Business Forms & Legal Documents for UK Coaches

Comprehensive collection of professional business forms, contracts, and legal documents specifically designed for UK coaching practices, ensuring compliance with UK law and professional standards.

📄 Essential Coaching Contracts

1. Professional Coaching Agreement (UK Standard)

Purpose: Establish clear terms of engagement between coach and client.

Key Contract Sections:

1. Parties to the Agreement

This Agreement is entered into on [DATE] between:

Coach: [Name], trading as [Business Name]
Registered Address: [Address]
Company Number: [If applicable]

Client: [Name]
Address: [Address]

2. Services Provided

The Coach agrees to provide professional coaching services including:
- One-to-one coaching sessions
- Duration: [60/90 minutes] per session
- Frequency: [Weekly/Fortnightly/Monthly]
- Format: [In-person/Online/Hybrid]
- Location: [Address/Platform]

3. Fees and Payment Terms

Session Rate: £[Amount] per session (plus VAT where applicable)
Package Rate: £[Amount] for [Number] sessions
Payment Terms: 
- Payment due within 7 days of invoice
- Late payment interest: 8% above Bank of England base rate
- Accepted methods: Bank transfer/Card/PayPal
VAT Registration Number: [If applicable]

4. Cancellation Policy

- 24 hours notice required for cancellation/rescheduling
- Less than 24 hours notice: Full session fee charged
- No-show: Full session fee charged
- Coach cancellation: Session rescheduled at client convenience
- Force majeure provisions included

5. Confidentiality Clause

The Coach agrees to maintain strict confidentiality except:
- Where required by law
- Where there is risk of harm to self or others
- Where explicitly agreed in writing
- For professional supervision (anonymised)

6. Limitations and Disclaimers

- Coaching is not therapy, counselling, or medical treatment
- Results cannot be guaranteed
- Client responsible for their own decisions and actions
- Coach maintains professional indemnity insurance

7. Data Protection (UK GDPR)

Personal data will be processed in accordance with:
- UK General Data Protection Regulation
- Data Protection Act 2018
- Full privacy policy available at: [Website/Document]

8. Termination Clause

Either party may terminate with 14 days written notice
Immediate termination permitted for:
- Breach of contract
- Professional misconduct
- Non-payment of fees

9. Governing Law

This Agreement is governed by the laws of England and Wales
Disputes subject to exclusive jurisdiction of English courts

---

2. Corporate Coaching Agreement (Three-Way)

For coaching sponsored by employers:

Additional Parties:

Organisation: [Company Name]
Companies House Number: [Number]
VAT Number: [Number]
Authorised Representative: [Name, Title]
HR Contact: [Name, Email, Phone]

Key Modifications:

Confidentiality Boundaries

• What remains confidential to coachee
• What can be shared with organisation
• Progress reporting requirements
• Success metrics and evaluation

Invoice and Payment

• Invoice to organisation
• Purchase order requirements
• Payment terms (typically 30 days)
• Expenses policy

Intellectual Property

• Materials developed during coaching
• Organisational vs. personal insights
• Use of company information

---

3. Group Coaching Agreement

For multiple participants:

Special Provisions:

Group Dynamics

• Mutual confidentiality requirements
• Respectful communication guidelines
• Attendance expectations
• Group size limitations

Individual vs. Group Content

• What's shared in group
• Individual check-ins available
• Private coaching add-ons
• Group materials access

---

💼 Business Setup Forms

1. Sole Trader Registration Checklist

HMRC Registration Requirements:

• [ ] Register for Self Assessment within 3 months
• [ ] Unique Taxpayer Reference (UTR) obtained
• [ ] National Insurance contributions understood
• [ ] VAT registration (if turnover exceeds £90,000)
• [ ] Business bank account opened
• [ ] Accounting system established
• [ ] Insurance policies in place

Documentation Needed:

• National Insurance number
• Proof of identity
• Business start date
• Business address
• Estimated annual income
• Business description

---

2. Limited Company Setup Forms

Companies House Requirements:

• [ ] Choose company name (check availability)
• [ ] Registered office address
• [ ] Directors and shareholders details
• [ ] SIC code selection (coaching: 85600)
• [ ] Articles of Association
• [ ] Memorandum of Association
• [ ] Statement of Capital
• [ ] PSC (People with Significant Control) register

Post-Incorporation:

• [ ] Corporation Tax registration
• [ ] VAT registration (if applicable)
• [ ] PAYE setup (if employing)
• [ ] Workplace pension (if applicable)
• [ ] Business bank account
• [ ] Accounting software setup

---

3. Partnership Agreement Template

For coaching partnerships:

PARTNERSHIP AGREEMENT

Date: _______________

Partners:
1. Name: _____________ Share: ____%
2. Name: _____________ Share: ____%

Business Details:
Partnership Name: ___________________
Business Address: ___________________
Start Date: ________________________

Capital Contributions:
Partner 1: £________
Partner 2: £________

Profit/Loss Sharing:
According to partnership shares above

Decision Making:
- Unanimous required for: [List]
- Majority sufficient for: [List]

Dissolution Terms:
- Notice period: 3 months
- Buy-out provisions included
- Client allocation method defined

---

📊 Financial Forms & Templates

1. Professional Invoice Template

[YOUR LOGO/HEADER]

INVOICE

Invoice Number: INV-2024-001
Date: [Date]
Due Date: [Date + 7/14/30 days]

From:
[Your Name/Business]
[Address]
[Email]
[Phone]
VAT Number: [If applicable]

To:
[Client Name]
[Client Address]
[Client Email]

Services Provided:

Description                     Quantity    Rate      Amount
---------------------------------------------------------------
Coaching Session - [Date]          1       £150.00    £150.00
Coaching Session - [Date]          1       £150.00    £150.00
Email Support - [Month]            1        £50.00     £50.00

                                    Subtotal:  £350.00
                                    VAT (20%):  £70.00
                                    TOTAL DUE: £420.00

Payment Terms: Due within 7 days
Payment Methods: 
- Bank Transfer: Sort Code: XX-XX-XX, Account: XXXXXXXX
- PayPal: [email]

Thank you for your business!

---

2. Expense Claim Form

BUSINESS EXPENSE CLAIM

Period: From _______ To _______

Employee/Contractor: _______________

Date    Description    Category    Amount    Receipt?
------------------------------------------------------
[Date]  [Item]        [Travel]    £XX.XX    [Y/N]
[Date]  [Item]        [Training]  £XX.XX    [Y/N]
[Date]  [Item]        [Marketing] £XX.XX    [Y/N]

                      Total Claim: £______

Approved by: __________ Date: _______

Mileage Claims:
Date    From    To    Miles    Rate    Amount
-----------------------------------------------
[Date]  [A]     [B]   [XX]     45p     £XX.XX

---

3. Payment Receipt Template

PAYMENT RECEIPT

Receipt Number: REC-2024-001
Date: [Date]

Received From: [Client Name]
Amount: £[Amount]
Payment Method: [Bank Transfer/Card/Cash/Cheque]
For: Coaching Services - [Description]

Remaining Balance: £[Amount] / PAID IN FULL

Received by: [Your Name]
[Your Business Name]

---

📋 Client Management Forms

1. Client Onboarding Checklist

New Client Setup:

• [ ] Chemistry session completed
• [ ] Coaching agreement signed
• [ ] GDPR consent obtained
• [ ] Invoice sent
• [ ] Payment received/arranged
• [ ] Welcome pack sent
• [ ] First session scheduled
• [ ] Session link/location confirmed
• [ ] Pre-coaching questionnaire sent
• [ ] Resources folder shared
• [ ] Communication preferences noted
• [ ] Emergency contact obtained

---

2. Session Record Card

CLIENT SESSION RECORD

Client Name: _________________
Session Date: ________________
Session Number: ____ of ____
Duration: ______ minutes
Format: [In-person/Online]

Session Focus:
_____________________________

Key Topics Discussed:
1. __________________________
2. __________________________
3. __________________________

Actions Agreed:
- [ ] _______________________
- [ ] _______________________
- [ ] _______________________

Next Session:
Date: _______________________
Focus: ______________________

Coach Notes (Confidential):
_____________________________
_____________________________

Follow-up Required:
- [ ] Email resources
- [ ] Check in mid-week
- [ ] Review homework

---

3. Client Progress Report

For corporate sponsors or periodic reviews:

COACHING PROGRESS REPORT

Client: ______________________
Report Period: _______________
Sessions Completed: ____ of ____

Original Objectives:
1. __________________________
2. __________________________
3. __________________________

Progress Assessment:
Objective 1: [0-25-50-75-100%]
Objective 2: [0-25-50-75-100%]
Objective 3: [0-25-50-75-100%]

Key Achievements:
• ___________________________
• ___________________________
• ___________________________

Challenges Encountered:
• ___________________________
• ___________________________

Recommended Next Steps:
• ___________________________
• ___________________________

Report Prepared by: __________
Date: _______________________

---

🔒 Data Protection Forms

1. GDPR Privacy Notice Template

PRIVACY NOTICE FOR COACHING CLIENTS

Last Updated: [Date]

Data Controller: [Your Name/Business]
Contact: [Email]
ICO Registration: [Number if applicable]

What Information We Collect:
• Name and contact details
• Session notes and recordings
• Progress assessments
• Payment information
• Emergency contact details

Legal Basis for Processing:
• Contract performance
• Legitimate interests
• Explicit consent (sensitive data)

How We Use Your Information:
• Provide coaching services
• Schedule appointments
• Process payments
• Maintain session records
• Professional supervision (anonymised)

Data Retention:
• Active clients: Duration of engagement
• Inactive clients: 7 years (insurance requirements)
• Financial records: 6 years (HMRC requirements)

Your Rights:
• Access your data
• Correct inaccuracies
• Request deletion
• Data portability
• Object to processing
• Lodge complaint with ICO

Security Measures:
• Encrypted digital storage
• Locked physical filing
• Password protected devices
• Secure communication channels
• Limited access controls

Third Party Sharing:
• Not shared except legal requirements
• Professional supervisor (anonymised)
• With explicit written consent only

Contact: [Email] for any queries
ICO: www.ico.org.uk for complaints

---

2. Data Subject Access Request Form

DATA SUBJECT ACCESS REQUEST

Request Date: ________________
Requester Name: ______________
Relationship to Data: [Self/Authorised Representative]

Information Requested:
- [ ] All personal data held
- [ ] Specific data: ___________
- [ ] Processing purposes
- [ ] Recipients of data
- [ ] Retention periods
- [ ] Source of data

Format Preference:
- [ ] Electronic (encrypted)
- [ ] Hard copy (registered post)

Identity Verification:
- [ ] Passport/Driving licence copy
- [ ] Proof of address
- [ ] Authority (if representative)

Response Due: Within 30 days
Extension Possible: Complex requests
Fee: No fee unless excessive/repeated

---

💷 VAT & Tax Forms

1. VAT Registration Checklist

When to Register:

• Turnover exceeds £90,000 in 12 months
• Expected to exceed threshold in 30 days
• Voluntary registration benefits

Registration Requirements:

• [ ] Government Gateway account
• [ ] Business bank details
• [ ] Turnover figures
• [ ] Business activity description
• [ ] Effective date selection
• [ ] VAT scheme choice (standard/flat rate)

Flat Rate Scheme (Coaching):

• Limited cost business: 16.5%
• Other coaching services: 12%
• Simplified accounting
• Cannot reclaim VAT on purchases

---

2. Self Assessment Checklist

Records to Maintain:

Income:

• [ ] All coaching income
• [ ] Workshop/training fees
• [ ] Product sales
• [ ] Affiliate commissions
• [ ] Other business income

Expenses:

• [ ] Professional insurance
• [ ] Professional memberships
• [ ] Training and CPD
• [ ] Marketing costs
• [ ] Travel expenses
• [ ] Home office costs
• [ ] Technology/software
• [ ] Professional supervision
• [ ] Accounting fees
• [ ] Banking charges

Key Dates:

• Register by: 5 October
• File return by: 31 January (online)
• Pay tax by: 31 January
• Payment on account: 31 July

---

📑 Policy Documents

1. Cancellation Policy Template

CANCELLATION & RESCHEDULING POLICY

Notice Required: 24 hours minimum

Cancellation:
• 24+ hours notice: No charge, session rescheduled
• Less than 24 hours: Full session fee charged
• No-show: Full session fee charged
• Emergencies: Considered case-by-case

Rescheduling:
• 24+ hours notice: Unlimited rescheduling
• Less than 24 hours: One courtesy reschedule
• Pattern of rescheduling: Discussion required

Coach Cancellation:
• Maximum effort to give notice
• Priority rescheduling offered
• No charge to client
• Compensation for late cancellation

Package Sessions:
• Must be used within agreed timeframe
• Extensions considered case-by-case
• No refunds for unused sessions

---

2. Complaints Procedure

COMPLAINTS HANDLING PROCEDURE

We aim to resolve any concerns quickly and fairly.

Step 1: Informal Discussion
• Raise concern directly with coach
• Most issues resolved at this stage
• Response within 48 hours

Step 2: Formal Complaint
• Submit in writing via email
• Include specific concerns and desired outcome
• Acknowledgement within 48 hours
• Full response within 14 days

Step 3: Professional Body
• If unresolved, contact:
  - ICF UK (if ICF member)
  - EMCC UK (if EMCC member)
  - AC (if AC member)

Step 4: Legal Remedies
• Small claims court
• Alternative dispute resolution
• Legal advice recommended

Records:
• All complaints logged
• Outcomes documented
• Learnings implemented

---

3. Safeguarding Policy

SAFEGUARDING POLICY

Commitment:
We are committed to safeguarding all clients, particularly vulnerable adults.

Principles:
• Everyone has right to protection
• Welfare is paramount
• Confidentiality balanced with safety

Procedures:
• Risk assessments conducted
• Boundaries maintained
• Concerns reported appropriately
• Records kept securely

Reporting Concerns:
• Immediate danger: Call 999
• Adult safeguarding: Local authority
• Professional advice: Supervision
• Documentation: Contemporaneous notes

Training:
• Safeguarding training completed
• Regular updates undertaken
• Supervision discusses safeguarding

---

📝 Marketing & Sales Forms

1. Discovery Call Script/Form

DISCOVERY CALL TEMPLATE

Duration: 30 minutes
Purpose: Mutual fit assessment

Introduction (2 mins):
• Thank for interest
• Outline call structure
• Confirm time available

Their Situation (10 mins):
• What brings you to coaching?
• What's your current situation?
• What would you like to change?
• What's important about that?

Their Goals (5 mins):
• What does success look like?
• By when would you like this?
• What's at stake?
• What have you tried?

About Coaching (5 mins):
• Explain coaching approach
• Outline typical process
• Share success stories
• Address concerns

Next Steps (5 mins):
• Package options
• Investment levels
• Decision timeframe
• Chemistry session booking

Follow-up (3 mins):
• Send proposal
• Book chemistry session
• Answer final questions

---

2. Testimonial Request Template

Subject: Quick Favour - Your Feedback

Hi [Name],

I hope you're well and still enjoying the progress from our coaching work together.

I'm updating my website and would love to include a testimonial from you, if you're comfortable sharing your experience.

Some questions to consider:
• What specific challenge did coaching help with?
• What results or changes have you noticed?
• What was most valuable about our work together?
• Would you recommend me to others? Why?

A few sentences would be perfect. Also, please let me know:
• Can I use your full name?
• Can I mention your role/company?
• Would you prefer to remain anonymous?

No pressure at all - only if you're happy to.

Many thanks,
[Your name]

P.S. Happy to reciprocate with a LinkedIn recommendation!

---

📂 Administrative Forms

1. Coaching Log Book

ANNUAL COACHING LOG

Year: _______

Month: _______

Date | Client | Type | Duration | Fee | Paid | Notes
-------|---------|------|----------|-----|------|-------
       |         |      |          |     |      |
       |         |      |          |     |      |

Monthly Summary:
Sessions Delivered: _____
Hours Coached: _____
Income Generated: £_____
Outstanding Payments: £_____

CPD This Month:
• ________________________
• ________________________

Supervision Sessions:
• Date: _____ Topics: ______

---

2. Client Database Template

Field	Example
Client ID	CL001
Full Name	Jane Smith
Email	jane@email.com
Phone	07XXX XXXXXX
Start Date	01/01/2024
Package	6 sessions
Rate	£150/session
Sessions Used	3 of 6
Next Session	15/02/2024
Payment Status	Paid
Notes	Prefers morning sessions
Goals	Career transition
Emergency Contact	John Smith - 07XXX XXXXXX

---

⚖️ Legal Compliance Checklist

Essential Legal Requirements:

Insurance:

• [ ] Professional indemnity (£1m minimum)
• [ ] Public liability (£1m minimum)
• [ ] Cyber liability
• [ ] Business contents

Registrations:

• [ ] ICO (if processing data)
• [ ] HMRC (self-assessment/corporation tax)
• [ ] Companies House (if limited)
• [ ] VAT (if applicable)
• [ ] Professional body membership

Policies Required:

• [ ] Privacy policy
• [ ] Terms and conditions
• [ ] Complaints procedure
• [ ] Safeguarding policy
• [ ] Equality and diversity

Records to Keep:

• [ ] Client agreements
• [ ] Session records (7 years)
• [ ] Financial records (6 years)
• [ ] Insurance documents
• [ ] CPD certificates
• [ ] Supervision notes

---

💡 Best Practices for Forms

DO:

• Review and update annually
• Get legal advice when needed
• Keep multiple backups
• Use secure storage
• Version control documents
• Test forms before using
• Maintain consistency

DON'T:

• Use generic templates without customising
• Ignore legal requirements
• Share client information
• Forget GDPR compliance
• Skip insurance requirements
• Avoid written agreements
• Neglect record keeping

---

📚 Resources & Support

Professional Bodies:

• ICF UK: www.coachfederation.org.uk
• EMCC UK: www.emccuk.org
• AC: www.associationforcoaching.com
• CIPD: www.cipd.co.uk

Legal Support:

• FSB: Federation of Small Business (legal helpline)
• Law Society: Find a solicitor service
• Citizens Advice: Free business advice
• ACAS: Employment law guidance

Business Support:

• HMRC: Tax and VAT guidance
• Companies House: Company registration
• ICO: Data protection registration
• British Chambers of Commerce: Local business support

Insurance Providers:

• Hiscox: Professional indemnity specialists
• Simply Business: Comparison service
• Towergate: Coaching insurance specialists
• Professional associations: Often offer member rates

---

Remember: These templates are starting points. Always customise for your specific practice and seek professional legal advice when needed, especially for complex situations or higher-value contracts.