Personal trainer client contracts: Tips

When you’re working as a personal trainer, having a client contract in place is more than just a formality: it’s your safety net and your professional foundation. 

But what exactly goes into a personal trainer client contract, and why is it so important? In this blog, we’ll break down the essentials of what a PT contract should include and why it’s crucial for protecting both you and your clients, plus cover tips on how to draft an effective one that keeps everyone on the same page. 

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The importance of PT client contracts

• ‍They protect your business

A well-drafted personal trainer client contract is your first line of defence against legal liabilities and potential misunderstandings. It clearly outlines what both parties can expect from the partnership, protecting you from issues like unpaid sessions, liability for injuries or disputes over what services were agreed upon. 

Without a contract, you leave your business vulnerable to conflicts that could result in financial losses or damage to your reputation. Ultimately, a contract creates a mutual understanding that safeguards your interests as a trainer.

• ‍They help you set clear expectations

Contracts make sure that both you and your client are on the same page from the very beginning. By outlining key elements like the scope of services, session schedules, fees, payment terms and cancellation policies, the contract sets clear expectations for both sides. 

This can prevent potential frustrations, such as last-minute cancellations or misunderstandings about what’s included in a package. When clients know exactly what to expect, it improves communication and makes the working relationship much smoother.

• ‍Professionalism

Having a formal contract shows that you take your business seriously. It adds a level of professionalism that builds trust with your clients, showing that you are committed to providing them with a structured, well-organised service. 

When clients see that you’ve put time and thought into drafting a contract, it reinforces your credibility and reliability as a trainer. This professionalism can lead to stronger client relationships and even referrals.

• ‍Legality

In some places (like the UK), having a contract isn’t just a good business practice, it’s a legal necessity. Certain insurance policies or industry regulations may require you to have signed contracts with your clients to be covered in case of injury or disputes. 

Even where it’s not legally required, having a contract in place can make it easier to resolve any issues that may arise, as the agreed-upon terms are in writing and can be referenced if needed. This added layer of protection not only keeps you compliant but also provides peace of mind.

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Key elements of a personal trainer client contract

Not sure what needs to be included in your personal trainer client agreement contract? Here are some pointers to get you started. Think of this as your own personal trainer client contract template.

Basic information

In your personal trainer client contract, it’s important to begin with the essentials: names, contact details, session details and the date you start working together. Both you and your client need this accurate information so that everyone is on the same page from the get-go. 

This also includes specifying how many sessions you’ll provide per week or month, and at what times. Having this section clearly outlined prevents scheduling confusion and ensures everything is documented properly if any details change later on.

Services provided

To avoid any misunderstandings, make sure you list the exact services you’re offering – be as specific as you can. Whether it’s one-on-one training, group sessions or nutritional advice, being clear helps you manage client expectations. 

Clearly define how often you’ll meet and for how long each session will last. By detailing the scope of your services, you can prevent clients from assuming certain extras are included and set boundaries for what is and isn’t covered in your training package.

Payment terms

This is a particularly important part – if you want to get paid on time, that is. Your contract should thoroughly explain your payment structure. Whether you want your client to pay per session, purchase a package or use a monthly billing plan, it’s important they know when payments are due and which methods are accepted (e.g. credit card or bank transfer). 

It’s a good idea to include details about late payment fees and your policy if payments aren’t made on time, so that both sides understand the financial commitment and the consequences if payments are late.

Cancellation and rescheduling policy

Sometimes life gets in the way and, when push comes to shove, workouts are often the first things to be de-prioritised. So you can expect that sometimes, clients will need to cancel or reschedule. 

Your contract should clearly state the terms for cancellations, such as requiring 24 hours’ notice, to avoid last-minute cancellations or no-shows. Be upfront about any penalties or fees associated with breaking this policy. This will help you maintain a predictable schedule and ensure your time is valued.

Liability waiver

A liability waiver is essential for protecting your business from potential lawsuits in case of injury or accidents during training. 

The waiver should explain that the client acknowledges the risks associated with exercise and releases you from legal responsibility. This element not only safeguards your business but also sets the expectation that clients take ownership of their own safety.

Confidentiality and privacy

Your clients are trusting you with their personal and health-related information, so it’s your duty to assure them that this data will be kept confidential. 

This part of the contract should outline how you handle sensitive information in accordance with data protection laws and reassure clients that their privacy will be respected.

Termination clause

The contract should also outline how either party can terminate the agreement – whether that’s due to unforeseen circumstances (such as your client being made redundant) or dissatisfaction with your services. 

Make sure to include any potential penalties or refund policies tied to early termination. This helps you protect your business while offering clients an exit if necessary, keeping both sides happy and clear on expectations.

Health and safety acknowledgment

Finally, it’s important that clients disclose any pre-existing health conditions or injuries. This section ensures that you’re aware of any risks before starting your training together and that the client acknowledges these risks as well. 

It also establishes that you’ve informed them of any potential hazards in your training programme, providing an additional layer of protection for both you and your client.

Tips for drafting an effective personal trainer client contract

Now you know what to include in your contract, it’s time to start writing. Take your time with this, as it’s what you’ll refer back to in future client working relationships if anything goes wrong, or your client needs clarity on anything.

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Use clear and concise language

When drafting your personal trainer client contract, use straightforward, easy-to-understand language. Avoid legal jargon or overly technical terms that might confuse your clients. Use short sentences, bullet points and simple wording to make the contract more accessible to your clients.

Your goal is to create a contract that clearly outlines the expectations, responsibilities and policies without any ambiguity. Remember, the clearer the contract, the less room there is for misunderstanding. 

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Consult a legal professional

While you might feel confident writing your own contract, it’s always wise to consult with a legal professional. A lawyer can review your contract to make sure that it complies with local laws, protects your business and doesn’t include any loopholes that could lead to disputes. 

This step can also help you meet any legal requirements, such as including liability waivers or ensuring data privacy clauses align with regulations. Though it’s an upfront investment, getting legal advice can save you from potential headaches down the road, so it’s worth considering.

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Customise for each client

A one-size-fits-all contract is unlikely to serve your clients (or your business) as effectively as a customised one. Tailoring each contract to your client’s specific needs, preferences and goals can lead to stronger relationships and clearer communication. 

For example, some clients may require more flexibility in scheduling, while others may need specialised services like rehabilitation or nutrition coaching. 

Customisation also helps in addressing any unique risks or considerations relevant to each client, which ultimately helps protect your business.

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Keep it updated

As your business evolves, so should your contracts. Regularly review and update your client contracts to reflect any changes in your services, policies or relevant laws. This could include adjustments in pricing, new services offered, changes in cancellation policies or updates in liability waivers. 

Keeping your contracts current ensures that you and your clients are always aligned and that your business remains protected from new legal risks.

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Digital vs. paper contracts

It’s 2024, which means many trainers are moving toward digital contracts, and for good reason. Digital contracts are easy to store, search and manage, while also providing the convenience of e-signatures, which speed up the process for both you and your clients. Given a lot of people don’t have printers and scanners at home these days, going digital just makes sense.

Not to mention, digital contracts are environmentally friendly and more secure, as they can be backed up and encrypted. Paper contracts, while still an option, can be harder to store, easier to lose and less efficient when it comes to making updates. 

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Join UNTIL

A personal trainer client contract is an essential tool for protecting your business and setting clear expectations from the get-go. By including key elements such as payment terms, cancellation policies, liability waivers and confidentiality clauses, you’ll make sure you’re covered legally and can build trust with clients. To make things easier for both parties, opt for digital contracts for their convenience and security compared to traditional paper forms.

Renting your own space as a PT? In this case, having a solid contract becomes even more important. By running your own business within a dedicated facility like UNTIL, you have full control over your services and pricing – making a well-drafted contract vital for maintaining professionalism and smooth operations. 

UNTIL provides the perfect environment to elevate your brand, and having a robust contract allows you to focus on delivering excellent service to your clients. Apply now to give your clients the best possible experience from just £100 a month.

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