Personal Trainer Intake Form

Fully editable with custom branding. Send, print or embed online.

Personal Trainer Intake Form

Fully editable with custom branding. Send, print or embed online.


/5 - votes
Downloaded times
Use template
Legally vetted
Track opens & views

First Name
Last Name
Acme LLC.
First Name
Last Name
Corporation Corp.
First Name
Last Name
Acme LLC.
First Name
Last Name
Corporation Corp.

Personal Trainer Intake Form

Fully editable with custom branding. Send, print or embed online.

Personal Trainer Intake Form

Fully editable with custom branding. Send, print or embed online.

Bonsai has helped create 1,023,928 documents and counting.

Trusted by 500,000+
business owners

Date: March 8th 2023



Acme LLC.

Corporation Corp.

This Contract is between Client (the "Client") and Acme LLC, a California limited liability company (the "Coach").

The Contract is dated January 23, 2023.


1.1 Project. The Client is hiring the Coach to develop a coaching relationship between the Client and Coach in order to cultivate the Client's personal, professional, or business goals and create a plan to achieve those goals through stimulating and creative interactions with the ultimate result of maximizing the Client's personal or professional potential.

1.2 Schedule. The Coach will begin work on February 1, 2023 and will continue until the work is completed. This Contract can be ended by either Client or Coach at any time, pursuant to the terms of Section 4, Term and Termination.

The Coach and Client will meet by video conference, 4 days per month for 2 hours.

1.3 Payment. The Client will pay the Coach an hourly rate of $150. Of this, the Client will pay the Coach $500.00 (USD) before work begins.

1.4 Expenses. The Client will reimburse the Coach's expenses. Expenses do not need to be pre-approved by the Client.

1.5 Invoices. The Coach will invoice the Client in accordance with the milestones in Section 1.3. The Client agrees to pay the amount owed within 15 days of receiving the invoice. Payment after that date will incur a late fee of 1.0% per month on the outstanding amount.

1.6 Support. The Coach will not be available by telephone, or email in between scheduled sessions.


- A coaching relationship is a partnership between two or more individuals or entities, like a teacher-student or coach-athlete relationship. Both the Client and Coach must uphold their obligations for the relationship to be successful.

- The Coach agrees to maintain the ethics and standards of behavior established by the International Coaching Federation (ICF).

- The Client acknowledges and agrees that coaching is a comprehensive process that may explore different areas of the Client's life, including work, finances, health, and relationships.

- The Client is responsible for implementing the insights and techniques learned from the Coach.


3.1 Overview. This section contains important promises between the parties.

3.2 Authority To Sign. Each party promises to the other party that it has the authority to enter into this Contract and to perform all of its obligations under this Contract.

3.3 Coach Has Right To Give Client Work Product. The Coach promises that it owns the work product, that the Coach is able to give the work product to the Client, and that no other party will claim that it owns the work product. If the Coach uses employees or subcontractors, the Coach also promises that these employees and subcontractors have signed contracts with the Coach giving the Coach any rights that the employees or subcontractors have related to the Coach's background IP and work product.

3.4 Coach Will Comply With Laws. The Coach promises that the manner it does this job, its work product, and any background IP it uses comply with applicable U.S. and foreign laws and regulations.

3.5 Work Product Does Not Infringe. The Coach promises that its work product does not and will not infringe on someone else's intellectual property rights, that the Coach has the right to let the Client use the background IP, and that this Contract does not and will not violate any contract that the Coach has entered into or will enter into with someone else.

3.7 Client-Supplied Material Does Not Infringe. If the Client provides the Coach with material to incorporate into the work product, the Client promises that this material does not infringe on someone else's intellectual property rights.


This Contract is ongoing until it expires or the work is completed. Either party may end this Contract for any reason by sending an email or letter to the other party, informing the recipient that the sender is ending the Contract and that the Contract will end in 7 days. The Contract officially ends once that time has passed. The party that is ending the Contract must provide notice by taking the steps explained in Section 9.4. The Coach must immediately stop working as soon as it receives this notice unless the notice says otherwise.

If either party ends this Contract before the Contract automatically ends, the Client will pay the Contractor for the work done up until when the Contract ends. The following sections don't end even after the Contract ends: 3 (Representations); 6 (Confidential Information); 7 (Limitation of Liability); 8 (Indemnity); and 9 (General).


The Client is hiring the Coach as an independent contractor. The following statements accurately reflect their relationship:

- The Coach will use its own equipment, tools, and material to do the work.

- The Client will not control how the job is performed on a day-to-day basis. Rather, the Coach is responsible for determining when, where, and how it will carry out the work.

- The Client will not provide the Coach with any training.

- The Client and the Coach do not have a partnership or employer-employee relationship.

- The Coach cannot enter into contracts, make promises, or act on behalf of the Client.

- The Coach is not entitled to the Client's benefits (e.g., group insurance, retirement benefits, retirement plans, vacation days).

- The Coach is responsible for its own taxes.

- The Client will not withhold social security and Medicare taxes or make payments for disability insurance, unemployment insurance, or workers compensation for the Coach or any of the Coach's employees or subcontractors.


6.1 Overview. This Contract imposes special restrictions on how the Client and the Coach must handle confidential information. These obligations are explained in this section.

6.2 The Client's Confidential Information. While working for the Client, the Coach may come across, or be given, Client information that is confidential. This is information like customer lists, business strategies, research & development notes, statistics about a website, and other information that is private. The Coach promises to treat this information as if it is the Coach's own confidential information. The Coach may use this information to do its job under this Contract, but not for anything else. For example, if the Client lets the Coach use a customer list to send out a newsletter, the Coach cannot use those email addresses for any other purpose. The one exception to this is if the Client gives the Coach written permission to use the information for another purpose, the Coach may use the information for that purpose, as well. When this Contract ends, the Coach must give back or destroy all confidential information, and confirm that it has done so. The Coach promises that it will not share confidential information with a third party, unless the Client gives the Coach written permission first. The Coach must continue to follow these obligations, even after the Contract ends. The Coach's responsibilities only stop if the Coach can show any of the following: (i) that the information was already public when the Coach came across it; (ii) the information became public after the Coach came across it, but not because of anything the Coach did or didn't do; (iii) the Coach already knew the information when the Coach came across it and the Coach didn't have any obligation to keep it secret; (iv) a third party provided the Coach with the information without requiring that the Coach keep it a secret; or (v) the Coach created the information on its own, without using anything belonging to the Client.

6.3 Third-Party Confidential Information. It's possible the Client and the Coach each have access to confidential information that belongs to third parties. The Client and the Coach each promise that it will not share with the other party confidential information that belongs to third parties, unless it is allowed to do so. If the Client or the Coach is allowed to share confidential information with the other party and does so, the sharing party promises to tell the other party in writing of any special restrictions regarding that information.


Neither party is liable for breach-of-contract damages that the breaching party could not reasonably have foreseen when it entered this Contract.


8.1 Overview. This section transfers certain risks between the parties if a third party sues or goes after the Client or the Coach or both. For example, if the Client gets sued for something that the Coach did, then the Coach may promise to come to the Client's defense or to reimburse the Client for any losses.

8.2 Client Indemnity. In this Contract, the Coach agrees to indemnify the Client (and its affiliates and their directors, officers, employees, and agents) from and against all liabilities, losses, damages, and expenses (including reasonable attorneys' fees) related to a third-party claim or proceeding arising out of: (i) the work the Coach has done under this Contract; (ii) a breach by the Coach of its obligations under this Contract; or (iii) a breach by the Coach of the promises it is making in Section 3 (Representations).

8.3 Coach Indemnity. In this Contract, the Client agrees to indemnify the Coach (and its affiliates and their directors, officers, employees, and agents) from and against liabilities, losses, damages, and expenses (including reasonable attorneys' fees) related to a third-party claim or proceeding arising out of a breach by the Client of its obligations under this Contract.


9.1 Assignment​. This Contract applies only to the Client and the Coach. Neither the Client nor the Coach can assign its rights or delegate its obligations under this Contract to a third-party (other than by will or intestate), without first receiving the other's written permission.

9.2 Arbitration. As the exclusive means of initiating adversarial proceedings to resolve any dispute arising under this Contract, a party may demand that the dispute be resolved by arbitration administered by the American Arbitration Association in accordance with its commercial arbitration rules.

9.3 Modification; Waiver. To change anything in this Contract, the Client and the Coach must agree to that change in writing and sign a document showing their contract. Neither party can waive its rights under this Contract or release the other party from its obligations under this Contract, unless the waiving party acknowledges it is doing so in writing and signs a document that says so.

9.4. Noticies.

(a) Over the course of this Contract, one party may need to send a notice to the other party. For the notice to be valid, it must be in writing and delivered in one of the following ways: personal delivery, email, or certified or registered mail (postage prepaid, return receipt requested). The notice must be delivered to the party's address listed at the end of this Contract or to another address that the party has provided in writing as an appropriate address to receive notice.

(b) The timing of when a notice is received can be very important. To avoid confusion, a valid notice is considered received as follows: (i) if delivered personally, it is considered received immediately; (ii) if delivered by email, it is considered received upon acknowledgement of receipt; (iii) if delivered by registered or certified mail (postage prepaid, return receipt requested), it is considered received upon receipt as indicated by the date on the signed receipt. If a party refuses to accept notice or if notice cannot be delivered because of a change in address for which no notice was given, then it is considered received when the notice is rejected or unable to be delivered. If the notice is received after 5:00pm on a business day at the location specified in the address for that party, or on a day that is not a business day, then the notice is considered received at 9:00am on the next business day.

9.5 Severability. This section deals with what happens if a portion of the Contract is found to be unenforceable. If that's the case, the unenforceable portion will be changed to the minimum extent necessary to make it enforceable, unless that change is not permitted by law, in which case the portion will be disregarded. If any portion of the Contract is changed or disregarded because it is unenforceable, the rest of the Contract is still enforceable.

9.6 Signatures. The Client and the Coach must sign this document using Bonsai's e-signing system. These electronic signatures count as originals for all purposes.

9.7 Governing Law. The validity, interpretation, construction and performance of this document shall be governed by the laws of the United States of America.

9.8 Entire Contract. This Contract represents the parties' final and complete understanding of this job and the subject matter discussed in this Contract. This Contract supersedes all other contracts (both written and oral) between the parties.



Acme LLC.

Corporation Corp.
Table of contents

A career as a personal trainer can be both lucrative and rewarding. Many people have turned their love of health and fitness into a personal training business.

There is much more to being a successful personal trainer than just showing up and making your client sweat, though. The fitness business is extremely competitive. There are currently more than 300,000 personal trainers in the US alone and standing out amongst the crowd means paying attention to details both in and out of the gym.

Using client intake forms is a great way of streamlining your onboarding process. Personal training forms allow you to gather information from contact details and relevant medical information to their current state of physical fitness and availability status for training sessions.

In this article, we will talk about why a client intake form is important for you as a personal trainer, the relevant fields to include, and the easiest way to create your own with Bonsai's 14-day free trail!

What is a personal trainer intake form?

A personal trainer intake form is a standardized form that fitness professionals use to onboard new clients and allows them to gather useful information before meeting a client for the first time.

Client intake forms used by personal trainers are comprised of several sections including personal details, lifestyle, and an initial fitness assessment to name a few (more on that later).

Why use a personal trainer intake form?

Gone are the days of lazy personal trainers who are more interested in client quantity than their services' quality. The fitness business has moved on and potential new clients are much more discerning when seeking out someone to help them achieve their goals.

We've already mentioned how competitive the fitness industry is. A personal training intake form gives you a good grasp of your client's needs before you ever meet face to face. Many of the world's best personal trainers use intake forms, and if you don't they may also be taking your clients!

Let's look at the top reasons why your personal training business should make use of intake forms:

Professionalism and efficiency

Providing a great personal training experience starts long before your client sets foot in the gym or studio. As with so many fields, becoming a success in the personal training world is about building relationships. The intake form is your first point of contact and can set the tone for that relationship moving forward.

Show your client that you care by making the effort to gather relevant information ahead of your first meeting so that they don't have to waste their's filling out paperwork during their training session.

The fact is that the vast majority of personal trainers (the good ones, anyway!) provide intake forms to clients in advance.

How do you think it will reflect on you if you don't?

Build better training programs

No two clients are the same. As a trainer, it is crucial that you have a good understanding of their expectations, long and short-term goals, and any limitations you may have to work around.

There are many reasons people choose personal training and it is your job to create a bespoke program that takes their needs into account. After all, there are plenty of generic workouts online that cost far less than one-on-one training.

The more time you spend together, the better tailored your program design will be, but using a personal trainer intake form means you can be ahead of the game right from the start.

Risk and Liability

Pre-existing injuries or other medical conditions are common with new clients and will dictate the type, intensity, or volume of training they undertake. It is up to you to take these factors into account when building a program to ensure that you only expose clients to a reasonable risk when training with you.

Included in your intake form should be a "Waiver of Liability" which protects you in the event of an accident whilst exposing your client to training that is considered a reasonable risk.

It is almost always the case that your certification body and/or insurance provider will require that all clients sign a Waiver of Liability prior to training with you.

What sections should you include in your intake forms?

As we've discussed, your personal trainer forms should cover various areas of importance. Let's go over some of the main sections to include in your intake form and the kind of information you are looking to gain from each (if you would like examples of specific questions to go with each section then check out this free personal trainer client questionnaire)

Medical history and PAr q form

A physical activity readiness questionnaire is a standard set of seven questions designed to get an overall picture of a client's health and whether they are physically ready to undertake a new exercise program.

Whilst the Par q form is a good start, we also recommend asking some additional questions that it does not cover on topics such as medication history, surgeries, pregnancy, or previous injuries (specific examples can be found here).

Waiver of liability

The waiver of liability form is a document that releases you from any liability associated with a client injuring themselves during training.

It should be noted that this form will only offer you legal protection if you are not exposing your client to unreasonable risk. It is your job as a trainer to ensure that you use all the information you have collected to create an exercise program that is considered reasonable.

Fitness and training

Every new client will come to you with a different background of physical activity. Here you can ask about previous fitness experience, long and short-term goals, whether or not they have worked with a trainer in the past, etc.

Lifestyle details

Many lifestyle factors can have an impact on the kind of program you design for a client. In this section, you can find answers about current exercise habits, sleep and nutrition quality, job description, stress levels, and much more.

All of this will help to give you a complete picture of your client.

New client agreement

A new client agreement form helps to give the trainer/client relationship a solid foundation by outlining various agreements such as:

  • What happens if the client is late or doesn't show up for a session?
  • How would you like to be paid?
  • Refund policy
  • An understanding on the client's behalf of the level of commitment needed to see results from training

Administrative details

In this section, your goal is to record member information that is essential to the running of all fitness businesses such as:

  • Name
  • Date of birth
  • Phone and address
  • Emergency contact information
  • Payment details

The best way to create your own client intake forms

Creating intake forms that look professional and cover all the right topics can be a challenge. Luckily Bonsai has your back when it comes to delivering great-looking forms to your clients!

Whether you use a template or design from scratch, Bonsai's forms are fully customizable and can be branded with your business logo. You can track the status of completed forms, store client information, accept payments and keep on top of your accounting all in one place.

Get started with Bonsai's 14-day free trial here and see if we can help you streamline your personal training business!

Final thoughts

Using client intake forms just makes sense. It saves time (for both you and your client), helps to keep information organized, and gives you the ability to provide the best possible training.

Don't be left behind in this competitive environment by not doing the things outside of the gym that ensure your client's results inside it.

Frequently Asked Questions
Questions about this template.

What forms do I need as a PT?

Legal documents for personal trainers are frequently disregarded, yet they must be in place for any credible training facility. Here are the types of documents trainers would need: Disclaimer form. Fitness evaluation tool: Physical Activity Readiness Questionnaire (PAR-Q). List of emergency contact information. Contract between the client and the trainer.

How do you create a client intake form?

Try Bonsai's form builder software at no cost to create a client intake form. Our software designer is simple to use and allows you to create beautiful, professional-looking intake forms instantly.

What is an intake checklist?

An intake form gathers all the data an organization or department requires to appropriately evaluate and direct a person or request through a business process.