Refund & Reschedule Policy Template for Coaching Sessions
Coaching is an unregulated industry, which means your contract is your only protection. Without a clear Refund Policy, payment processors (Stripe/PayPal) will almost always side with the client in a dispute.
TL;DR
- No Refunds on Time: Once a session happens, the time is gone. No refunds.
- Package Refunds: Define if unused sessions are refundable (usually pro-rated at full price).
- Disputes: explicitly state "Satisfaction is not guaranteed" (you guarantee service, not life outcomes).
3 Policy Variants
1. The "Strict / No Refunds" Policy (Digital Products/Courses)
All Sales Are Final Due to the digital nature of our resources and the time-intensive nature of coaching, all sales are final. No refunds will be issued for sessions or packages once purchased, regardless of whether they are utilized.
Use this if you sell low-ticket items or very high-demand slots.
2. The "Fair / Pro-Rated" Policy (Standard for Packages)
Refund Policy for Packages We understand that needs change. If you purchase a package and wish to terminate early:
- You will be refunded for any unused sessions.
- Used sessions will be recalculated at the full "Single Session" rate (not the discounted package rate), and deducted from the refund amount.
- A 10% administrative fee will be deducted to cover credit card processing costs.
Example: Client buys 10 pack for $800 ($80/session). Normal rate is $100. They use 5 sessions. Refund = $800 - (5 * $100) - $80 (admin) = $220. (Not $400).
3. The "Satisfaction Guarantee" (High Risk, High Conversion)
Love It or Leave It If you are not completely satisfied after our first session, let me know within 24 hours and I will issue a full refund, no questions asked. Subsequent sessions are non-refundable.
Common Disputes & Wording Prevention
"I didn't get results"
Clients sometimes confuse coaching with "done-for-you" services. Clause: "Client acknowledges that coaching results depend on the Client's effort and implementation. Coach guarantees to provide the service/hours, but makes no guarantees regarding specific financial, health, or life outcomes."
"I forgot to cancel"
Clause: "Sessions cancelled with less than 24 hours' notice are forfeited and count as a used session."
Where to Put This?
- Checkout Page: "I agree to the Terms & Refund Policy" checkbox.
- Contract: DocuSign/HelloSign agreement before starting.
- Website Footer: A permanent link.
FAQ
Can I say "No Refunds" on PayPal? You can say it, but PayPal favors buyers. To win a dispute, you must prove:
- The service was delivered (Zoom logs).
- The client agreed to the "No Refund" policy (Checkbox timestamp).
Professional Contracts Don't operate on a handshake. secure your income with clear policies.
