Free Personal Trainer
Contract Template
A professional PT agreement covering session packages, 24-hour cancellation policy, PAR-Q health screening, liability waiver and payment terms — for in-person, online and hybrid training.
- No signup required
- Free forever
- Reviewed June 2026
- Includes PAR-Q & liability waiver
Branding (optional)
1 — Parties
2 — Sessions
3 — Package & Payment
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Personal Training Services Agreement
Effective date: enter date above
1. Parties
This Agreement is between Trainer name, Trainer address ("Trainer"), and Client name, Client address ("Client"). Both parties have read and agreed to this Agreement.
2. Training Services
Format: In-person — gym
Location / Platform: location
Session duration: 60 minutes per session
Programme focus: programme focus
The Trainer may modify exercises based on the Client's progress and health status, provided programme goals remain consistent.
3. Package & Payment
Package: Single session
Fee: USD ($) amount
Payment due before each session.
Block packages expire 3 months after purchase. Unused sessions are non-refundable.
4. Cancellation Policy
More than 24 hours notice: free reschedule (rebook within 30 days). Less than 24 hours or no-show: session charged in full. Trainer cancellation under 24 hours: Client receives one free replacement session.
5. Health Screening (PAR-Q)
The Client warrants all PAR-Q responses are truthful and agrees to inform the Trainer of any changes in health status, medications, or physical limitations before each session.
6. Liability Waiver
Physical exercise carries inherent risks. The Trainer is not liable for injury arising from the Client's failure to disclose health information, failure to follow instructions, or activities outside supervised sessions.
7. Independent Contractor Status
The Trainer is an independent contractor responsible for their own tax obligations and insurance. Nothing in this Agreement creates an employment relationship.
8. Termination
Either party may terminate with 14 days' written notice. Block packages are non-refundable; remaining sessions may be used within 30 days of notice.
9. Governing Law
governing jurisdiction. This Agreement is the entire agreement between the parties regarding training services.
Trainer
Signature
Print name: _______________
Certification: _______________
Date: ___________________________
Client
Signature
Print name: _______________
Date: ___________________________
Template preview
Parties
1. Parties
This Personal Training Services Agreement ("Agreement") is entered into as of [Start Date] between [Trainer Full Name], trading as [Business Name, if applicable], [Certification(s) e.g. NASM-CPT, ACE, REPS Level 3] ("Trainer"), and [Client Full Name] ("Client").
The Trainer agrees to provide personal training services to the Client on the terms set out in this Agreement. Both parties have read and understood this Agreement before signing.
Services
2. Training Services and Session Format
The Trainer will provide the following training services (select all that apply):
Session location: [e.g. LA Fitness, City Centre / Client's home address / Zoom]
Session duration: [e.g. 60 minutes] per session
Programme focus: [e.g. Strength and conditioning / Weight loss / Sports performance / Rehabilitation]
Sessions will be conducted at the agreed time and location. The Trainer reserves the right to modify exercises in the programme based on the Client's progress and health status, provided the overall programme goals remain consistent.
Packages & Pricing
3. Session Packages and Payment Terms
Services are provided under the following package (select one and confirm at signing):
For block packages, payment is due in full before the first session. For monthly programmes, payment is due on the 1st of each calendar month. Sessions in a block package expire [e.g. 3 months] after purchase. Unused sessions at expiry are non-refundable but may be donated to a referred client at the Trainer's discretion.
Cancellation Policy
4. Cancellation and Late-Arrival Policy
The Trainer's time is allocated exclusively for each booked session. The following policy applies to all cancellations and late arrivals:
Exceptions may be made for documented medical emergencies at the Trainer's sole discretion. The cancellation policy applies consistently to all clients and is not negotiated on a case-by-case basis.
📄 Download the full template — includes Health Screening (PAR-Q), Liability Waiver, Conduct and Safety, Progress Tracking, Termination Notice and Independent Contractor Status.
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What's included in this template
How to use this template
Complete the PAR-Q before the first session — not after
The health screening section (PAR-Q) must be signed by the client before the first session begins, not on the day. This gives you time to review any "Yes" answers and obtain medical clearance if needed. If a client answers "Yes" to any PAR-Q question, most fitness industry bodies (NASM, ACE, REPS/CIMSPA) require you to obtain written clearance from their GP or physician before training can begin. Do not skip this step.
Choose a billing model and collect payment before the first session
For new clients, require full payment for the chosen package before Session 1. Do not deliver the first session and invoice afterwards — it sets a precedent for delayed payment and makes enforcement harder. For ongoing monthly programmes, set up a recurring payment or send invoices 5 days before the 1st of each month. Block packages should have a clear expiry date (typically 3 months) stated in the contract.
Enforce the cancellation policy consistently from Day 1
The cancellation policy is only effective if you enforce it consistently. Apply it the same way for every client, regardless of how long they have been training with you or how much they pay. Making exceptions encourages repeated late cancellations. If a genuine emergency occurs, you can choose to waive the policy as a one-off gesture — but document the exception so it cannot become the expectation.
Review and update the agreement every 6 months or when the programme changes
If a client switches from in-person to online training, changes their package size, or significantly changes their training goals or health status (injury, surgery, new medical condition), issue an updated agreement. A simple amendment letter citing the original agreement date is sufficient — full re-signing is not always required for minor changes, but new health disclosures should always be documented in writing.
2026 optional clauses to consider
Frequently asked questions
- A PT contract should include: trainer and client details, a description of the training service and session format (in-person, online or hybrid), session packages and pricing, a cancellation and late-arrival policy, a health screening section (PAR-Q), a liability waiver, payment terms and expiry date for session blocks, termination notice, and independent contractor status if the trainer is self-employed.
This template covers all 10 clauses, including PAR-Q health screening with 7 standard questions, an enforced cancellation policy table, a liability waiver, and 2026-relevant online training and nutrition clauses. - A PAR-Q (Physical Activity Readiness Questionnaire) is a standardised health screening tool used before starting a new exercise programme. It asks clients about heart conditions, chest pain, dizziness, bone or joint problems, medication use, and whether a doctor has ever restricted their physical activity.
Most fitness industry bodies — including NASM, ACE, REPS and CIMSPA — require trainers to complete a PAR-Q with every new client before the first session. If a client answers "Yes" to any question, you must obtain written medical clearance before training begins. Including and signing the PAR-Q in the contract establishes that proper screening was conducted — this significantly reduces your liability if the client sustains an injury or medical event during training. - The standard is 24 hours' notice for a free reschedule. Sessions cancelled with less than 24 hours' notice are charged in full — the trainer's time is allocated and cannot be filled at short notice. Some trainers use 48 hours for early-morning sessions or package clients who book recurring slots.
The policy must be mutual: if the trainer cancels with less than 24 hours' notice, the client receives a free replacement session. Consistent enforcement is critical — the policy only works if it is applied without exceptions. When clients know it will be enforced, they respect it. When they see it waived once, they test it repeatedly. - Most personal trainers operating independently are self-employed sole traders or independent contractors, not employees. This contract includes an independent contractor clause confirming that the trainer is not an employee and is responsible for their own tax obligations (self-employment tax in the US; self-assessment and NI in the UK).
If a gym hires a trainer on a "contractor" basis but controls their working hours, dress code, and client assignments, HMRC (UK) or the IRS (US) may reclassify that relationship as employment — known as the "disguised employment" or "IR35" issue in the UK. If you work for a gym as a contractor, ensure the arrangement genuinely reflects independent status rather than employment. - The contract's PAR-Q and liability waiver clauses work together to address injuries. Before training begins, the client discloses existing conditions and signs the liability waiver acknowledging the inherent risks of exercise. If a new injury occurs during a session, stop the session immediately, document the incident in writing, and recommend the client seek medical advice before resuming training. Update the client's health screening record and adjust the programme accordingly.
The liability waiver limits your liability for inherent risks — but it does not protect against negligence. If you instruct a client to perform a movement that directly causes injury, or ignore a disclosed condition, you may still be liable. Maintaining current professional liability insurance and up-to-date qualifications is essential. - Always charge in advance. For block packages (5 or 10 sessions), collect the full fee before the first session. For monthly programmes, payment is due at the start of each calendar month. Billing after sessions creates cash flow problems and makes non-payment disputes much harder to resolve — once training has been delivered, your negotiating position is weak.
Many trainers offer a small discount on block packages (e.g. 10 sessions for the price of 9) in exchange for upfront payment. This improves cash flow predictability, reduces the administrative burden of chasing invoices, and improves client retention — clients who have paid for 10 sessions are more committed than those paying session by session.
Bonsai is built for solo professionals — send the contract, collect the e-signature, invoice your session packages and track client payments automatically.