Contracts built for Personal Trainers

Common questions from personal trainers

Do I need a liability waiver if I have clients sign a training contract?

Yes — these serve different purposes. Your training contract defines the commercial relationship. A liability waiver (informed consent form) is a separate document where clients acknowledge the physical risks of exercise and release you from liability for inherent fitness risks. Both should be signed before the first session. Some jurisdictions limit the enforceability of waivers, which is why professional liability insurance is still recommended.

What's a fair late cancellation policy?

The standard is requiring 24 hours' notice for cancellations, with a 'late cancel' fee equal to the full session cost if cancelled with less notice. Some trainers allow one late cancel per month as a courtesy. Whatever policy you set, it must be written into your contract and acknowledged before the client books their first session.

Should I require a doctor's clearance before training a client?

For clients with known health conditions, cardiovascular risk factors, or those over 40 who have been inactive, requesting a physician's clearance is both professionally responsible and legally protective. Your intake form and contract should include health disclosure questions and make clear that clients are responsible for disclosing any conditions that could affect their ability to exercise safely.

How should I handle package expiry and refunds?

Session packages should have a clear expiry date (typically 3–6 months) to ensure scheduling momentum and protect your revenue. Your refund policy should address what happens if a client is injured and can't complete their package — a pro-rated refund for unused sessions is reasonable and builds goodwill. Specify all of this in your contract upfront.