Personal Trainers Guide to Client Contracts

When you are first sitting down with a client after going through the Pre-Exercise Screening Questions, you should provide them with the terms and conditions governing the basis upon which you provide your services. You should also provide a copy of your cancellation policy if not already included.

What are we going to cover?

In this article, we'll provide you some things for you to consider including when drafting your own terms of service and cancellation policy. We'll also provide some templates to download and use to help get you started. You can also add these to Keepon if you happen to use the product. If you don't use Keepon we provide a place for your clients to review and accept your terms of service and cancellation policy whenever they book in with you.

Some key terms you should consider including are:

  • The fees you charge including cancellation fees
  • The services that will be provided and by who
  • How and when the payment is to be made? i.e. Do you use services such as Keepon?
  • What are the consequences if payment is not made?
  • What is the process if a client is unable to attend and what are the required notice periods?
  • Can a client cancel or terminate the contract early?
  • How long are you required to wait for a client who is late?
  • What liabilities do you seek to exclude?

You can draw up your own conditions, but can also have them checked or drafted by a lawyer to ensure that all-important legal points are covered.

By providing your clients with a copy of your personal training service agreement and cancellation policy, going through it with them, and getting them to understand the reasons why it is in place. You are also setting yourself up for success and addressing the issues before they arise. It demonstrates that you are a professional and the methods in which you operate.

This is not to say people won’t still cancel or push the boundaries but it will be a lot easier to address any questions as to why you are charging them if they cancel or why you are ending your relationship with them.

Templates to download

Closing Thought

The client must remember that you are providing a professional service and that there is an opportunity cost associated with your time. If the client does not respect the services you provide and your time, they are simply not worth having as a client.

*Please note the information provided on this website is general only in its nature and you should not consider it as legal advice. For legal advice please see a lawyer.