7 Best Coaching Refund Policy Examples to Protect Your Income (Samples Included)
What is a coaching refund policy — and do you really need one? Yes — without it, you’re exposed to refund demands, chargebacks, and clients pushing your boundaries.
As a lawyer for online entrepreneurs, I’ve worked with hundreds of coaches, and refund disputes are one of the most common legal headaches they face. Whether it’s clients demanding money back after sessions or trying to reschedule endlessly, not having clear rules leaves you unprotected.
In this guide, you’ll get a coaching refund policy template, including each coaching refund policy example, as included in my lawyer-drafted coaching terms and conditions template, you can use right away — plus insights into related terms like a life coach cancellation policy and online coaching terms and conditions.
By the end, you’ll know exactly how to draft a coaching refund policy that protects your income while keeping your client relationships clear and professional.
This post is all about creating the best coaching refund policy to stop refund requests from draining your income.
✅ Want this done for you? My lawyer-drafted 1-On-1 Coaching Agreement & Group Coaching Agreement already include a customizable coaching refund policy.
Best Coaching Refund Policy
Why Every Coach Needs a Limited Refund Policy or No Refund Policy for Coaching Services
A coaching refund policy isn’t just about money — it’s about boundaries and expectations. Without one, you risk clients:
Demanding refunds after they’ve already received coaching
Canceling at the last minute and expecting their payment back
Insisting on endless reschedules that eat into your calendar
Your refund policy protects your time, income, and reputation by setting the rules in advance.
📖 Your coaching terms and conditions template should allow you to:
Decide whether you allow refunds, partial refunds, or no refunds at all, and under what conditions (if any).
Set the cancellation window (e.g., 24, 48, or 72 hours before a session).
Choose whether rescheduling is allowed — and under what conditions.
🔎 Common mistakes this prevents:
Leaving refund terms vague (leads to disputes or chargebacks)
Forgetting to address no-shows (clients demand make-ups)
Skipping rescheduling limits (clients rearrange indefinitely)
✅ This clause is pre-written in the 1-On-1 Coaching Agreement & Group Coaching Agreement — just fill in your own hours, percentages, and fees.
Why Your Refund Policy Must Be in a Contract or Terms and Conditions for Coaching Services (Not Just on a Sales Page)
Many coaches don’t use a proper contract or terms and conditions for their coaching services. They just state “No refund policy for coaching services” on their sales page or invoice.
However, it’s not enough to have a coaching refund policy hidden on your website, sales page, or invoice. Those aren’t legally binding unless your client actually agrees to them.
To be enforceable, your coaching refund policy needs to be part of:
A signed contract (like your Coaching Agreement), or
Online coaching terms and conditions that the client must actively accept before purchasing.
Both count as an electronic contract, which carries the same legal weight as a handwritten signature. That way, if a client later disputes a charge or demands a refund, you can point to their signed agreement as proof.
📖 In my Coaching Agreement Template the coaching refund policy is baked in, so every client signs off on it before working with you.
🔎 Common mistakes this prevents:
Thinking your website disclaimer is enough (it usually isn’t).
Assuming invoices protect you (they don’t — invoices only confirm payment terms, not refund rules).
Having clients claim they never saw your refund policy and did not agree to it.
✅ With my 1-On-1 Coaching Agreement & Group Coaching Terms and Conditions Template, your refund policy is legally enforceable — because every client signs or accepts it before starting.
Coaching Refund Policy Template for 1-On-1 Coaching (3 Examples)
The coaching refund policy included in my 1-On-1 Coaching Terms and Conditions Template gives you three flexible options:
1. No refund policy for coaching services
If you want a strict stance, delete the optional refund language and make it clear: once a client books, they can’t get their money back.
Coaching refund policy example: “If the Client cancels or terminates this Agreement, the Client will not be refunded.”
2. Partial refunds for early cancellations
You can allow refunds only if the client cancels far enough in advance, and you decide the percentage.
Coaching refund policy sample: “If the Client cancels this Agreement 72 hours or more prior to the first session, the Client will be refunded 50% of the fee.”
3. Full refunds for timely cancellations
If you’re more flexible, you can grant 100% refunds if a client cancels within your set window (e.g., 7 days before).
🔎 Common mistakes coaches make:
Not stating the cancellation deadline (leads to endless refund requests).
Forgetting to define “prior to the first meeting” vs. after sessions have started.
Being too vague on percentages (opens the door for disputes).
✅ Ready to plug in your coaching refund policy for your 1-on-1 coaching clients? It’s already built into the 1-On-1 Coaching Agreement Template — just choose your refund option and customize the hours/percentage.
Coaching Refund Policy Template for Group Coaching (4 Examples)
Group coaching programs aren’t just about scheduling sessions — they’re about committing to a structured program. Because clients often pay for access to the entire program (including group sessions, materials, and community), your refund options need to reflect that. That’s why my Group Coaching Terms and Conditions Template gives you more flexibility to:
Allow refunds only during a short trial period,
Make refunds conditional on participation requirements, or
Cap the percentage refunded.
Here are the four refund policy options you can choose from:
1. No refund at all
Strictest stance: once the client joins, no refunds are available.
No refund policy sample: “If the Client cancels or terminates this Agreement, the Client shall not be refunded.”
Best for programs where enrollment blocks other potential clients from joining.
2. Refunds for early cancellations only
Clients can request a refund if they cancel a certain number of hours/days before the first session.
Coaching refund policy example: “If the Client cancels less than 48 hours prior to the first Meeting or during/after the Meeting, the Client will not be refunded. If the Client cancels 48 hours or more prior to the first Meeting, the Client may request a refund.”
Works well if you want a little flexibility but still protect program flow once sessions begin.
3. Refunds within a “trial” period
Clients can request a refund if they cancel within a short window after joining (e.g., 7 days after program access).
You can even make this conditional, like requiring proof of completed work.
Coaching refund policy sample: “If the Client cancels within 7 days of accessing the Coaching Program, the Client may request a refund. No refund is due after 7 days unless the Client submits proof of completing the workbook.”
A good option if you want to reduce buyer’s remorse while ensuring clients make an actual effort.
4. Limited or conditional refunds
Refunds can be capped at a percentage of fees paid, excluded after a certain number of sessions, or denied if the client breaches terms.
Coaching refund policy example: “The Client will only receive up to a maximum of 50% of the Fee actually paid. No refund is available if the Client has attended 2 or more sessions.”
Ideal for protecting your revenue while still offering fairness in special cases.
🔎 Common mistakes coaches make in their coaching refund policy:
Forgetting to cap refunds (leads to large refunds even if most of the program was used).
Being too vague about proof requirements (opens the door for arguments).
Allowing refund discretion without boundaries (creates endless back-and-forth with clients).
✅ My Group Coaching Terms and Conditions Template already includes all four coaching refund policy options — just pick and customize the one that fits your program.
Cancellation Protections for Coaches in Any Niche—Your Business, Fitness, Health, Career, or Life Coach Cancellation Policy
A cancellation policy is just as important as your coaching refund policy. Without one, clients may cancel at the last minute (or not show up at all) and still expect to be accommodated.
📖 Here’s what protections my Coaching Agreement Templates include:
1-On-1 Coaching Agreement: You set how many hours before a meeting a client can cancel. After that window, no refund, reschedule, or make-up session is allowed.
Group Coaching Terms and Conditions Template: Clients are responsible for showing up. If they miss a session, they’re not entitled to a refund, credit, or substitute meeting.
Options you can set:
Allow cancellations up to 24, 48, or 72 hours before a session (and decide if refunds apply).
Ban cancellations entirely once the program starts.
Make it clear that missed sessions = no refund, no make-up.
EU note: In the EU, clients normally have a statutory “cooling-off” right, but your templates (which are designed for global use) include a waiver that makes your (no-)refund and cancellation policies enforceable.
🔎 Common mistakes coaches make:
Not clarifying the cut-off time for cancellations.
Forgetting to address no-shows (clients push for make-ups).
Leaving group coaching attendance open-ended.
✅ My 1-On-1 Coaching Agreement and Group Coaching Terms and Conditions Template already include pre-written cancellation clauses — just edit the number of hours that works for your business.
Rescheduling Rules That Keep You in Control (a Must-Have for Your Terms and Conditions for Coaching Services)
Rescheduling may seem harmless, but without clear limits, it can quickly spiral into endless rearrangements that disrupt your calendar. That’s why your coaching refund policy should always address rescheduling.
Here’s what protections my Coaching Agreement Templates include:
Option 1: No rescheduling once a meeting is booked.
Option 2: Allow rescheduling if the client gives advance notice (e.g., 48 hours), but limit the number of rescheduling attempts. You can even charge a rescheduling fee if notice is too short.
Group Coaching Terms and Conditions Template:
Rescheduling isn’t permitted at all — clients are responsible for showing up to scheduled group sessions.
🔑 Examples of rescheduling rules you can set:
“The Client may reschedule one meeting if notice is given at least 48 hours in advance.”
“If the Client reschedules less than 24 hours before, a rescheduling fee of 25% of the session fee applies.”
“Group coaching sessions cannot be rescheduled or substituted. Missed sessions are forfeited.”
🔎 Common mistakes coaches make:
Not setting a maximum number of reschedules (clients treat your calendar as flexible).
Forgetting to set a minimum notice period.
Not charging for late reschedules, leaving you with wasted time slots.
✅ Both my 1-On-1 Coaching Agreement & Group Coaching Terms and Conditions Template include clear rescheduling options — so you can actually uphold your coaching refund policy.
When Refunds Are Absolutely Off the Table (When to Have No Refund Policy for Coaching Services)
Some situations should never trigger a refund — and your contract needs to spell those out. Otherwise, clients may assume they’re entitled to their money back even when they’ve already received your time and effort.
📖 Here are some additional protections in my Coaching Agreement Templates for situations where your clients absolutely don’t deserve a refund:
If the client misses a meeting, no refund.
If the client breaches payment or other obligations, no refund.
Group Coaching Terms and Conditions Template:
No refunds once the client has attended a set number of sessions.
No refunds if the client breaches terms or abuses the coaching refund policy.
✅ Want to take a strict no-refund stance in your coaching refund policy? Both my 1-On-1 Coaching Agreement & Group Coaching Terms and Conditions Template already include an option for a strict no refund policy for coaching services — just keep the “no refund” wording and delete the rest.
The Ultimate Terms and Conditions for Coaching Services
A coaching refund policy is just one part of your coaching contract. To fully protect your business, you need a complete set of terms and conditions for coaching services that cover all the areas where things can go wrong.
📖 In my Coaching Agreement Templates (both for 1-on-1 and group coaching), a complete coaching refund policy is integrated with other key protections, such as:
Payment terms → When and how clients must pay (and what happens if they don’t).
Rescheduling & cancellations → Boundaries on last-minute changes (already covered above).
Disclaimers → Including optional niche-specific disclaimers, so you’re fully protected against major liability risks in your niche.
Confidentiality & client obligations → Ensuring clients respect your materials, your process, and your boundaries.
Intellectual property rights → Protecting your workbooks, videos, and methods from being copied or shared.
💡 Why this matters: Even if your coaching refund policy is watertight, clients can still create problems if the rest of your terms aren’t equally strong. That’s why you need a full coaching terms and conditions template, not just a refund clause.
✅ Refund policies are only part of the picture. My 1-On-1 Coaching Agreement and Group Coaching Terms and Conditions Template provide you with all the necessary terms to protect your coaching business.
Get All the Contracts You Need as a Coach (Besides Your Coaching Terms and Conditions Template)
Need more than just a coaching refund policy?
What about:
Ensuring your website is legally compliant and includes all the disclaimers you need?
One-off coaching calls?
Legally sharing client testimonials?
Selling eBooks, workbooks, and templates?
Selling an online course for passive income?
The Coach Contracts Bundle includes everything you need to legally protect your coaching business:
1-on-1 Coaching Agreement
Group Coaching Agreement
Legal Website Bundle for your site
Virtual Meeting Policy for one-off coaching calls
Testimonial Release Form to legally share client results and feedback
Terms & Conditions for Digital Products for selling templates, workbooks, or eBooks
Terms & Conditions for Online Courses
FAQs About the Coaching Refund Policy
Do coaches legally have to offer refunds?
Not necessarily. In the US, coaches can set their own refund rules as long as they’re clearly stated in the contract. In the EU, consumer law normally gives clients a “cooling-off” right — but both Coaching Agreement Templates include a waiver, so your refund policy is enforceable.
Can a coach have a strict no refund policy?
Yes — as long as it’s clearly written and signed by the client. That’s the only way how to enforce a no refund policy. Both the 1-On-1 Coaching Agreement and the Group Coaching Terms and Conditions Template include a no-refund option you can use immediately.
What if a client cancels before the program starts?
That depends on your choice of refund option in your coaching refund policy. In the 1-on-1 template, you can set a cut-off window (e.g., 72 hours before the first session). In the group coaching template, you can allow or deny refunds depending on your program rules.
What if a client disputes charges with their bank?
Chargebacks are one of the biggest risks for coaches. Having a signed contract with a strong coaching refund policy is your best defense — you can provide the signed agreement as evidence that the client knew the rules before purchasing.
Do online coaching terms and conditions need a refund section?
Yes — always. Refunds, cancellations, and rescheduling rules should be part of your overall coaching terms and conditions. Both the 1-On-1 Coaching Agreement and the Group Coaching Terms and Conditions Template already include these pre-written sections, so you don’t miss anything.
Use a Contract with an Ironclad Coaching refund policy template
A clear coaching refund policy doesn’t just protect your income — it protects your boundaries and your peace of mind. Without it, you’re left vulnerable to refund demands, chargebacks, and clients who expect exceptions.
But you don’t have to figure this out yourself. Both my 1-On-1 Coaching Agreement and Group Coaching Terms and Conditions Template come with multiple pre-written coaching refund policy options.
Whether you want a strict no-refund stance, partial refunds, or a short trial period, you simply select what works best and delete the rest.
So even if you’re not sure which approach to take, you’re covered. Each template gives you flexibility and legal enforceability in one place.
Each Coaching Terms and Conditions Template:
Includes refund, cancellation & rescheduling clauses
Covers disclaimers & client obligations
Is written in plain English that your client can actually understand
Is built for coaches who work with clients globally
Comes with lifetime updates
👉 Get the Group Coaching Agreement Template
👉 Get the Coach Contracts Bundle
This post was all about the best coaching refund policy to protect your income and set client boundaries.
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