Session Templates & Structures 📝
Ready-to-use templates and structures for effective coaching sessions and client communications.
Structured approaches to coaching sessions help ensure consistency, thoroughness, and professional standards while allowing flexibility for your unique coaching style. These templates provide frameworks that you can adapt to your coaching philosophy and client needs.
🎯 Template Categories Overview
Our templates are organized into seven essential categories:
- 🚀 Initial Coaching Sessions - First meetings and relationship establishment
- 🔄 Ongoing Session Templates - Regular coaching conversation structures
- 📊 Specialized Session Types - Goal-setting, problem-solving, and progress reviews
- 📧 Communication Templates - Client emails and follow-up messages
- 📋 Assessment & Intake Templates - Forms and evaluation structures
- 📅 Administrative Templates - Contracts, scheduling, and business processes
- 🔚 Closure & Transition Templates - Ending sessions and program completion
🚀 Initial Coaching Sessions
1. Discovery Session Template (60-90 minutes)
Purpose: Build rapport, understand client needs, explain coaching process, and determine fit.
Pre-Session Preparation (5 minutes)
- Review client intake form and any pre-session materials
- Set up comfortable, distraction-free environment
- Prepare coaching agreement and relevant documents
- Clear your mind and set intention for the session
Opening & Rapport Building (10-15 minutes)
"Welcome! I'm excited to meet with you today. Before we dive in,
I'd love to know - how are you feeling about this conversation?
What's on your mind as we start?"
Key Elements:
□ Personal check-in and mood assessment
□ Address any nervousness or concerns
□ Explain session structure and timeline
□ Confirm confidentiality and create safetyIntake & Background Exploration (20-25 minutes)
Exploration Questions:
• "Tell me about what brought you to coaching at this point in your life."
• "What's working well in your life right now?"
• "What areas would you like to see change or improvement?"
• "What have you tried before to address these challenges?"
• "When you imagine your life 6 months from now, what do you hope is different?"
Areas to Explore:
□ Current life situation and satisfaction levels
□ Professional background and career trajectory
□ Relationship dynamics and support systems
□ Health and wellness practices
□ Personal growth and development history
□ Previous coaching, therapy, or counseling experienceCoaching Process Explanation (10-15 minutes)
Topics to Cover:
□ What coaching is and isn't (vs. therapy, consulting, mentoring)
□ Your coaching philosophy and approach
□ Typical session structure and frequency
□ Client responsibilities and expectations
□ Coach responsibilities and boundaries
□ Confidentiality policies and exceptions
□ Payment terms and scheduling policiesGoal Exploration & Prioritization (15-20 minutes)
Initial Goal Discovery:
• "If we could accomplish 3 things together over the next 6 months,
what would have the biggest positive impact on your life?"
• "What would success look like for you in our coaching relationship?"
• "Which of these areas feels most urgent or important to start with?"
Goal Prioritization Exercise:
□ List 5-7 potential coaching goals
□ Rate importance (1-10) and urgency (1-10)
□ Identify interdependencies between goals
□ Select 1-2 primary focus areas to beginNext Steps & Agreement (10-15 minutes)
Session Closing:
□ Summarize key insights and priority areas
□ Explain coaching agreement terms
□ Schedule next session and establish frequency
□ Assign any pre-work or assessments
□ Exchange contact information and communication preferences
□ Address remaining questions or concerns
Client Homework:
• Complete Values Assessment (if not done)
• Reflect on session insights in journal
• Identify one small action to take before next session2. Goal-Setting Intensive Session (90 minutes)
Purpose: Establish clear, compelling goals and initial action plans for coaching engagement.
Session Structure:
Check-In & Reflection (10 minutes)
Opening Questions:
• "How have you been since our last session?"
• "What insights or thoughts have come up for you?"
• "What are you most excited to work on today?"Vision Exploration (20 minutes)
Future Self Visualization:
"I want you to imagine it's exactly one year from today. You're living
the life you most want to be living. Walk me through a typical day..."
Guided Questions:
• "What time do you wake up and how do you feel?"
• "What does your work/career look like?"
• "How are your relationships?"
• "What are you most proud of accomplishing?"
• "What's different about how you feel about yourself?"SMART-ER Goal Development (30 minutes)
For Each Priority Goal Area:
Specific: "What exactly do you want to achieve?"
Measurable: "How will you know you've accomplished this?"
Achievable: "What makes this goal realistic for you?"
Relevant: "Why is this important to you right now?"
Time-bound: "When do you want to accomplish this?"
Exciting: "On a scale of 1-10, how excited are you about this goal?"
Reviewed: "How often will we check progress on this?"
Goal Documentation Template:
Goal: ________________________________
Why this matters: ____________________
Success metrics: ____________________
Target date: ________________________
Potential obstacles: _________________
Support needed: _____________________
First step: _________________________Action Planning (20 minutes)
90-Day Sprint Planning:
□ Break each goal into 90-day milestones
□ Identify weekly action steps
□ Anticipate obstacles and create contingency plans
□ Establish accountability measures
□ Schedule check-in pointsCommitment & Next Steps (10 minutes)
Session Closing:
□ Client reads goals aloud to solidify commitment
□ Schedule next session for progress check
□ Identify support person to share goals with
□ Determine between-session communication plan🔄 Ongoing Session Templates
3. Standard 60-Minute Coaching Session
The most common coaching session structure for regular ongoing sessions.
Session Flow:
Opening Check-In (5-8 minutes)
Standard Opening Questions:
• "How are you today?"
• "What's been going on since we last spoke?"
• "What would make this session valuable for you?"
• "Is there anything urgent we need to address first?"
Energy Assessment:
• "On a scale of 1-10, what's your energy level?"
• "What do you need to be fully present for our session?"Progress Review (8-12 minutes)
Accountability Check:
• "Let's review what you committed to doing since our last session."
• "What did you accomplish?"
• "What didn't get done and what got in the way?"
• "What did you learn about yourself in the process?"
Celebration and Learning:
□ Acknowledge all progress, even small steps
□ Identify lessons learned from challenges
□ Notice patterns and growth areas
□ Adjust strategies based on what worked/didn't workSession Focus - GROW Model (35-40 minutes)
Goal (5-8 minutes)
• "What do you want to focus on today?"
• "What outcome would make this session worthwhile?"
• "How does this connect to your larger goals?"Reality (10-12 minutes)
• "What's the current situation with this?"
• "What have you tried so far?"
• "What's working? What isn't?"
• "Who else is involved?"
• "What obstacles are you facing?"Options (12-15 minutes)
• "What options do you see?"
• "What else could you try?"
• "If you had unlimited resources, what would you do?"
• "What would you advise a friend in this situation?"
• "What haven't we considered yet?"Will/Way Forward (8-10 minutes)
• "What will you do?"
• "When will you do it?"
• "What might get in the way and how will you handle that?"
• "Who can support you?"
• "How will you track progress?"Session Closing (5-7 minutes)
Wrap-Up Process:
□ Summarize key insights and decisions
□ Confirm action commitments
□ Schedule next session
□ Ask for feedback on session quality
□ End with encouragement and affirmation
Closing Questions:
• "What are your biggest takeaways from today?"
• "What are you most excited about?"
• "How are you feeling about your next steps?"4. Quick Check-In Session (30 minutes)
For maintenance sessions, specific issue resolution, or between longer sessions.
Condensed Structure:
Rapid Check-In (3-5 minutes)
• "How are you and what's most important today?"
• "Quick update on your main goal - how's it going?"
• "What do you want to accomplish in our time together?"Focused Problem-Solving (20-22 minutes)
Concentrated GROW:
• Goal: "What specific outcome do you want from this situation?"
• Reality: "What's happening now?" (3-4 key facts)
• Options: "What are your top 3 options?"
• Will: "Which will you choose and what's your first step?"Commitment & Follow-Up (3-5 minutes)
• Confirm next action step
• Identify any support needed
• Schedule follow-up if necessary
• Quick energy/confidence check📊 Specialized Session Types
5. Challenge/Problem-Solving Session
For addressing specific obstacles, conflicts, or complex decisions.
Solution-Focused Structure (60 minutes):
Problem Definition (10-12 minutes)
Understanding the Challenge:
• "Describe the situation as objectively as possible."
• "What makes this particularly challenging for you?"
• "How is this affecting other areas of your life?"
• "What would need to change for this to no longer be a problem?"
Scaling the Problem:
• "On a scale of 1-10, where 10 is 'completely overwhelming'
and 1 is 'no problem at all,' where is this challenge today?"Exception Exploration (12-15 minutes)
Finding What Works:
• "Tell me about a time when this problem was less severe or not present."
• "What was different during that time?"
• "What were you doing differently?"
• "Who was involved and how?"
• "How did you make that happen?"
Resources and Strengths:
• "What strengths have helped you handle difficult situations before?"
• "Who in your support network could help with this?"
• "What resources do you have access to?"Solution Generation (20-25 minutes)
Creative Problem-Solving:
• "If you woke up tomorrow and this problem was completely solved,
what would be different?"
• "What's the smallest step that would move you toward solution?"
• "What would someone you admire do in this situation?"
• "What haven't you tried yet that might work?"
Option Evaluation:
□ Generate 5-7 potential solutions
□ Evaluate feasibility and likely effectiveness
□ Consider resource requirements
□ Assess alignment with values and goals
□ Choose 1-2 to implementAction Planning & Implementation (8-10 minutes)
Solution Implementation:
• "Which solution will you try first?"
• "What exactly will you do and when?"
• "How will you know if it's working?"
• "What support do you need?"
• "What will you do if this doesn't work as planned?"6. Progress Review Session
Monthly or quarterly comprehensive review of coaching progress and goal adjustment.
Comprehensive Review Structure (75-90 minutes):
Life Satisfaction Assessment (15 minutes)
Current State Review:
□ Complete Wheel of Life assessment
□ Compare to baseline from program start
□ Identify areas of greatest improvement
□ Note areas still needing attention
□ Celebrate progress and growthGoal Achievement Analysis (20-25 minutes)
For Each Major Goal:
□ Progress percentage (0-100%)
□ Key accomplishments and milestones
□ Obstacles encountered and how overcome
□ Skills developed in the process
□ Insights gained about yourself
□ Adjustments made along the way
Reflection Questions:
• "What are you most proud of accomplishing?"
• "What surprised you about your progress?"
• "What patterns do you notice in how you approach goals?"Learning and Growth Documentation (15-20 minutes)
Personal Development Review:
• "How have you grown as a person during this time?"
• "What new capabilities have you developed?"
• "How have your relationships changed?"
• "What beliefs about yourself have shifted?"
• "What are you now confident about that you weren't before?"Goal Adjustment and Future Planning (20-25 minutes)
Strategic Planning:
□ Assess current goals for continued relevance
□ Modify goals based on learning and changing priorities
□ Identify new goals that have emerged
□ Set next quarter/semester objectives
□ Plan skill development prioritiesCoaching Relationship Review (5-10 minutes)
Process Feedback:
• "What's been most valuable about our coaching sessions?"
• "What would you like more of in our work together?"
• "What's been less helpful or could be improved?"
• "How would you like to adjust our approach going forward?"📧 Communication Templates
7. Email Templates for Client Communication
Session Confirmation Email
Subject: Coaching Session Confirmation - [Date/Time]
Hi [Client Name],
I'm looking forward to our coaching session on [Day], [Date] at [Time] [Time Zone].
Session Details:
• Date & Time: [Full details]
• Duration: [Length]
• Format: [In-person/Video call]
• Connection Info: [Zoom link or address]
To prepare for our session:
• Review your action items from our last meeting
• Consider what you'd like to focus on today
• Prepare any questions or challenges you'd like to discuss
If you need to reschedule, please let me know at least 24 hours in advance.
Looking forward to our conversation!
Best regards,
[Your name]
[Contact information]Session Follow-Up Email
Subject: Session Summary & Next Steps - [Date]
Hi [Client Name],
Thank you for a great coaching session today! Here's a summary of our conversation and your next steps:
KEY INSIGHTS FROM TODAY:
• [Key insight 1]
• [Key insight 2]
• [Key insight 3]
YOUR ACTION COMMITMENTS:
□ [Action item 1] - by [date]
□ [Action item 2] - by [date]
□ [Action item 3] - by [date]
RESOURCES MENTIONED:
• [Resource 1]: [Link or description]
• [Resource 2]: [Link or description]
NEXT SESSION:
• Date: [Date and time]
• Focus: [Planned topic or goal]
Remember: Progress, not perfection! Take one step at a time.
Feel free to reach out if questions come up before our next session.
You've got this!
[Your name]Check-In Email (Between Sessions)
Subject: Quick Check-In - How's it going?
Hi [Client Name],
Just wanted to check in and see how things are going with [specific goal or action].
Quick questions:
• How are you feeling about your progress?
• What's been working well?
• What challenges have come up?
• Is there anything you need support with before our next session?
No need for a long response - just wanted you to know I'm thinking about your success!
Our next session is [date/time]. Looking forward to hearing how things are going.
Keep up the great work!
[Your name]Accountability Partner Introduction
Subject: Accountability Partnership - Next Steps
Hi [Client Name],
As we discussed, accountability can be a powerful tool for achieving your goals. Here's how to set up an effective accountability partnership:
CHOOSING YOUR ACCOUNTABILITY PARTNER:
• Someone who will be honest and supportive
• Someone who understands your goals
• Someone who's reliable and committed
• Could be a friend, colleague, family member, or fellow coaching client
ACCOUNTABILITY STRUCTURE:
• Weekly 15-20 minute check-ins
• Share specific commitments and deadlines
• Ask "What did you commit to and what did you accomplish?"
• Celebrate wins and problem-solve obstacles together
CONVERSATION GUIDE:
□ "What were your commitments from last week?"
□ "What did you accomplish?"
□ "What got in the way of things you didn't complete?"
□ "What are you committing to for next week?"
□ "How can I best support you?"
Let me know who you choose and how it goes!
[Your name]📋 Assessment & Intake Templates
8. Comprehensive Client Intake Form
Personal Information Section
BASIC INFORMATION:
Name: ________________________________
Preferred Name: _______________________
Email: _______________________________
Phone: _______________________________
Best times to reach you: ______________
Preferred communication method: ________
Time zone: ___________________________
EMERGENCY CONTACT:
Name: ________________________________
Relationship: _________________________
Phone: _______________________________Background & Context Section
CURRENT LIFE SITUATION:
1. Briefly describe your current life situation (work, relationships, living situation):
________________________________________________
2. What's working well in your life right now?
________________________________________________
3. What areas of your life feel challenging or stuck?
________________________________________________
4. Rate your overall life satisfaction (1-10): ____
What would make it higher? ___________________
PROFESSIONAL BACKGROUND:
Current role/career: __________________________
Years in current position: ___________________
Career satisfaction (1-10): ___________________
Professional goals: ____________________________
PERSONAL RELATIONSHIPS:
Relationship status: ____________________________
Family situation: ______________________________
Social support satisfaction (1-10): ______________Coaching History & Expectations
PREVIOUS EXPERIENCE:
1. Have you worked with a coach before? □ Yes □ No
If yes, what was helpful? What wasn't?
________________________________________________
2. Have you been in therapy or counseling? □ Yes □ No
If yes, when and for what purpose?
________________________________________________
3. What personal development work have you done?
________________________________________________
COACHING GOALS & EXPECTATIONS:
1. What brought you to coaching at this time?
________________________________________________
2. What do you hope to accomplish through coaching?
________________________________________________
3. What would success look like for you?
________________________________________________
4. What are your biggest concerns or hesitations about coaching?
________________________________________________
5. How do you prefer to receive feedback?
________________________________________________Logistics & Preferences
SCHEDULING:
Preferred session frequency: □ Weekly □ Bi-weekly □ Monthly
Preferred session length: □ 45 min □ 60 min □ 90 min
Best days of week: ____________________________
Best times: _________________________________
Time zone: _________________________________
COMMUNICATION PREFERENCES:
Between-session contact: □ Email □ Text □ Phone □ None
Emergency contact preferences: ________________
LEARNING STYLE:
□ Visual (prefer written materials, charts, diagrams)
□ Auditory (prefer discussion, verbal processing)
□ Kinesthetic (prefer hands-on activities, movement)
□ Reading/Writing (prefer written exercises, journaling)
TECHNOLOGY COMFORT:
Video conferencing comfort (1-10): ____________
Preferred platform: □ Zoom □ Skype □ Phone □ Other: ____9. Session Preparation Template
Client Pre-Session Worksheet
SESSION DATE: _______________
REFLECTION SINCE LAST SESSION:
1. What did you accomplish since our last session?
________________________________________________
2. What challenges did you face?
________________________________________________
3. What insights or "aha moments" have you had?
________________________________________________
4. What questions have come up for you?
________________________________________________
TODAY'S SESSION FOCUS:
1. What would make today's session valuable for you?
________________________________________________
2. What specific situation or challenge would you like to explore?
________________________________________________
3. What outcome or clarity are you hoping for?
________________________________________________
CURRENT STATE CHECK-IN:
Energy level (1-10): __________________________
Motivation level (1-10): ______________________
Stress level (1-10): ____________________________
Overall mood: ________________________________
What support do you need today? ________________📅 Administrative Templates
10. Coaching Agreement Template
Professional Coaching Agreement
COACHING AGREEMENT
Between [Coach Name] and [Client Name]
COACHING RELATIONSHIP:
This document outlines the terms of our professional coaching relationship.
Coaching is a collaborative partnership focused on helping you achieve
your personal and professional goals.
COACHING SERVICES:
□ Individual coaching sessions ([frequency] for [duration])
□ Session length: [X] minutes
□ Email support between sessions
□ Resource materials and assessments
□ Progress tracking and goal review
RESPONSIBILITIES:
Coach Responsibilities:
• Provide a safe, confidential, and supportive environment
• Listen actively and ask powerful questions
• Offer feedback, insights, and accountability
• Respect your agenda and goals
• Maintain professional boundaries and ethics
Client Responsibilities:
• Come to sessions prepared and engaged
• Be honest and open in our conversations
• Take action on commitments made
• Communicate any concerns or feedback
• Give 24-hour notice for cancellations
CONFIDENTIALITY:
All information shared in our coaching relationship is confidential,
except in cases where there is imminent danger to self or others,
or as required by law.
FEES AND PAYMENT:
Session rate: $[amount] per session
Package rate: $[amount] for [number] sessions
Payment due: [terms]
Cancellation policy: [policy details]
TERM AND TERMINATION:
This agreement is effective from [start date] to [end date].
Either party may terminate with [notice period] written notice.
By signing below, we agree to these terms:
Client Signature: _________________ Date: _______
Coach Signature: _________________ Date: _______11. Session Notes Template
Coach Session Documentation
SESSION NOTES
Client: _______________________________
Date: _________ Time: _______ Duration: _______
Session #: ____ of ____
PRE-SESSION STATUS:
Client energy/mood: ________________________
Progress on previous commitments: ____________
Any urgent issues: ___________________________
SESSION FOCUS:
Main topic/goal for today: ____________________
Client's desired outcome: ____________________
KEY DISCUSSION POINTS:
1. ________________________________________
2. ________________________________________
3. ________________________________________
INSIGHTS & BREAKTHROUGHS:
Client insights: _____________________________
Coach observations: __________________________
ACTION COMMITMENTS:
□ Client will _________________ by ________
□ Client will _________________ by ________
□ Client will _________________ by ________
FOLLOW-UP NEEDED:
□ Email summary with resources
□ Schedule next session
□ Check in via email in [timeframe]
NEXT SESSION PLAN:
Tentative focus: ____________________________
Resources to prepare: _______________________
COACH REFLECTION:
What worked well in this session? ____________
What could be improved? ____________________
Any concerns or observations? _______________🔚 Closure & Transition Templates
12. Program Completion Session
Coaching Relationship Closure (90 minutes)
Celebration & Acknowledgment (15 minutes)
Opening Celebration:
• "Let's start by celebrating everything you've accomplished!"
• Review initial goals vs. current achievements
• Acknowledge growth, insights, and breakthroughs
• Celebrate character development and new capabilitiesComprehensive Review (25 minutes)
Journey Documentation:
□ Compare initial intake to current state
□ Review major milestones and turning points
□ Identify key insights and learnings
□ Document skills and capabilities developed
□ Note relationships and life areas improved
Reflection Questions:
• "What are you most proud of from our work together?"
• "What surprised you about your own capabilities?"
• "How do you see yourself differently now?"
• "What will you never forget from this experience?"Wisdom & Learning Integration (20 minutes)
Creating Your Personal Success Manual:
□ Key insights that will guide future decisions
□ Strategies that work best for your personality
□ Warning signs to watch for in the future
□ Support systems and resources to maintain
□ Personal affirmations and confidence boosters
Future Self Visioning:
• "One year from now, how will you be applying what you've learned?"
• "What kind of person do you want to continue becoming?"Transition Planning (20 minutes)
Maintaining Momentum:
□ Accountability systems to continue
□ Ongoing learning and development plans
□ Support networks and resources
□ Regular self-assessment schedules
□ Plans for future coaching or professional development
Potential Challenge Preparation:
• "What situations might challenge your new growth?"
• "How will you handle setbacks or difficult times?"
• "Who will you turn to for support and guidance?"Relationship Closure (10 minutes)
Gratitude & Appreciation:
□ Express mutual gratitude for the journey
□ Acknowledge the courage required for growth
□ Affirm the client's continued potential
□ Discuss any future contact or follow-up
□ End with confidence and celebration💡 Template Customization Guidelines
Adapting Templates to Your Style
Personalization Strategies:
- Language: Adjust to match your natural communication style
- Timing: Modify time allocations based on your pace and client needs
- Questions: Add questions that reflect your coaching philosophy
- Structure: Reorganize elements to match your preferred flow
- Tools: Integrate with your favorite coaching tools and assessments
Client Adaptation:
- Communication Style: Adjust language for formal vs. casual clients
- Processing Speed: Allow more/less time based on client pace
- Learning Style: Emphasize visual, auditory, or kinesthetic elements
- Cultural Considerations: Respect cultural communication preferences
- Industry Context: Use relevant examples and language for their field
Quality Assurance Checklist
Before Each Session:
□ Review template and customize for specific client □ Prepare any materials or resources needed □ Check technology and environment setup □ Set personal intention and energy for session □ Review client's previous session notes and commitments
During Sessions:
□ Stay flexible with template - follow client's needs □ Track time to ensure all important elements are covered □ Take notes for follow-up and future sessions □ Notice what's working and what might need adjustment
After Sessions:
□ Complete session documentation promptly □ Send follow-up email with summary and commitments □ Update client progress tracking □ Plan customizations for next session template □ Reflect on template effectiveness and potential improvements
Continuous Improvement
Template Evolution:
- Monthly Review: Assess which templates are most/least effective
- Client Feedback: Ask clients what session structures work best for them
- Peer Learning: Share and learn template modifications with other coaches
- Training Updates: Integrate new techniques learned in continuing education
- Personal Growth: Modify templates as your coaching skills develop
Template Success Strategy
Start with Structure, Then Add Flexibility: Use these templates as training wheels while you develop your coaching confidence and skills. As you become more experienced, you'll naturally adapt and customize them to create your unique coaching style.
Effective session templates provide the structure that allows authentic coaching conversations to flourish. Use these as starting points and adapt them to create your signature coaching experience. 🌟
🔧 Explore Coaching Tools → | 🏗️ View Frameworks → | 🎓 Certification Programs →