Standard contractual terms for coaches

These terms apply to coaching of persons working for grantees of the foundations member of the Nonprofit Builder:


1. Parties to the contract

  1. The contracted party is the coach
  2. The contracting party is the Nonprofit Builder. The Nonprofit Builder pays the coach
  3. The coachee is a person working for an organisation receiving a grantee from a funder that is member of the Nonprofit Builder
  4. The funder reimburses the Nonprofit Builder of the cost of the coaching.



2. The process

  1. The Nonprofit Builder or the funder may introduce the coach to the the coachee. More than one coach may be introduced to give the coachee a choice.
  2. The grantee and the coach meet online for a matching call. This is a short chemistry call and is not remunerated.
  3. If there is a will to work together, the coach will write an email to Nonprofit Builder, with a short outline of the need, expected outcome, and copying the grantee.
  4. The Nonprofit Builder and coach will then agree on the number of sessions and the session fee by email. 
    Nonprofit Builder will then get the greenlight of the funder.
  5. The Nonprofit Builder will communicate the greenlight
  6. The coach and coachee agree on the dates of the sessions by mutual convenience


Important: Do not start sessions without receiving the greenlight from the funder or you risk not getting paid!



3. Fee policy

The coaching is paid. Nonprofit Builder aims to pay a market rate that is in line with what a coach will charge to nonprofits in his or her geography, and is in line with her or his credentials and experience.



4. Number of sessions

The number of sessions will be agreed by email between Nonprofit Builder and the coach. They will range between 8 and 15 sessions, with possible renewal if interest from all parties the coach, the beneficiary, the funder and Nonprofit Builder).



5. Payments and tracking

  • The coach will be paid by the Nonprofit Builder, in the currency of the funder, to the bank account of the coach, upon invoice.
  • In principle the coaching will be paid in full at the end of the series of sessions. 
  • A midway payment can be made exceptionally and upon request of the coach.
  • If the coach cumulates multiple coachees, the invoices may be submitted monthly


The coach MUST keep a log of sessions, with the date, organisations, and brief content of the session. This log must be attached to the invoice.


6. Missed sessions

If the coachee does not show up or does not give an excuse 24 hours in advance, the session will be paid at 50%.


If there is a second unexcused no-show, all further sessions with that coachee are canceled - the coach must inform Nonprofit Builder immediately if this happens.


If the coachee wishes to continue despite the missed sessions, and with the agreement of the coach, he or she needs to pay the amount due for the missed sessions (50% of the first missed session and 100% of the second one). 


7. Confidentiality and protection of data and code of ethics

The coaching relationship between you and the beneficiary is confidential and will remain. 

This means that Nonprofit Builder will not ask the coach or the beneficiary about the content of the coaching, beyond general comments about whether coaching useful, the relationship between coach and beneficiary, and the attendance of the beneficiary. 

If the coach takes notes of the sessions, these notes should be protected as they are sensitive. Nonprofit Builder does not recommend online storage, but rather to keep them on an encrypted computer. The identify of the coachee may be kept separately if the notes are particularly sensitive.

The coach will abide by the ethics as outlined by the International Coaches Federation (ICF) 



8. Premature end of the coaching contract

The coach or coachee may end the coaching contract at any time. Only sessions which have taken place will be paid. If both coach and coachee agree, there can be a last session for review and closure. 


Please note two relevant articles of the ICF code of ethics:

  • As an ICF Professional, I remain alert to indications that there might be a shift in the value received from the coaching relationship. If so, make a change in the relationship or encourage the Client(s)/Sponsor(s) to seek another coach, seek another professional or use a different resource.
  • As an ICF Professional, I recognize my limitations or circumstances that may impair, conflict with, or interfere with my coaching performance or my professional coaching relationships. I will reach out for support to determine the action to be taken and, if necessary, promptly seek relevant professional guidance. This may include suspending or terminating my coaching relationship(s).



9. Feedback and reporting

At the end of the coaching, the Nonprofit Builder will reach out to the beneficiaries to ask about their satisfaction with the coaching and the relationship with the coach. The Nonprofit Builder may ask about how it benefited the coach and the impact it had on their lives, without pushing for specifics they may not be comfortable to share.



10. Other needs of the grantee organisation

If the coaching reveals organisational development needs that are not covered by the coaching, (strategy, recruitment and so on), and for which the grantee organisation may need the support of other consultants, then the coach will inform the Nonprofit Builder, with the consent of the coachee.



11. Coach certification

In principle, the Nonprofit Builder works with coaches who have been certified by a recognised body such as the ICF or the CTI. The certification should be current and not have expired. Coaches should link to their certification on their Linked In page for easy verification.



12. What if something goes wrong?

If there is an issue in the coaching, the beneficiary and coach are welcome to contact the Nonprofit Builder at anytime, at 


Likewise, if any question arises, please contact us!


Good luck with your coaching!