Coaching Agreement

This Coaching Agreement outlines the shared understanding, expectations, and terms that support our work together. Please review it before beginning coaching. An electronic copy will be available for your review and completion through your coaching account when you initiate coaching services.

If you have any questions or concerns, you’re welcome to reach out at heather@fractallywhole.com.

Coach and Client Expectations

Coaching is a collaborative partnership. My role as your coach is to create conditions that support clarity, perspective, and meaningful action aligned with what matters most to you.

You can expect me to:

• Honor confidentiality

• Be a dedicated and engaged collaborator

• Listen deeply and ask thoughtful questions that support awareness and discernment

• Offer reflections and feedback in service of your clarity, when appropriate

• Share relevant resources to support your intentions

• Celebrate progress and acknowledge growth

• Arrive on time and prepared for our sessions

I count on you, as the Client, to:

• Commit to intentions that are meaningful and significant to you

• Remain open to new perspectives and possibilities

• Take responsibility for actions you choose to pursue between sessions

• Move at a pace that feels aligned and sustainable for you

• Offer feedback about what is and isn’t working in our coaching

• Acknowledge and celebrate your progress

• Arrive on time and prepared for our sessions

We are in this together, in service of your relationship with your present and future self — caring for yourself today in ways your future self will appreciate.

Coaching Agreement Specifics

Coaching Duration and Scheduling

Coaching duration and cadence are shaped collaboratively, based on what you’re navigating. Many clients work with me over a period of three months to a year, with an average engagement of around six months.

Sessions may occur weekly, twice per month, monthly, or as needed, depending on context and momentum. We’ll revisit pacing together as the work unfolds.

Once you enroll, you’ll receive access to a secure coaching portal where you can schedule sessions, view notes, make payments, and update account information. The portal is available anytime via my website, www.fractallywhole.com.

Scheduling is flexible and responsive. We typically schedule the next session at the close of each meeting, and you may also book sessions directly through the coaching portal. Sessions are usually scheduled one week to one month in advance.

If you prefer a consistent day and time, please let me know and we’ll explore that option together.

Method of Contact for Coaching

Coaching sessions are 50 minutes and are typically held via Zoom. This format supports focus, continuity, and shared access to session notes over time.

Each session has a unique Zoom link, sent via calendar invitation and reminder email. If Zoom is not workable for you, sessions may be held by phone by prior arrangement.

If you have an urgent question or need a confidential response between sessions, you may contact me through the coaching portal, by email at heather@fractallywhole.com, or by text at 360.739.0919.

Coaching Call Recording and Notes

By default, sessions are recorded using Fathom’s AI notetaking tool. This allows for high-quality session notes, optional transcripts, and secure access to recordings for your reference.

Notes and recordings are stored in your coaching portal, and you’ll be notified when they’re available. If you have questions or preferences regarding recording, we can discuss them.

Cancellation and Rescheduling Policy

Sessions may be canceled or rescheduled through the coaching portal up to 48 hours in advance without penalty.

For cancellations within 48 hours, please contact me directly. I’ll make a reasonable effort to reschedule, but reserve the right to charge for missed sessions.

Resources and Learning

I occasionally share reflections and resources through my blog, typically one but no more than four posts per month. As part of onboarding, you’ll be added to this email list. You may unsubscribe at any time using the link provided in those emails.

Termination

Either the Client or the Coach may terminate this Agreement at any time verbally during a session, by messaging through the coaching portal, or by emailing heather@fractallywhole.com. The Client agrees to compensate the Coach for all services rendered through the termination date.

Confidentiality

All information shared during the coaching relationship is considered confidential and will not be disclosed without your prior written consent, except as outlined below or as required by law.

Confidential information does not include information that:

• Was known to the Coach prior to this Agreement without obligation of confidentiality

• Was publicly disclosed by the Client

• Was independently developed by the Coach

• Was obtained from a third party not bound by confidentiality

If disclosure is required by law, the Coach will provide prior written notice to the Client where reasonably practicable.

Testimonials may be used for promotional purposes only with your explicit consent. Anonymity is the default unless you authorize use of your name and affiliation.

Coaching portal accounts will be closed or archived within 60 days of completing coaching or upon termination of this Agreement.

Release of Information

To maintain coaching credentials, verification of coaching engagements may be required by certification bodies. By signing this Agreement, you consent to sharing only your initials, coaching start and end dates, and session dates for verification purposes. No session notes or personal content will be shared.

Topics from coaching may be discussed anonymously and hypothetically with other professionals for training, supervision, mentoring, or professional development purposes.

Description of Coaching

Coaching is a partnership (defined as an alliance, not a legal business partnership) designed to support personal and professional growth through awareness, insight, and intentional action.

Coach–Client Relationship and Scope of Practice

The Coach agrees to uphold the ethics and standards of behavior established by the National Board of Health and Wellness Coaches (NBHWC) and the International Coach Federation (ICF).

The Client understands that they are solely responsible for their physical, mental, and emotional well-being, decisions, actions, and results arising from the coaching relationship.

Coaching does not include healthcare, medical treatment, nutrition therapy, diagnosis, or psychotherapy, and is not a substitute for professional medical, psychological, or legal care.

If the Client is under the care of a healthcare or mental health professional, it is recommended that they inform their provider of the coaching relationship and consult appropriate professionals regarding any changes related to health or treatment.

Limited Liability

Except as expressly stated in this Agreement, the Coach makes no guarantees regarding outcomes. The Coach’s liability is limited to the amount paid by the Client for coaching services rendered through the termination date.

Entire Agreement

This Agreement constitutes the entire agreement between the Client and the Coach and supersedes all prior oral or written agreements. Amendments must be made in writing and signed by both parties.

Dispute Resolution

If a dispute arises that cannot be resolved by mutual consent, the parties agree to mediate in good faith for up to 30 days. If legal action is required, the prevailing party may recover reasonable attorney’s fees and court costs.

Severability

If any provision of this Agreement is held invalid or unenforceable, the remaining provisions shall remain in effect.

Waiver

Failure to enforce any provision of this Agreement does not constitute a waiver of that provision or the right to enforce it later.

Governing Law

This Agreement shall be governed by and construed in accordance with the laws of the State of Washington.

Binding Effect

This Agreement is binding upon the parties and their respective successors and permitted assigns.

Acknowledgment

By signing below, I acknowledge that I have read, understood, and agree to the terms of this Coaching Agreement.

Client Name: ______________________
Signature: ________________________
Date: ____________________________