As soon as you begin coaching, you should begin logging client coaching hours. A simple spreadsheet is the most effective log. Four types of clients may be included on the coaching log: individual clients, group clients, internal clients, and third-party clients.

Individual Clients

For each individual client, you must log:

  • The client’s name and email address
  • The start and end date of the coaching relationship
  • The number of paid and pro bono hours that you coached the client

Individual clients who do not consent to have their names listed must be left off of the log. The consent may be verbal and does not need to be provided to the ICF.

Group Clients

For each individual client, you must log:

  • The name and email address of one individual in the group (you do not need to provide the names of other individuals in the group or the name of the group itself)
  • The start and end date of the coaching relationship
  • The number of paid and pro bono hours that you coached the group
  • The number of individuals in the group (only groups of 15 or fewer will count)

Each individual in a group counts as a client for the purpose of meeting the total number of clients required.

Internal and Third-Party Clients

Internal and third-party clients should be logged the same as other individual or group clients unless there is an organizational confidentiality policy that prevents you from disclosing the client’s information. If there is a confidentiality policy, you must provide a reference letter from a contact person at the organization who is familiar with your work. The reference letter must include:

  • The name and contact information for the contact person
  • A description of the role of the contact person in the organization
  • A description of your role in the organization
  • Confirmation of the organization’s confidentiality policy
  • Confirmation of the information that you have logged for confidential clients

For internal or third-party confidential clients, you must also log:

  • An alias for each confidential client (for example, “Confidential Client 1”)
  • The email address of the contact person at the organization
  • The start and end date of the coaching relationship with each client
  • The number of paid hours that you coached each client