name _________________________________
1. What goals have I achieved this month? ________________________________________________________________________
________________________________________________________________________
________________________________________________________________________
2. What goals are still unmet at the end of this month?
________________________________________________________________________
________________________________________________________________________
________________________________________________________________________
3. What goal will I tackle next month?
________________________________________________________________________
________________________________________________________________________
________________________________________________________________________
Coaching Evaluation
4. What is working in the coaching sessions?
________________________________________________________________________
________________________________________________________________________
________________________________________________________________________
5. What is not working in the coaching sessions?
________________________________________________________________________
________________________________________________________________________
________________________________________________________________________
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HIT Virtual Assistants
Templates for Coaches
6. What would make the sessions better?
________________________________________________________________________
________________________________________________________________________
________________________________________________________________________
EMAIL FORM TO COACH BEFORE NEXT MONTHLY SESSION
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HIT Virtual Assistants
Templates for Coaches
Business Goals Worksheet
What does your client hope to accomplish with their business? This worksheet offers an
accountability tool for you and your client. Before the first session, have the client list the goals
that they have for their business enterprise.
Through your input they can turn each goal into a set of Action Items that can be used to
complete the goal. Advise them to fill out the form in pencil as it may undergo a lot of changes
by the time your coaching sessions are completed.
The client should make a copy after they have listed their goals and send one back to you for
your review prior to the first session.
Here is a sample worksheet for you to look at as an example of what your actual form may look
like.
Business Goals Worksheet sample

The form can be as long or as short as you like depending on the number of sessions you
will potentially complete with the client.

The notes section is for the client to write their thoughts on the process after each goal is
completed.
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HIT Virtual Assistants
Templates for Coaches
COMPANY NAME
Business Goals Worksheet
Client Name _____________________________
Session
Number
Desired Goal
Action
Steps
Due Date
Actual
Completion
Date
Notes
Guidelines:

Fill out the Desired Goal column before your first session. One goal per line please.

The Notes column is for your thoughts upon completion of your action steps for that goal.

Return a copy to me listing your goals before the first coaching session.
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HIT Virtual Assistants
Templates for Coaches
Coaching Success Guidelines
This document entails the guidelines governing your sessions. You can share information about
your coaching process, your philosophy, what you expect from the client and what the client can
expect from you.
Coaching Success Guidelines sample
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HIT Virtual Assistants
Templates for Coaches
Your Company Name
Date
Coaching Success Guidelines
Client Name __________________________
The Coaching Process
Business coaching can help you to meet the goals that you have for your business when you take the time to develop
a solid relationship with the coaching professional. It is the coach’s objective to motivate you and hold you
accountable for achieving your goals. From an outside standpoint, a business coach may be able to see areas of
concern that you are not able to discern. In that sense, the process raises your awareness of a different way to handle
your business entity.
My Coaching Philosophy
Explain your individual philosophy here.
What is Expected of the Client
The client is expected to attend each session on time and ready to work. They may need to be open to changes in
their goals as the coaching process evolves. Coaches are not judgmental but impartial. To that end, coaches will ask
the tough questions and expect the tough answers in order for growth to take place both personally and
professionally, but only as it pertains to the business. However, clients do maintain the right to decide what topics to
cover and to terminate a subject if they don’t want to discuss it further.
What is Expected of the Coach
The coach is expected to listen to the client and their desires and work within that guideline as much as possible.
Guidelines will be set down for each session ahead of time so that the client is aware of what behavior will and
won’t be tolerated. The goal of each coaching session is to work through setbacks the client may have, clarify goals
through exercises and find ways to move forward on goals with the client, i.e. creating action items. The client is
expected to hold themselves accountable for what they do and don’t do to make these sessions productive.
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HIT Virtual Assistants
Templates for Coaches
Welcome Letter
(For delivery by postal mail or email)
A welcome letter is designed to introduce your client to your business coaching sessions. Once a
client has signed on to work with you through your website, this letter can be sent to them as the
cover for your Welcome Package.
A Welcome Package may include but is not limited to:
 Welcome letter – Acknowledges your new client, lists what is included along with the
letter, any follow-up instructions and a reminder about the date of your first session.
 Business goals worksheet – To be completed and returned before the first coaching
session. This is where your clients can list their goals for their business. It can help you
to prepare for first client coaching session.
 Payment arrangement form – This form details the payment arrangement that the client
entered into when they signed up for sessions on your coaching website. It needs to
include date of recurring payment, payment amount, what service is being rendered and
payment type options.
 Client receipt copy – This simply states that their payment for their first month of
coaching was received. They can file it for their records.
 (2) Copies of the Coaching Agreement – It is important for them to read it carefully and
sign one copy to be returned to you. If coaching is done over the telephone or through
another medium like Skype, clients may sign and fax a signed agreement or scan and
send it to you as a PDF file.
 Copy of your Coaching Success Guidelines – This is your code of conduct for business
coaching sessions. You may also include a copy of any guidelines that you observe as a
member of a professional business coaching association.
Sample Welcome Letter
All of your client correspondence needs to be official and professional. Create a company
letterhead template that you can use for all letters. Here is an example:
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HIT Virtual Assistants
Templates for Coaches
Company Address
Date
Client Name
Client Address
Dear Client,
Welcome to [INSERT COMPANY NAME HERE]. I am pleased to and excited to see that you have
decided to take advantage of my services. Enclosed you will find the Welcome Package that was
mentioned when you signed up on our site. It includes:
 This Welcome letter
 A Business Goals worksheet – Complete the Goals column before our first session. Mail a copy to
me along with your Coaching Agreement.
 Your Payment Arrangement Form
 Receipt for first month of coaching
 (2) Copies of your Coaching Agreement – Please sign both. Keep one for your records and return
the other to me before our first session.
 A copy of my Coaching Success Guidelines
Please fill out the Business Goals worksheet before our first session so we can get started
promptly.
If you have any questions in advance of the first session, do not hesitate to call or email me. I
look forward to meeting with you on [INSERT DATE/TIME OF FIRST SESSION].
Your Signature
Your Name (printed)
Company Name
Website address
Your Telephone Number
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HIT Virtual Assistants
Templates for Coaches
Client Call Notes
This form can be utilized to jot down notes from client coaching sessions. It can later be used as
reference when setting action steps for a client’s business goals and also when filling out your
monthly review form for each client.
Below you will find a general form that can be used for this purpose.
Sample Call Notes form
Since this form is for interoffice use only, it does not have to be on official letterhead unless you
want to maintain uniformity across the board for your paperwork.
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HIT Virtual Assistants
Templates for Coaches
Client Name ________________________
Session
Number
Date
Previous Session Highlights
Notes
For Interoffice Use Only
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HIT Virtual Assistants
Templates for Coaches
Intake Form
This form will provide you with all the relevant information to get a rudimentary picture of your
client before the first meeting. Once the client has agreed and signed the Coaching Agreement,
you can email them this form to be filled out and returned before the first session.
Sample Client Intake Form
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HIT Virtual Assistants
Templates for Coaches
Your Company Name
Client Intake Form
Client Information
Title _____
First Name ____________________ Last Name __________________
Nickname (if applicable) ________________
Address _______________________________________________________________
Contact Details
Home Phone _______________________
Work Phone ________________________
Cell Number _______________________
Fax (if applicable) ____________________
Email(s) ________________________________________________________________
How may I contact you?
Phone
Cell
Email
Employment Information
Occupation ___________________________________________________________
Employer _____________________________________________________________
Personal Information
Birth date _____________
Marital Status ___________ No. of Children ________
Spouse’s Name ___________________
Spouse’s Birth date ______________
Important Dates in your Life _______________________________________________
_______________________________________________________________________
Names and Ages of Children _______________________________________________
_______________________________________________________________________
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HIT Virtual Assistants
Templates for Coaches
Expectations
What do you expect to get out of these coaching sessions?
________________________________________________________________________
_________________________________________________________________________
_________________________________________________________________________
Tell me something about yourself that you think I should know to coach you better?
________________________________________________________________________
________________________________________________________________________
________________________________________________________________________
________________________________________________________________________
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HIT Virtual Assistants
Templates for Coaches
Ongoing Pre Call Form
This is another tool that can be used by the client to evaluate themselves before each coaching
session. It can be used to get them in the right frame of mind for the coaching call. The same
questions can be answered each and every time they are getting ready to meet with you so they
just have to save this form when you send it to them by email and reprint a new one each month.
This form also gives the client ideas about what they want to talk about on the next session call.
You may have a few questions from your client notes of the previous session but it is important
they the client be allowed to speak first and direct the subject matter of the call as much as
possible. When they are ready to approach a topic, then they may also be ready to accept
accountability.
So, your Ongoing Pre Call form will consist of a list of questions to be answered by the client no
more than 24 hours before a session.
Ongoing Pre Call Form sample
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HIT Virtual Assistants
Templates for Coaches
Your Company Name
Ongoing Pre Call Form
(Print a new form to be completed before each coaching call)
Client Name ________________________________________
Date ______________
1. What have I accomplished since the last coaching session?
2. What have I learned about myself since the last coaching call?
3. Is there any good news I would like to share with my business coach on this next
call?
4. What challenges did I experience since our last coaching call?
5. What business opportunities have come my way since the last call?
6. Have I been able to achieve balance in my life since the last call?
7. What do I want to accomplish by the end of this next coaching session?
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HIT Virtual Assistants
Templates for Coaches
Client Invoice Sample
An invoice will detail the type of service that your client is paying you to provide. Depending on
how you are set up to accept payments, this should be spelled out on the invoice. If you are
working through an online shopping cart, it would probably be easier for you to set up recurring
payments. The client may cancel at any time (using an approved method stated in your Client
Agreement) and you can stop the payments. Once payment has been received, an invoice can be
mailed by post or sent electronically to their email address.
An invoice needs to include the following information:

Detail of the payment schedule

The service being rendered and the base fee

Total monies collected

Any other relevant information including forms of payment you will accept for
coaching sessions – This depends on how your system is set up. Also include
information about cancellation policies as a reminder.
As always official correspondence should be presented on company letterhead. Use of an invoice
template will save time with recurring payments.
Client Invoice Sample
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HIT Virtual Assistants
Templates for Coaches
INVOICE
Company Address
Date
Client Name
Client Address
Coaching Payment/Schedule:
In accordance with your sign-up date, payment for coaching sessions is due on the [INSERT
DATE] of each month for that month’s session.
Business Coaching Services - $450 per month
Month #1
TOTAL
$450.00
$450.00

Payment is accepted through PayPal via our site at website URL/payments

You may cancel at any time in advance of your next session in accordance with our
cancellation policy. The policy is detailed in your Coaching Agreement.
If you have any questions about this invoice, please contact me by telephone or email.
Phone: Your Phone Number
Your Company Name
Email: Website address
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