A personal trainer contract is a legal agreement between the trainer and their client that outlines the terms of their professional relationship. It includes important details such as the duration of the training session, hourly rate, payment terms, frequency of meetings, and cancellation or rescheduling policies.
This document establishes the training program’s fitness goals and health-related considerations, all while protecting both parties’ rights.
Why Use
- Sets clear expectations for the client’s participation and the personal trainer’s duties.
- Creates a conflict-free trainer-client relationship.
- Defines health goals and related responsibilities.
- Sets healthy limits on your professional relationship.
- Establishes written proof of payment requirements.
What to Include in a Personal Trainer Contract
You can always modify your personal training contract to fit your unique circumstances and needs, but these contracts typically include the following key elements:
- Client and Trainer Information: Include the client’s and trainer’s names and contact details.
- Services: List the services the trainer will provide, including helping clients set fitness goals, writing nutrition plans, and introducing a variety of workouts.
- Fees and Payments: Include the payment terms, indicating the amount the client agrees to pay for the trainer’s services. Specify the amount, payment method, and payment frequency.
- Duration and Cancellation: State the duration of the personal training sessions and how long the trainer will provide them to the client. Clarify if the client can cancel in advance and whether there are any penalties for canceling without proper notice.
- Client Responsibilities: List the client’s responsibilities, which may include adherence to a facility’s policies and open communication with the trainer regarding any injuries or health concerns that may arise.
- Trainer Responsibilities: Detail the trainer’s responsibilities, which may include demonstrating exercises, providing motivation and encouragement, and monitoring the client’s progress with their exercise program.
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Confidentiality and Privacy Clauses: Consider adding a confidentiality clause or privacy clause stating that the trainer won’t share information relating to the client’s fitness progress or health conditions.
- This confidentiality, which you can also implement as a separate confidentiality agreement, encourages the client to be fully honest with the trainer, as they know their sensitive information will be safe.
- Waiver of Liability: When a client signs a release of liability as part of their contract, they agree to hold the trainer harmless for any harm they suffer in training, such as a heart attack, stroke, or other condition they can’t control.
Informed Consent and the Need for a Physical
Physical exercise can be beneficial, but it can also present dangers for certain people. Forms like the PAR-Q and the PAR-Q+ from the American Physical Therapy Association can help inform clients about potential risks and assess their readiness for personal training.
A personal trainer may require certain clients to ask their healthcare provider for a physical exam before they begin their training sessions.
Best Practices for Creating Secure Personal Trainer Contracts
Follow these tips to create a personal trainer contract that protects both parties’ interests:
1. Document All Amendments
Instead of making oral modifications, document all changes to your trainer-client relationship in written form. Please record minute and major changes, including changes to the training schedule and session costs. This practice prevents confusion and misunderstandings, facilitating a successful and mutually beneficial relationship.
2. Clearly Outline the Client’s Objectives
A personal training contract should clearly outline the client’s objectives and how the trainer will help them reach their goals. Include measurable outcomes to create a sense of unity, ensuring that both parties know what they’re working towards.
3. Understand Legal Requirements
Know your state’s, city’s, and county’s laws about personal training services, health information privacy, and more. Research whether you need a special license or certification to be a personal trainer, as these vary by state.
4. Ask a Lawyer to Review the Contract
Ask a lawyer to review the contract, requesting that they pay special attention to clauses relating to confidentiality and liability. This proactiveness can prevent legal issues in the long run.
5. Establish Dispute Resolution Methods
Establish dispute resolution methods so you and the other party can resolve legal issues in a manner to which you both agree. Depending on the parties’ preferences or the severity of the situation, you may choose from arbitration, mediation, or litigation.
Provide a Governing Law
Provide a governing law for the agreement. This clarity is especially useful when the trainer and the client live in different states, as it provides unity in the laws guiding the contract.
6. Acquire Mutual Consent
Have both parties read through the agreement so they can fully understand its terms. Engage in discussion with the other party to clarify any ambiguities. Acquire both parties’ signatures to solidify the agreement.
7. Review the Contract Regularly
Review the contract regularly to ensure the terms make sense for both parties. For example, as a trainer-client relationship persists, the trainer may need to change their rates to keep up with rates in their area or reflect their newly acquired education or certifications.
A client may also want to expand the trainer’s scope of responsibilities to reflect the higher session prices.
How to Find a Personal Trainer
If you’re a client looking to hire a personal trainer, you can follow these steps to find a personal trainer:
- Set your goals. Set your goals to determine the qualities you’d like in a personal trainer. For example, if you want to focus on building muscle rather than losing weight, you can narrow your search.
- Evaluate your preferred schedule and location. Set boundaries on what schedule you’re willing to follow (weekends only, weeknights, etc.) so you can find a trainer with similar availability. Also, consider how far you’re willing to travel
- Start your search. Begin searching for personal trainers using directories like iPersonalTrainer.net. You can also read testimonials and reviews on Google and ask friends, family members, and colleagues for recommendations based on their experiences with personal trainers.
- Confirm their credentials. Once you’ve found trainers that align with your preferences, you can check their credentials. Worthy personal trainers often have certifications from organizations like the American Council on Exercise (ACE), the American College of Sports Medicine (ACSM), and the National Academy of Sports Medicine (NASM).
- Check their experience and specializations: Read about their experience and specializations to determine if they can help you meet your unique goals.
- Conduct interviews. Conduct interviews with your top choices to discuss their training methods and philosophy and assess your compatibility with them.
- Review a drafted contract. Review a drafted contract, ensuring you understand and agree to all terms. Sign your name to confirm the arrangement.
- Attend a trial session. A trial session lets you confirm that the trainer you selected is the right fit for you.
How Do Personal Trainers Get Paid?
A personal trainer can send an invoice to their clients and collect payment via one of these payment methods:
- Hourly Rate: A trainer with a set hourly rate charges clients based on the number of hours they spend with them.
- Monthly Retainer: A trainer charges a client a preestablished monthly fee for a specific number of training sessions per month or per week. Clients can schedule sessions as they please as long as they don’t exceed their monthly or weekly limit.
- Per Session: A trainer charges a client for each individual session, allowing for greater flexibility for clients with inconsistent availability.
- Online Coaching: A trainer may provide a monthly package or subscription, allowing clients access to synchronous and asynchronous nutrition guides, workout plans, and other resources.
Personal Trainer Contract Sample
Download your personal trainer contract template below in PDF or Word format.
