Personal training agreement template
A personal training agreement sets out what a trainer will provide and what a client agrees to: the session blocks and prices, where training takes place, payment, health screening, cancelling and rescheduling, ending the agreement, safety and use of the client's information. This version includes the 14-day right to cancel for agreements made away from the trainer's premises or at a distance. It is agreed with each new client, with the package, price, goals and dates different each time.
Made by DocuWeave. Use at your own discretion.
What changes each time
31 values. Everything else is your wording, kept exactly.
The trainer
- Trainer's or business name
- Trainer's address
- Trainer's phone
- Trainer's email
- Qualifications
- Insurer's name
- Insurance amount
The client
- Client's full name
- Client's address
- Client's phone
- Client's email
- Date of birth
- Emergency contact
The package
- Session block
- Number of sessions
- Length of each session
- Price
- Use by
- Where
- Goals agreed
- Gym entry included
Payment and cancelling
- Payment
- Monthly amount and method
- Free cancellation notice
- Late arrival threshold
- Single-session rate
- Email or address for cancelling
Health, information and signatures
- GP confirmation received on
- Retention period
- Privacy notice link
- Date signed
The rules it usually needs
Written in plain English when the template is set up.
- Once for each item
“A row for each session block in the package.”
Two blocks were bought, so the package table has two rows.
- One of several wordings
“Payment is either in full for each block before it starts, or a set amount each month.”
For a monthly plan, the amount and payment method are shown and the ending terms follow the month.
- One of several wordings
“On ending, the client either gets a refund of unused sessions less any block discount, or a monthly plan ends at the month's end.”
For a block, unused sessions are refunded at the single-session rate less the discount.
- Only when…
“Include the GP confirmation clause only if the health questionnaire has a yes answer.”
When the client answers yes to a question about their heart, the clause asks for GP confirmation before training.
- Only when…
“Include the 14-day right to cancel, and the progress photo consent, only if they apply.”
When the agreement is signed by email, the cancellation section and model form appear.
Questions people ask
Does a personal trainer need a written agreement?
It is not a legal requirement, but a clear written agreement avoids disputes about sessions, payment and cancellation, and insurers often expect trainers to use one.
Can a trainer charge for a missed session?
Often, if the agreement says so clearly and fairly. The agreement sets a notice period, counts late cancellations as used, and makes exceptions for genuine emergencies.
What is a PAR-Q?
A Physical Activity Readiness Questionnaire, a short set of health questions used to decide whether someone should speak to a doctor before they start exercising. The agreement requires one, and a GP's confirmation where an answer is yes.
Does a client have a right to cancel?
Where the agreement is made online, by phone or away from the trainer's premises, the Consumer Contracts Regulations generally give 14 days to cancel, with a proportionate charge for sessions already given at the client's request.
Can I use my own personal training agreement?
Yes. Upload your own Word or PDF version and DocuWeave turns it into a template in your wording, with the same kind of rules and the same filling from paperwork.
Use this template
It opens in DocuWeave as a template you can check, change and publish. Nothing is used until you do.