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Free personal training agreement template (Word)

Reviewed by Clausery editors · · 3 min read

An agreement between a personal trainer and client covering session package, schedule, fees, cancellation policy, health screening (PAR-Q), liability waiver and fitness-results disclaimer.

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A personal training agreement sets the terms between trainer and client: package (number of sessions, length, frequency), fees, scheduling, cancellation policy, gym location, required health screening, a liability waiver, and a disclaimer that results depend on client adherence to exercise and nutrition.

Always require a PAR-Q (Physical Activity Readiness Questionnaire) and doctor clearance if indicated; include a liability waiver and verify your insurance covers the training setting.

What to include#

  • Trainer and client. Trainer name/certifications; client name and contact; start date; gym/facility location or online training.
  • Sessions and package. Number of sessions, session length (e.g. 60 min), frequency (1-5x/week), and package expiration date (unused sessions typically expire).
  • Fees and payment. Package price or per-session rate, payment schedule (upfront, monthly, per session), accepted payment methods, late payment and refund policy.
  • Health screening and safety. PAR-Q requirement, doctor clearance if needed, client disclosure of injuries/conditions, cancellation due to illness/injury, and emergency contact.
  • Cancellation, waiver and disclaimer. Late-cancellation policy (often 24 hours; charge for no-shows), liability waiver/assumption of risk, disclaimer that results depend on nutrition/adherence, and termination terms.

How to fill it in#

  1. Step 1: Start with a PAR-Q

    Have the client fill out a PAR-Q before the first session; require doctor clearance for moderate/high-risk answers.

  2. Step 2: Define the package

    Specify sessions, length, expiration and any add-ons (nutrition plans, online check-ins).

  3. Step 3: Set cancellation rules

    24-hour notice for cancellations; late cancellations/no-shows count as a used session.

  4. Step 4: Include a waiver

    Clients assume the risk of exercise; waiver must be clear but cannot waive gross negligence.

  5. Step 5: Carry proper insurance

    Carry personal trainer liability insurance; work in insured facilities where possible.

Liability waiver

Standalone activity waiver; often bundled into PT agreements.

Coaching agreement

For health/life coaching rather than hands-on training.

Hold harmless agreement

For gyms requiring trainer indemnity.

Tutoring agreement

Sister service-booking agreement.

Free contract templates

Full template library.

Questions

Do I need certification?

Most gyms require certification (NASM, ACE, ACSM); independent trainers should carry it for credibility and insurance.

Do I need insurance?

Yes — professional and general liability insurance for trainers is a must; clients can be injured.

Do I need a PAR-Q for every client?

Yes — industry best practice; protects both trainer and client by flagging health risks.

Can I guarantee weight loss?

No — results depend on diet, adherence and individual factors; avoid guarantees in the agreement.

What if a client is injured?

Stop activity, follow emergency procedures, document, and notify insurer promptly.

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These are general templates, not legal or tax advice. Have anything unusual reviewed for your jurisdiction.

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