Your phone lights up on the bedside table. It’s 2:14 AM on a Wednesday. It’s a text from a coaching client who is having a “minor crisis” and needs your input urgently.
You wanted to be the approachable, deeply connected coach. You wanted your business to be built on mutual respect and “good vibes.” But instead of feeling fulfilled, you’re exhausted, resentful, and dangerously close to burnout.
If this sounds familiar, you are not alone. In the coaching industry, the desire to help often overrides the necessity of setting boundaries. But here is the hard truth: relying on trust and good vibes is not a sustainable business model. To truly protect your energy, your revenue, and your client relationships, you need a robust coaching agreement.
Let’s explore why a solid coaching contract is the ultimate act of self-care for your business and how it can cure the dreaded “2 AM text” problem.
The Myth of the “Good Vibe” Business Model
In the early days of starting a coaching business, it’s tempting to seal the deal with a friendly handshake (or a casual DM) and a Stripe payment link. You assume that because your client likes you, and you like them, everything will run smoothly.
But “trust” leaves too much room for interpretation. When expectations aren’t written down, clients will naturally push boundaries, not because they are malicious, but because they simply don’t know where the boundaries are. Relying solely on goodwill inevitably leads to scope creep, where you find yourself doing more work, giving more access, and spending more time than you are actually being paid for.
A comprehensive coaching agreement in Australia isn’t about being corporate or cold; it’s about creating a safe, professional container for your coaching relationship to thrive.
Curing the “2 AM Text” Problem
As a coach, your energy is your most valuable asset. When a client expects 24/7 access to you via text, WhatsApp, or Instagram DMs, that energy depletes rapidly.
A well-drafted contract manages communication expectations from day one. It allows you to legally and clearly define:
- Approved Communication Channels: (e.g., “All support between sessions must take place via email or Voxer, not personal text.”)
- Office Hours: (e.g., “I respond to messages between 9 AM and 5 PM, Monday to Thursday.”)
- Response Times: (e.g., “Please allow 24 to 48 business hours for a reply.”)
When these rules are in your contract, you never have to feel guilty about ignoring a midnight message. You’ve already set the standard, and your client has already agreed to it.
Defining the “Session”: Stopping Scope Creep in its Tracks
What exactly constitutes a coaching programme? Is it a weekly 60-minute Zoom call? Does it include document reviews? What about “quick questions” on the weekend?
Scope creep is the silent killer of small business profitability. It happens when a client asks for “just one little favour,” and before you realise it, you’re providing an extra five hours of unpaid consulting each month.
Your coaching contract acts as a fence against scope creep. It specifically outlines the deliverables of your service. If a client wants you to review their entire website copy or jump on an emergency two-hour call, you can confidently refer back to the agreement. You can kindly reply: “I’d love to help you with that! As it falls outside the scope of our current agreement, here is the link to book an additional intensive session.”
Boundaries don’t ruin client relationships; resentment does.
Handling the Dreaded Refund Request
Even the best coaches occasionally encounter a client who wants to pull out of a programme early or demands their money back. If you are operating on “good vibes” alone, this situation can quickly spiral into a stressful, emotional dispute.
Under Australian Consumer Law, you cannot simply slap a “No Refunds Under Any Circumstances” policy on your website and call it a day. However, a properly drafted contract can protect you from change-of-mind refund demands.
A strong coaching agreement dictates:
- What happens if a client terminates the programme early.
- Your policies on payment plans and late fees.
- The difference between a major failure of service (which requires a remedy under law) and a client simply not putting in the work.
- Rescheduling protocols (e.g., “Sessions cancelled with less than 24 hours’ notice will be forfeited”).
When the rules for refunds and cancellations are clearly stated and signed off on, it removes the emotion from the conversation. You don’t have to defend yourself; you just have to gently enforce the policy.
Get Legally Empowered Today
At Law X Design, we know that traditional legal services don’t always align with the daily demands of running an online business. That’s why we provide fixed-price legal services and practical, business-first templates designed specifically for Australian entrepreneurs.
You don’t need to spend thousands of dollars to get protected. You just need clear, commercial advice and solid legal foundations.
Are you ready to stop the 2 AM texts, halt scope creep, and run your coaching business with absolute confidence? Visit our Template Shop to browse our easy-to-use legal templates, including our Website T&Cs, Online Coaching and Independent Contractor Agreements, or Book Your Free Consultation to see how our fixed-fee legal services can support your growing business.
