The Legal Essentials for Coaches: Protecting Yourself and Your Business

You’ve decided to take the bold step of becoming a professional coach: guiding others to their highest potential, helping them break barriers, and transforming lives.

But as exhilarating as this path is, it comes with its own set of challenges, including the legal intricacies that protect you and your business. Think of these legal essentials as the foundation you need to stand tall and unwavering.

Let's get into it.

Client Contracts

Imagine this: you’re fully immersed in helping a client reach their goals. Everything is going smoothly until misunderstandings crop up about the scope of your services or payment terms. Three sessions in, your client still hasn’t paid their initial invoice. They’re showing up for their sessions, but ignoring your emails about your outstanding invoice.

What should you do? This is where having a solid client contract steps in, acting as your safety net.

Here’s a free coaching contract sample by signwell: CLICK HERE!

Here are a few things to keep in mind when putting together your coaching contract or agreement:

1. Scope of services:

   Clearly define what you will and won't do. As a coach, sometimes you will be tempted to navigate onto areas you’re not an expert on during sessions. Make sure that your clients are clear of what you will deliver and make sure you do not promise something you won’t deliver.
   

2. Payment terms:

   Specify the fees, payment schedule, and methods. Our founder, Murielle Marie, started out as a coach 10 years ago and has asked for upfront payment for her coaching services from her clients since then. It has allowed her never to have to chase a client for unpaid services, which freed up time for her to focus on other things. 
   

3. Cancellation policy:

   Lay out the terms for cancellations and refunds. Will you accept cancellation once you start working with someone? What will you do if someone doesn’t show up for a session? Is the session void or are you flexible and willing to reschedule?

4. Confidentiality clause:

   Ensure that both parties agree to keep shared information private. It’s also always a good idea to ask clients if they are open to you sharing with your peers in peer reviews about your work with them and if you can mention them (anonymously) in another copy.

5. Dispute resolution:

   Outline how to handle any disagreements that arise. Make sure to be specific about what courts will handle disputes (this can change things considerably) and if you are open to arbitration. 

Liability Waivers

Have you ever worried about getting sued for issues beyond your control? Liability waivers can provide peace of mind by outlining the risks involved in coaching and limiting your liability should something go wrong.

1. Acknowledgment of risks:

   Make sure clients understand and accept the risks involved. Also, be clear about what you are and are not as a coach. You are not a therapist, a health professional, or a financial professional… so you cannot offer the advice and support those individuals can offer, nor should you be kept accountable for issues related to those topics.
   

2. Release of liability:

   Protect yourself from claims arising from the coaching relationship. Be clear about what you're liable for and what you are not responsible for. As coaches for instance, we never promise results, not because we doubt our work but because we cannot control how our clients show up. They are the ones who have to do the work, so they should eventually be held accountable for the results they achieve.

3. Client’s responsibility:

   Highlight that clients are responsible for their own decisions and actions. Empower yourself by making clients aware of their responsibilities, thus creating a balanced coaching relationship.
   

Here’s a coaching client agreement form template by Jotform: CLICK HERE!

Client Onboarding

Crafting an unforgettable client onboarding experience is your chance to make an unforgettable first impression. It’s more than just a formality; it’s an opportunity to inspire confidence and build a strong foundation for your coaching relationship. Imagine welcoming your client with a well-thought-out process that guides them smoothly from uncertainty to clarity. 

Here are a list of steps to help you create a smooth onboarding process for your clients:

1. Welcome package:

   Include a personalized welcome letter, your contact information, and an overview of what clients can expect. You can make it even more memorable by adding a little gift or a book to the package. Nothing makes people happier than a useful and inspiring surprise!

2. Initial consultation:

   Use this time to understand their goals, challenges, and aspirations more deeply. Dive into their stories, listen with empathy, and ask insightful questions. This session is your chance to build a strong connection and show that you are genuinely invested in their personal growth and success.

3. Client intake form:

   Gather essential information that will help tailor your coaching to their specific needs. Ask about their current situation, past experiences, and what they hope to achieve. This detailed insight allows you to customize your coaching approach, making each session more impactful and relevant.

4. Set clear expectations

   Go over your contract, payment terms, and cancellation policy to eliminate any misunderstandings. Clarity here fosters trust and sets the foundation for a professional and respectful relationship. Discussing these details upfront ensures everyone is on the same page and prevents future conflicts.

5. Provide resources:

   Share any relevant articles, books, or tools that might be useful as they embark on their coaching journey. Empower your clients with resources that inspire and motivate them. Whether it’s a thought-provoking article, a powerful book, or practical tools, these resources reinforce your support and commitment to their success.

Intellectual Property

Your unique methods, materials, and content are valuable and deserve protection. Intellectual property laws exist to shield your creative works from unauthorized use and theft, because your IP is worth money. 

1. Copywrite your work:

   Register your written content, courses, and materials. To copyright your work as a coach, ensure your content is original and then register it for additional legal protection. Visit the U.S. Copyright Office website, fill out the registration form, pay the fee, and submit your work. Always include a copyright notice on your materials, such as "© 2024 [Your Name]. All rights reserved." This marks your work as protected and helps deter unauthorized use. Use contracts like NDAs when sharing your work to further safeguard your intellectual property.

2. Trademark your brand:

   Protect your business name, logo, and slogans. While you are doing that, it’s already wise to add the mark ™ to specific quotes, titles, slogans you use. Although not official, this will help in case of litigation to prove your trademark was already in use before a certain date.

3. Non-disclosure agreements (NDAs):

   Use NDAs when sharing sensitive information with clients or collaborators. NDAs are valuable, especially in the business and start-up world, but be aware that they are not the be-all and end-all that will protect you from someone stealing your idea. Luckily, having a good idea is only 5% of the work, the other 95% is execution, and not many people are able to do that well.

   By safeguarding your intellectual property, you ensure that your hard work remains yours - a testament to your creativity and dedication.

Conclusion

Legal essentials might feel overwhelming, but they are the pillars that support your coaching business. Get them right from the start, and you will have a strong foundation to build on. They empower you to operate with confidence, knowing that you are protected. Remember, you’re not merely signing documents; you’re fortifying the path to your dreams.

We hope these tips will help you to lay a strong foundation for your coaching business. Don’t forget to join us at Nuumani.com! Our platform provides a space for coaches to connect, collaborate, and share valuable resources. Plus get connected with potential clients seeking transformation! Our ever-growing community is open to all coaches, united in our mission to empower individuals and make a positive impact. Happy coaching!