Personal training contract, waiver and PAR-Q: the three forms every client signs
By the BizDocs Studio team · Updated
- •Before session one, a client should complete a PAR-Q+ health screen and sign a liability waiver; the training agreement sets packages and rules.
- •The agreement covers sessions, cancellations (24 hours is standard), package expiry, payment, refunds, health disclosure and results.
- •The waiver describes the risks, has the client assume them and releases ordinary negligence where state law allows.
- •Online clients need their own agreement: minimum term, check-ins, pausing and unsupervised-training risk.
Trainers usually adopt paperwork after the first bad experience: a client who wants a refund on twenty unused sessions, or a client who did not mention a heart condition. Three forms prevent both.
1. PAR-Q+ health screen
The PAR-Q+ asks a short set of yes/no questions about heart conditions, chest pain, dizziness, joint problems and medications. A yes means the client should get medical clearance before starting or increasing exercise. Keep a physician clearance letter ready for those clients and review the screen yearly.
2. Liability waiver
- Clear description of exercise risks, including serious injury
- Client confirms truthful health disclosure and voluntary participation
- Express assumption of risk
- Release of claims, naming ordinary negligence, to the extent the state allows
- Medical treatment consent in an emergency
- Conspicuous acknowledgment above the signature
3. Training agreement
| Term | Common practice |
|---|---|
| Cancellation | 24 hours' notice; late cancel or no-show forfeits the session |
| Package expiry | 90 days for 10 sessions, 180 for 20; one medical extension |
| Refunds | Unused sessions refunded only for documented medical reasons, less used sessions at single rate |
| Memberships | Autopay, 30 days' written notice to cancel |
| Results | No guaranteed outcome; nutrition guidance within scope |
Ten documents that get a personal trainer or online coach from first consult to week-12 re-test with every signature in place.
Online coaching agreement
Online coaching changes the risk and the product: the client trains unsupervised, the deliverable is programming and check-ins, and churn is high. Set a minimum term, a pause policy, check-in deadlines, response times and a statement that the client trains at their own risk where it is safe to do so.
Track progress to keep clients
A baseline assessment and re-tests every four weeks make progress visible, which is what renews packages. Our trainer pack includes the PAR-Q+ with clearance letter, waiver, agreement, rates sheet, assessment tracker, program sheet, nutrition log, online coaching agreement and client policies.
Sample cancellation clause
Sessions cancelled or rescheduled with at least 24 hours' notice are not charged. Sessions cancelled with less notice, and missed sessions, are forfeited. If your trainer cancels with less than 24 hours' notice, a complimentary session is added to your package.
Scope of practice
Personal trainers design exercise programs and give general nutrition guidance. They do not diagnose or treat injuries or prescribe diets for medical conditions. Write that into the agreement and refer clients to a physician, physical therapist or registered dietitian when needed; it protects the client and your insurance coverage.
Assessments that drive renewals
| Measure | Why |
|---|---|
| Body measurements | Visible change even when weight is flat |
| Push-ups, plank, squat | Simple strength and endurance markers |
| Step test or 1-mile walk/run | Cardio fitness trend |
| Energy, sleep, adherence (1–10) | What clients feel, not just what you measure |
Re-test every four weeks and show the client the numbers side by side before their package runs out.
Insurance and certification
Most gyms and many clients require proof of professional liability insurance and a current certification plus CPR/AED. Keep certificates current and note them on your rates sheet and agreement.
Frequently asked questions
Does a personal trainer need a waiver?
Strongly advised. Together with liability insurance, a clear waiver is your main protection if a client is injured. Enforceability varies by state.
What is a PAR-Q form?
The Physical Activity Readiness Questionnaire screens new exercisers for conditions that need medical clearance. The current version is the PAR-Q+.
Can I refuse refunds on unused sessions?
Your agreement decides. Most trainers refund only for documented medical reasons; some states regulate prepaid fitness contracts, so check local rules.
This guide is general information for US small businesses, not legal advice. Rules vary by state and city; have a local attorney review contracts and notices before use.
Ten documents that get a personal trainer or online coach from first consult to week-12 re-test with every signature in place.