Personal trainer forms can help you communicate with your clients. There are different forms you can use within your business, each of which will fulfil a different purpose.
To understand the full scope of this topic, our article will look at the following forms:
Table of Contents
Before we start, did you know you can enhance your PT services with a Level 4 Nutrition qualification? Once qualified you’ll be able to increase your earning potential, offering nutrition coaching and tailored meal plans that support your clients’ fitness goals.
What Are Personal Trainer Forms?
Personal trainer forms are documents you can use to fulfil a variety of purposes, such as conducting client consultations, receiving feedback on your performance, and getting a client’s consent (to name a few).
These versatile documents will play a crucial role in your professional career. You must understand what to include in these sheets, and what situations to use them in.
For reference, you may not need every personal training form featured in this article. We’re simply covering a wide scope, to highlight instances which may occur during your career.
Let’s take a deeper look at the different types of forms you may need to create a personalised and professional experience for your clients.
15 Personal Trainer Forms
Personal Training Forms For Prospective Clients
The forms in this section are for prospective clients to complete before they commit to your PT services.
They gather valuable information to help identify potential clients and gain insight into their fitness goals, which can then be used to create tailored programmes that meet their specific needs.
#1 Application / Enquiry Form
An application form for a personal trainer is usually given to prospective clients during their onboarding process. It gathers key information and allows you to contact these individuals to assess what they want to get out of a training programme.
The form normally asks a prospective client to provide the following information:
- Personal Information: Name, email, phone number
- Preferred type of training: Online, in-person, or hybrid
- Fitness Goals: Weight loss, muscle gain, general fitness
- Experience Level: Beginner, intermediate, advanced
- Availability: Preferred training days and times
- Health History: Lists their medical conditions or injuries
Below, we’ve included an example personal training application form from esign.com. You can use this template for yourself, or use the information included to create your own design.
Application forms for personal trainers can keep the prospective client’s vital information in one place, rather than having to swipe through DMs or emails. Once collected, you could even have a printed and digital copy for your personal records.
These forms are important for filtering serious leads to your business and to help you determine whether you should take them on.
You can present these forms on your personal training website to generate the most enquiries. For example, you could have a section labelled ‘Work with Me’ that would direct your clients to fill out the enquiry form.
#2 Consultation Forms
Once you’ve decided to onboard a client, you’ll need to conduct a consultation. This will give you the chance to get to know your clients personally, discuss what they want to accomplish from their training and explain how your programme can help them reach their goals.
A personal training consultation form helps to compile vital information, using metrics that will help you to decide what to include in clients’ workout programmes.
This typically includes includes:
- Personal Details: To make sure their information is up to date
- Body Metrics: Weight, height, body fat percentage
- Fitness Experience: Beginner, intermediate, advanced
- Medical History: Injuries, illnesses, medications
- Lifestyle Factors: Activity, sleeping patterns, and stress levels
- Training Goals: Strength, endurance, or weight loss
- Availability & Preferences: Preferred training schedule and location
This example personal training consultation form from Care Patron, provides insight into how you could format this:
After a client completes this form you can use the information to help shape their workout programme. For example, if the findings reveal their daily activity is low and their primary goal is to gain muscle mass you can focus on incorporating more strength training into their workouts.
For a more in-depth look at this topic, be sure to check out our article on ‘Personal Training Consultations’.
Personal Trainer New Client Forms
Personal trainer new client forms are essential once you’ve signed someone up. They help to gather important contact details, outline any precautions, and set the foundation for the working relationship ahead.
#3 Disclaimer Form / Waiver
A personal training waiver form helps to provide you with some legal protection, informing clients of any potential risks associated with training.
For example, this can help to limit your liability in the event a client is injured during training. To ensure you’re protected, a disclaimer/waiver form will usually include:
- Acknowledgement of Risks: Clients confirm they understand and accept the inherent risks associated with exercise activities
- Liability Waiver: Clients release the trainer from liability for injuries caused by their own negligence during sessions, except in cases of gross negligence, recklessness, or intentional misconduct.
- Health & Fitness Disclosure: Clients confirm they have disclosed any medical conditions or injuries to you.
- Client Responsibility: Clients agree to follow your instructions and maintain proper form during exercises to help keep them safe.
This example waiver and release form from Courage to Sweat is one way you could present this information:
Courage to Sweat’s personal trainer waiver form outlines the potential risks and ensures they are boldly labelled for clients to clearly see and understand.
By signing, clients acknowledge these risks and agree to take personal responsibility for their health and well-being during training.
However, keep in mind this does not mean you can act negligently as a trainer. You should always strive to provide clients with a safe working environment and guide them through their programme to the best of your abilities.
#4 Physical Activity Readiness Questionnaire (PAR-Q)
PAR-Q forms in personal training are essential for assessing whether clients are physically capable of engaging with their workout programme and will help to identify any potential health risks or limitations.
The form typically asks about clients’:
- Health History: Past injuries, illnesses, surgeries
- Current Health Conditions: Heart disease, diabetes, or other chronic conditions
- Physical Activity Level: Current exercise habits and fitness levels
- Exercise Goals: Weight loss, muscle building, or general fitness
- Consent & Acknowledgment: Agreement to disclose health information and notify of any changes
PAR-Q forms for personal trainers can also help you determine whether a client needs to be referred to a specialist for training, rather than working with a PT.
In addition, it can also offer legal protection, covering you from any potential liability that a client’s pre-existing condition was the result of your training.
How to set out a PAR-Q personal training form is demonstrated below by Alameda Country:
Our article ‘What is a PAR-Q?’ looks at the complexities of this form in greater detail, providing insight into its importance to your business and what you can include in one.
#5 Emergency Contact Form
An emergency contact form is fairly self-explanatory, many of you will have filled out one yourself in some capacity.
Your client will share who they want you to contact in the event of an emergency. This form typically includes:
- Emergency Contact Name: Full name of the designated person
- Relationship: Client relationship with the contacts
- Contact Information: Phone number, address, and email address
If you’re looking for a way to design an emergency contact form that is easy for your clients to complete, then you can take inspiration from Survey Monkey’s:
The form helps collect clients’ details, emergency contact information, and details about a client’s health condition.
It also enables you to access critical client information during health crises, ensuring prompt and appropriate action is taken to work with emergency services and contact their next of kin.
#6Consent Form
A personal trainer consent form ensures that clients are aware of the risks involved in training and voluntarily agree to participate.
The form normally includes a:
- Risk Acknowledgment: The client understands the risks of exercises included in their workout programme e.g. strength training involves working with specific gym equipment
- Voluntary Participation: A client is agreeing to train of their own accord
- Understanding Responsibilities: A client must understand what is expected of them during the training programme. You can also cover what you will be doing for them – e.g. providing instruction and support
- Liability Waiver: Explains your limited liability for injuries caused during training
You’ll need to make sure the wording you include in this document is clear and precise. For further insight and explanation, check out our article on Informed Consent for Personal Training.
If you’d like a direct example of how to phrase a personal training consent form, take a look at this example from Exercise for Medicine:
Their consent form outlines the processes and expectations for participants in their training programme. For example they are expected to:
- Follow their personalised exercise plan
- Attend every scheduled training session
- Inform their PT of any medical conditions that can impact your training
- Report feelings of fatigue, shortness of breath and chest discomfort during exercise
In return, a client’s personal trainer will tailor sessions that reflect their capabilities and fitness goals and provide regular health checks to make sure they are fit enough to do so:
By signing this consent form, clients acknowledge the associated risks and agree that the trainer’s liability is limited in the event of injury.
#7 Cancellation Policies
A cancellation policy form sets clear guidelines for how clients can cancel or reschedule sessions, protecting your time and income.
Cancellation policies tend to include:
- Cancellation Notice Period: Typically Personal Trainers will require 24 hours notice.
- Method of Cancellation: Phone, email, or text etc.
- Late Cancellation Fees: The price clients must pay for late cancellations.
- Rescheduling Guidelines: Conditions under which a session can be rescheduled.
- Holiday or Extended Absence Notices: When clients must notify of advanced long-term absences e.g. trips.
- Late Arrival Procedure: Explains how clients can contact you in this event and what will happen following this e.g. will they only get the remaining time for that given session?
At Home Be Fit, presented their cancellation policy in paragraph form so the information is clear and easy to understand:
Their cancellation policy stipulates that 24 hours notice is required to avoid any cancellation charges. Clients who cancel with this level of notice also have to reschedule within 7 days.
Clients have a one-time cancellation waiver with any further cancellations made within 24 hours will result in them being charged the full cost of a session.
With a clear cancellation policy, you can maintain high levels of professionalism, minimise disruption, and protect your time and earnings. Learn ‘How to Write An Effective Cancellation Policy’ with our full guide.
——–
After reading this article, you’ll find these ones useful too!
- 7 Simple Steps for Writing a Personal Trainer Business Plan – Templates Included
- GDPR for Personal Trainers: Everything You Need to Know
- Personal Trainer Package Ideas & Inspirations
#8 Payment Arrangement Form
A payment arrangement form outlines the financial terms and conditions of the client’s workout programme.
It normally includes the following sections:
- Trainer and Client Information: Names, contact details.
- Service Details: Session length, frequency, location.
- Payment Rate & Package Options: Session rates, package prices, and discounts.
- Payment Schedule: What date will the client pay and through what method e.g. direct debit, PayPal etc.
- Late Payment Policy: Fees for late payments and grace periods.
- Cancellation & Refund Terms: Refunds for cancellations and conditions for rescheduling.
- Additional Terms: Contract renewal, dispute resolution, and liability clauses.
This type of information can be seen in the National Strength and Conditioning Association’s payment agreement form:
This contract allows the trainer to lay out the total cost of the programme and the method the client will pay, which will be approved and agreed upon with the client’s consent.
These forms help prevent financial loss for the trainer due to cancellations or unused sessions. It also prevents financial disputes between PTs and their clients by offering transparency in payment arrangements.
#9 Welcome Packs
A welcome pack is a great way to create a positive and professional first impression with your clients.
It can provide them with a clear overview of your services and what they can expect whilst on their fitness programme.
This will be explained through the inclusion of a:
- Personalised welcome letter: An introduction expressing gratitude for the clients’ decisions to work with you and setting the tone for a positive, collaborative relationship
- Your contact information: Your phone number, email, and social media handles, along with your working hours to make it easy for clients to reach you with any questions
- Service overview: An overview of what their bespoke workout programme will include and how it can help them reach their end goals.
- First Session Breakdown: Information about what clients can expect from their first session, including meeting points and what they need to bring
- FAQs: Answering questions on session times, policies, and payment methods so clients have clear expectations of what to expect during their sessions
- Client Goals and Progress Tracker: A space to monitor clients’ progress and mark milestones along the way, helping them stay motivated
On the first page of the welcome package, you could write an introduction to greet your new clients and include your signature to add a personal touch.
On the next page, they can find your contact details such as your number and social media handles. Many trainers also include a letter dedicated to the client personally, that will include information about their bespoke programme.
Including information in your welcome pack that explains the journey clients will take with you, creates a supportive and positive environment for them to achieve their goals.
If you would like to learn more, read our detailed guide on The Things to Include in a Welcome Pack.
Personal Trainer Forms For Clients
Personal trainer forms can help you set goals and track the progress of your clients, allowing you and your clients to move in a direction that reflects their needs.
Here are some forms you’ll find useful to monitor your clients’ goals and progress.
#10 Goal Setting Form
With a goal-setting form, your clients can define their targets clearly, this will be an essential form for personal trainers when it comes to creating bespoke workout programmes.
It may help to create these forms as specific as possible, for example, you could include information and prompts that will allow the client to create defined SMART Goals. This will help in the creation of their bespoke training programmes at a later date.
A goal-setting form will feature:
- Clients Info: Personal details and current fitness
- Baseline Measurements: Weight, body fat and muscle mass measurements
- Action Plan: Steps to take with target dates, goals and potential challenges
- Review Schedule: Timeline for progress reviews
- Signatures: Both you and the clients sign to confirm the plans
New Zealand Institute of Health and Fitness demonstrate how you can gain insight into a client’s goals, through prompts that encourage them to be as detailed as possible:
By creating a form with a similar layout, you’ll have a strong foundation to gather essential information to create a personalised training programme for your clients.
A goal-setting form ensures a client’s progress can be monitored with adjustments being made to keep sessions aligned with the client’s goals to achieve sustainable goals.
#11 Nutrition Tracker & Diary
Nutrition trackers and diaries are simple and effective tools to help clients keep themselves accountable by encouraging them to document their eating habits.
They help track what your clients consume and can include aspects such as:
- Date and Time: When food is consumed
- Portion Sizes: The quantity of food eaten e.g. weight in grams etc
- Mood and Energy Levels: Monitors how food affects well-being
- Meal Types: Identifies food groups consumed
- Additional Notes: Space for personal reflections on the day’s diet
Heart has created an easy-to-use tracker that helps people track their daily food intake, and calorie consumption, along with a notes section to record how they feel before and after the meal.
With a nutrition tracker, clients are more likely to follow your dietary recommendations, as the act of writing it down will help to solidify positive changes. By regularly documenting the food they eat, it helps identify areas they can improve on.
You can provide personalised feedback, while you and your clients can track their progression and discuss necessary dietary adjustments, if needed.
#12 Monthly Check-In Form
A monthly client check-in form for personal training helps you understand how your clients are feeling about their own progress. It also gives you the chance to get valuable feedback on your performance.
A monthly check-in form can include:
- Training Assessment: The client rates satisfaction with the current program
- Nutrition Evaluation: How well clients have followed nutrition guidance
- Challenges: This helps clients address any problems they’ve encountered
- Additional Feedback: Open-ended section for extra comments
One way you could do this is through a points system, as evident from the example below that encourages clients to rate how satisfied they are from 1-10.
There is then room for them to provide more detailed written feedback, so you’re getting the best of both worlds.
By offering this form to clients they’re more likely to feel supported which can increase their confidence and help them stay committed to your training programme.
In short, these check-ins can keep your clients on track and help to build your rapport with them even further. For additional tips on writing check-in questions, check out our article ‘7 PT Check-In Questions’.
#13 Client Referral Policy
A client referral policy incentivises existing clients to refer family and friends to your PT services.
For reference, you should offer your existing clients a clear incentive to make this referral, and try to think of what would encourage you to personally make a referral. Take a look at this example from Diverse Fitness who ran a ‘Bring Your Friend’ promotional campaign:
From this example, the incentive is clear – if you bring a friend then you will both get to train with each other for free. Other forms of incentive could be:
- Money or vouchers
- Branded merchandise
- Discounted rates
But before clients can successfully refer someone, they’ll need to provide the following information to receive the reward, including:
- Referrer’s Name & Contact Info
- Referred Person’s Name & Contact Info
- Referral’s Fitness Goals
- Current Fitness
Here’s one way you could design your client referral form:
A well-structured policy can improve your client base and foster loyalty, creating a strong community around your services. With our article on ‘Getting Personal Trainer Referrals” you can learn how to incorporate this into your own business.
Forms for Personal Training Websites
#14 Online Personal Training Form
Online personal trainer forms are useful if you’re looking to train clients through virtually. These documents will cover a range of topics such as consent, health & safety, as well as what the programme entails.
An online personal trainer form normally includes:
- Purpose and Explanation: Outlines the online programme, its goals and what the bespoke workouts involve
- Acknowledgement of Risks: Informs clients of potential physical activity risks and protects you from liability
- Health Status Declaration: Requires disclosure of pre-existing conditions or injuries
- Confidentiality Assurance: Explains data privacy and protection
- Consent Statement: Affirms the client’s understanding and voluntary participation
You can see how this information can be presented in the example below. Since this online form is written for someone wanting to lose weight, section 2 has been written to reflect these goals.
By agreeing to these terms, you and your clients have a clear understanding of the fitness goals, health history and limitations of what they can achieve with this type of training.
#15 Privacy Policy
A privacy policy informs clients how their data is collected, used, and protected. It’s a legal requirement under GDPR for you to display this on your website.
You can learn more about making your privacy policy GDPR-compliant by reading our article GDPR for personal trainers.
For you to have a GDPR-compliant privacy policy you’ll need to make sure it includes:
- Data Collection: What type of personal data is collected, such as names or health-related info?
- Purpose of Data Use: Explains the reasons for data collection, i.e. to help write training plans or communicate with clients
- Legal Basis: Details consent or contractual obligations for processing data
- Data Sharing: Discloses third parties with whom data is shared
- Data Security: Outlines measures to protect personal data
- Client Rights: Inform clients of their rights under GDPR
With personal trainer legal forms, it’s important to make sure you have this information written out clearly, as demonstrated by this privacy policy from Personal Fitness Trainer UK:
This privacy policy is a good example because it explains why the data is being collected and ensures it complies with data protection laws.
It also respects client consent and their privacy rights, providing transparency on data retention and the rights clients have regarding their information.
How Can I Create These Personal Training Forms?
Creating personal training forms for your clients will help you maintain a professional image and offer excellent customer service.
If you’re looking for a simple but effective way to create forms using AI or customisable templates there are two options you can explore.
#1 FilloutAI: A Simple and Efficient Solution
FilloutAI is a tool that allows you to create digital forms that don’t require a lot of effort. You can customise their forms to create any of the examples to feature in our article.
You don’t need any previous experience using AI to create forms with FilloutAI either. To get started, simply select the type of form you need, enter it into the space provided, and click ‘Generate Form’:
From there, you can determine how to structure your questions. You might choose to present multiple questions on a single page or display one question per page, depending on the level of detail you need from clients.
After deciding what questions you want to feature on your form, you can then generate the document. The best part, this is entirely customisable and you can use the editing dashboard to:
- Add images – like your business logo
- Change the text and colours – to better reflect your branding
- The format in which the questions are displayed
Here’s what this section will look like:
You can view your form in desktop and mobile mode to see how the form will appear for clients and decide to edit in the dashboard if you want to make further amendments:
FilloutAI makes it simple to create personal trainer client tracking forms to manage and monitor your client’s progress.
With its user-friendly design, it’s a valuable tool for streamlining your workload as a personal trainer.
#2 Pre-made Templates with Total Coaching
If you want to create forms from professionally-designed templates, Total Coaching is another excellent option.
They are professionally designed and cover different aspects of personal training, from personal trainer client consultation forms to personal trainer PAR-Q forms and workout plans.
With these pre-made templates, you can save time and ensure your forms meet industry standards.
They have downloadable templates for:
- Consent forms
- Liability Waiver forms
- Par-Q forms
Well-structured PT forms are crucial for your legal protection and encouraging client engagement.
This helps them understand their commitments, training risks and expectations. With proper documentation, you can keep well-organised records and offer a professional service to clients.
Structured records can also help improve your business operations, making client management more effective.
Before You Go!
After exploring the range of forms featured in this article, you should know which forms you need to get the information you need to deliver professional and safe PT sessions.
Remember, you can expand your skills as a personal trainer by completing a Level 4 Nutrition Qualification. With this, you will be able to work with a broad range of clients and increase your income!
Download OriGym’s course prospectus to learn more about our courses!