Running a coaching business means juggling discovery calls, client sessions, marketing and administration. When your schedule is packed, creating client documents from scratch quickly becomes tedious. Templates simplify your workflow, freeing up your time so you can focus on coaching clients and growing your practice. In this guide we explore the most essential coaching templates and how they help you deliver a seamless client experience.
Why Coaching Templates Matter
Coaches wear many hats, from service provider to accountant. Administrative tasks such as onboarding, evaluations and invoicing often take more time than expected. In fact, surveys show that over 60 % of coaches spend more than ten hours per week on administrative tasks. By systemising repetitive documents, you reclaim hours each week and maintain consistent branding.
Templates also make a strong first impression. When clients receive polished, well‑structured documents, they feel reassured about your professionalism. That professionalism translates into trust, which is critical for long‑term coaching relationships.
1. Welcome and Onboarding Packet
Your client’s first experience sets the tone for your entire engagement. A welcome packet (sometimes called a welcome kit) provides a warm introduction and outlines what to expect. According to Kajabi, a comprehensive welcome packet includes:
- A personal greeting and brief introduction to you and your coaching approach.
- An overview of your program structure, including session frequency, tools used and scheduling procedures.
- Clear communication guidelines (how to contact you, response times).
- Resources such as forms, worksheets and recommended tools to prepare for sessions.
Providing this packet at the start ensures clients know exactly how to begin. It reduces uncertainty, answers common questions, and makes your process feel professional. You can customise your welcome packet for different packages or niches (e.g., executive coaching, wellness coaching) but keep the core elements consistent.
2. Services and Pricing Packet
Transparency around pricing is crucial in the coaching industry. A services and pricing packet outlines your packages, session lengths, add‑on services, payment options and cancellation policies. The packet should clearly state what is included in each package and any bonuses or resources clients receive. Including this document during a discovery call or immediately after ensures there is no confusion about expectations and avoids awkward conversations later.
This template helps you:
- Present your services professionally and consistently across platforms.
- Communicate the value of each package.
- Upsell add‑on services such as VIP days or personalised audits.
3. Coaching Assessment and Session Forms
Assessment forms collect critical information about a client’s goals, strengths and challenges. Simply.Coach highlights a coaching session plan template that helps structure each session by listing pre‑session preparation questions, goals, session notes and action items. Having this form ready means you’re prepared, and your client feels the conversation is purposeful. Key templates in this category include:
- Initial assessment questionnaire: to learn about the client’s goals, challenges and desired outcomes.
- Session plan: to guide each meeting with an agenda, progress review and new action steps.
- Goal‑setting and tracking sheets: to capture SMART goals and document progress over time.
These forms keep your coaching sessions focused and help clients see tangible progress.
4. Feedback and Evaluation Forms
Regular feedback helps you refine your coaching approach and improve client outcomes. Evaluation templates can include satisfaction surveys, performance reviews or 360‑degree assessments. Asking clients to complete an evaluation at strategic points — such as mid‑program and at the end — provides valuable insights. It also demonstrates your commitment to continuous improvement.
5. Client Completion and Exit Packets
When a coaching engagement ends, a completion packet ensures that the relationship closes on a positive note. This document may include:
- A summary of goals achieved and progress made.
- Recommendations for continued growth or further resources.
- A request for testimonials or referrals.
Providing a completion packet reinforces the value clients received and leaves them satisfied, increasing the likelihood of referrals and repeat business.
6. Administrative Templates
Finally, don’t forget the mundane yet essential administrative documents. This category includes contracts, invoices, receipts and scheduling tools. Automating these templates with digital signing and invoicing software can reduce payment processing times by over 60 % and shrink financial administration tasks by 78 %. Combining templates with tools like scheduling apps further eliminates the back‑and‑forth email routine and keeps your calendar organised.
Invoices & Payment Requests
Use a consistent invoice template that lists your business details, client information, services delivered, payment methods and due dates. Include links for online payment to reduce friction.
Contracts & Agreements
A contract template outlines the scope of work, confidentiality clauses, scheduling details and cancellation policies. Having a standard contract builds trust and protects both parties.
How to Implement These Templates
- Choose a platform: Use software like Notion, Google Docs or a project management tool where you can store your templates centrally.
- Customise branding: Add your logo, colours and fonts to ensure consistency across documents.
- Automate: Integrate your templates with scheduling and invoicing tools. For example, pairing them with calendar apps can drastically reduce the time spent organising sessions.
- Review periodically: Revisit your templates every few months to ensure they reflect your current services and pricing.
Start Streamlining Your Practice Today
Coaching templates are an investment that pays dividends. They reduce administrative workload, deliver professional client experiences and ultimately help you serve more people without burning out. For ready‑made, beautifully designed templates, explore our Coaching Templates at Templatez.co. Each template is fully editable and designed with industry best practices. Sign up today and start freeing up your time!
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