Template guide

Personal trainer contract and waiver template

Before a first session, a trainer needs three things on file: an agreement on packages and cancellations, a health questionnaire, and a signed liability waiver. Here is what each one should say.

What to include

1. Session type, location and package. One-to-one or small group, gym, home or online, and the number of sessions purchased.
2. Package expiry. A package with no end date becomes a liability on your calendar. Give it a clear expiry, with a route for pausing for illness or injury.
3. Cancellations and lateness. 24 hours' notice is typical. Late cancellations and no-shows count as a used session, and late arrivals finish on time.
4. Health questionnaire. A PAR-Q style form completed before training starts, with a prompt to get medical clearance when answers call for it.
5. Assumption of risk and waiver. The client understands exercise carries risk and releases you within the limits local law allows. Use initialled statements so key points are clearly acknowledged.
6. Duty to report changes. Clients tell you about new injuries, symptoms or medication changes before the next session.
7. No guaranteed results. Results depend on many things outside the session. Don't promise a weight, size or date.
8. Scope of practice. Training and general guidance only. No medical advice, diagnosis or clinical meal plans.
9. Insurance and qualifications. State that you hold the relevant certification and insurance, and keep both current.

Mistakes to avoid

• Training someone before their health questionnaire is signed
• Selling packages that never expire
• Promising weight loss by a date
• Using the same old waiver in every state without checking local rules

Example wording you can adapt

Plain-English wording for the clauses people most often leave vague. Change the bracketed details to fit how you work.

Package expiry. Packages are valid for [number] weeks from the first session. If illness or injury prevents training, the Trainer may pause the package on written request.

Cancellations. Sessions cancelled with less than 24 hours' notice, and missed sessions, count as used. Late arrivals finish at the scheduled end time.

Assumption of risk. I understand that exercise carries risks, including injury. I confirm I have answered the health questionnaire honestly and will stop and tell the Trainer if I feel pain, dizziness or discomfort.

Results. The Trainer does not guarantee any particular result. Progress depends on many factors, including attendance, sleep, nutrition and health.

Getting paperwork done before day one

Send the agreement, health questionnaire and waiver as soon as a client books, and ask for them back at least a day before the first session. That gives you time to read the answers and suggest medical clearance if needed, rather than sorting through it on the gym floor.

Re-check health information periodically. A simple rule, such as a fresh questionnaire every 12 months or after any injury or major change, shows care and keeps your records useful.

Waiver rules vary by location, and some places limit what a release can cover. Treat any template as your starting point, ask a local lawyer to review your final version, and keep your liability insurance active regardless.

Skip the blank page

Every point above is already written into our template, with highlighted fields to fill in and a PDF copy to send. Edit it in Word, Google Docs or Pages.

Questions

Do personal trainers need a liability waiver?

Most do, as part of wider risk management alongside insurance and good health screening. Rules on what a waiver can cover vary, so have a local lawyer review your final version.

What is a PAR-Q?

The Physical Activity Readiness Questionnaire is a widely used style of pre-exercise health screen. The kit's form follows that style and prompts clients to seek clearance when needed.

Should training packages expire?

Usually, yes. An expiry keeps your schedule predictable and encourages attendance. Add a pause option for illness or injury.

Do these work for online coaching?

Yes. The agreement has fields for session type and location, including online training.

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Templates are a starting point, not legal advice; laws vary by location. Digital products: all sales are final; faulty file? Email hello@dojo.design and we’ll fix it or refund you.