The printable page that becomes the health check PDF. It prints as three sheets.

Before each session

Five minutes before you start.

  • Read the client’s page: last notes, commitments, what to ask.
  • Check the video link or the address works.
  • New clients: agreement signed and intake back before the first session.
  • Glass of water, notifications off, one breath.

After each session

In the ten minutes after you finish, while it is fresh.

  • Notes written: what came up and where you left it.
  • Client commitments written down where you will see them next time.
  • Next session booked, or a note on why not.
  • Every session today has its invoice sent.
  • Coaching hours logged, paid or pro bono.
  • Any missed or late-cancelled session has had its note sent.

End of the week

Friday afternoon, or whichever day closes your week. About 20 minutes.

  • Unpaid invoices checked against payments received.
  • A friendly note sent for anything a week or more overdue.
  • Every enquiry this week has a reply and a link to book.
  • Next week’s sessions confirmed, with nothing double-booked.
  • One thing that drained you this week, written down so you can change it.

End of the month

The last working day of the month. About 45 minutes.

  • Income for the month totalled, and the receipts for your expenses kept.
  • Clients with no session in four weeks have had a note.
  • Endings coming up have a closing session planned.
  • Coaching hours totalled, if you are working toward or renewing a credential.
  • Rates looked at this month: still right for the work?
  • One leak picked to fix next month.

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The Coaching Practice Health Check

Scripts for the emails you keep putting off

Five short emails in a coach's own voice. Fill in the parts in brackets, change anything that does not sound like you, and send.

A late payment

When: An invoice is a week or more past due.

Subject: A quick note about invoice [number]

Hi [first name],

I hope your week is going well. A quick note: invoice [number] for [amount], from [date], still shows as unpaid on my side. It may simply have slipped, which happens to all of us.

Here is the link to pay it: [payment link]. If you have already paid, just let me know and I will look on my end.

Thank you, [your name]

Tip: Send it on the same day each week, such as Friday, so it is a routine and never a confrontation.

A no-show

When: The same day a client misses a session without word.

Subject: Missed you today

Hi [first name],

I was ready for our session at [time] today and missed you. I hope everything is all right.

Would you like to find a new time? You can pick one here: [booking link].

As we agreed when we started, a session missed without [24 hours’] notice counts as used. [Leave this paragraph out if you are letting it go this time.]

Take care, [your name]

Tip: Lead with care for the person. The policy line is there if you need it, and it only works if it was in your agreement from the start.

Raising your rates

When: At least a month before a new rate starts.

Subject: My rates from [date]

Hi [first name],

I wanted to tell you early: from [date], my rate for [a session or a package] goes from [current rate] to [new rate].

Sessions you have already booked or paid for stay at your current rate, and [your current package] is not affected.

This lets me keep giving every client the time and attention our work deserves. If you have any questions, reply to this email or bring it to our next session.

With thanks, [your name]

Tip: Say it once, plainly, with a date. You do not need to justify it at length or apologise for it.

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Ending a coaching relationship well

When: A few weeks before a package or an agreed stretch of work ends.

Subject: Our last session, and what comes next

Hi [first name],

As we come to the end of our [package or time] together, I wanted to say how much I have valued working with you. [One specific thing you have seen them do.]

In our last session on [date], I would like us to look back at where you started, name what you are taking with you, and talk about what support, if any, you would like next.

Whatever you decide, my door stays open.

Warmly, [your name]

Tip: Plan the ending as a session of its own. A good ending is often what brings a client back, or sends a friend your way.

Getting back in touch with a past client

When: A few months after the work ended, when they come to mind.

Subject: Thinking of you

Hi [first name],

It has been a while since we worked together, and you came to mind this week. How are things going with [what they were working on]?

No agenda here. If a session or two would help, my calendar is here: [booking link]. And if not, I would simply be glad to hear how you are.

All the best, [your name]

Tip: Only send it to people who have not asked you to stop emailing them, and keep it about them, not your offer.

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