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Personal Trainer Consultation Template (FREE)

Personal Trainer Consultation Template (FREE)

Posted by Tyler Spraul, Certified Strength and Conditioning Specialist® (CSCS®) on July 14, 2023 — Updated on December 8, 2023

Use this free personal trainer consultation template to gather information from personal training clients.

Personal Trainer Consultation Template

Get a free personal training consultation template below and then discover how to create an effective personal trainer consultation template that will help you streamline your client onboarding process and set the stage for successful training sessions.

This free personal trainer consultation form template is designed to gather comprehensive information from clients to tailor personal training programs effectively. It covers health and fitness background, goals, preferences, and availability, providing a solid foundation for developing an effective and personalized training plan. This template can be customized to include any additional information relevant to your training approach and should be reviewed and updated regularly to track client progress and adjustments in their training program.

These PT consultation forms are key when you learn how to design workout programs for clients and can be used in conjunction with personal training workout templates and the best workout plan creator software. Be sure to also check out the free gym waiver template, free fitness class waiver template, and free personal trainer waiver template.

Fitness Income Ideas

And, of course, managing your fitness business online with the best gym management software and the best personal training software means that you can easily manage your business online with software that automates your business and saves you time. Communicate with members and clients with email, SMS, and in-app messaging marketing cadences, you can create fitness session plans, waivers, forms, fitness assessments, lead forms, registration forms, offer online booking, workout plans, and much more.

Book personal training clients effortlessly online and in-person; make managing personal training session cancellations and reschedules a breeze with the best gym booking software, send waivers and consent forms with the best gym invoicing software, and even send fitness assessments with the best fitness assessments software—all in one platform!


Schedule automations using email, SMS, and in-app notifications to remind clients to sign their waivers and consent forms electronically, trigger messages to remind clients of their upcoming personal training appointments to reduce no-shows. Use the best gym marketing software to get started.

Gym Marketing Automations

Process payments easily online or in-person with the best gym payment processing software and the best apps for personal trainers who want their very own fitness app.

Gym Payments

Use the Exercise.com workout plan creator to create your workout plans and fitness assessments.

Workout Plan Creator

Publish your custom branded fitness apps to iOS and Android so you can offer a premium experience to your community.

Custom Branded Apps

Run fitness challenges, create online workout groups, do distance training, and of course, deliver fitness assessments and workouts, all right within the Exercise.com platform (custom branded to your brand).

Online Groups
Dean Somerset - Bird Dog
“Developing an easy intake system with my apps and ways to scale the delivery of workouts has been huge. Working with 20-30 individuals who each have specific goals and restrictions can be challenging, but your platform makes it easy to organize everyone’s programs and put a plan together that will get them the best results possible. The simple, effective tools help expand and simplify my coaching process.”
Dean Somerset
Owner, Somerset Fitness

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Personal Trainer Consultation Template

[Your Business Name or Your Name – Personal Training]

Personal Training Consultation Form

Date: [Date]

Client Information:

  • Full Name: ____________________________________
  • Date of Birth: ________________________
  • Address: ____________________________________________________________
  • Phone Number: ____________________________________
  • Email Address: ________________________________________________

Health and Fitness Background:

Medical History:

  • Do you have any chronic illnesses or conditions? ________________________________________________
  • Are you currently taking any medication? ____________________________________________________________
  • Have you undergone any surgeries in the past year? ________________________________________________

Injury History:

  • Have you experienced any injuries that may affect your ability to exercise? ______________________________________________________________________________________________________

Physical Activity Level:

  • Describe your current level of physical activity. ________________________________________________

Nutritional Habits:

  • Briefly describe your typical daily diet. ____________________________________________________________

Fitness Goals and Preferences:

Primary Fitness Goals:

  • What are your main fitness goals? (e.g., weight loss, muscle gain, improving flexibility) ______________________________________________________________________________________________________

Exercise Preferences:

  • What types of exercise do you enjoy or prefer? ________________________________________________


  • What days and times are you available for training sessions? ________________________________________

Motivation and Challenges:

  • What motivates you to achieve your fitness goals? ________________________________________________
  • What obstacles or challenges have hindered your progress in the past? _____________________________

Additional Information:

  • Any other concerns or preferences that you would like to discuss: __________________________________

Client Acknowledgment:

I, [Client’s Full Name], acknowledge that the information provided is accurate to the best of my knowledge and will be used to develop a personalized training program that aligns with my fitness goals and needs.

Client’s Signature: ____________________________________
Date: ____________

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“Working with Exercise.com and their team has been an amazing experience and a dream come true in terms of accomplishing a vision! Their workout technology has helped us effectively engage our community, and I highly recommend Exercise.com to grow your business!”
Andrew Banner
Co-Founder, AMPD Golf Performance

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Guide to Conducting a Personal Training Consultation

A personal training consultation is a critical step in establishing a relationship with a new client. It helps in understanding their goals, fitness level, and any special considerations. Here’s a step-by-step guide to conducting an effective consultation:

Step 1: Preparation

  • Gather Materials: Ensure you have all necessary forms, including health questionnaires, consent forms, and any assessment tools.
  • Review Client Information: If the client has filled out any pre-consultation forms, review these beforehand to get a sense of their background and goals.

Step 2: Welcome and Introduction

  • Create a Comfortable Environment: Start by making the client feel welcome and comfortable.
  • Introduce Yourself: Share your qualifications, experience, and training philosophy.
  • Outline the Consultation Process: Explain what the consultation will involve and its purpose.

Step 3: Health and Fitness Assessment

  • Health History: Discuss any medical conditions, previous injuries, or other health concerns.
  • Current Fitness Level: Ask about their current level of physical activity and exercise routines.
  • Nutritional Habits: Inquire about their diet and nutritional habits to get a full picture of their lifestyle.

Step 4: Goal Setting

  • Identify Fitness Goals: Understand their short-term and long-term fitness goals.
  • Discuss Motivations: Find out what motivates them and any challenges they’ve faced in achieving fitness goals in the past.
  • Set Realistic Targets: Help them set achievable and measurable goals.

Step 5: Program Overview

  • Propose Training Options: Based on the assessment, suggest training programs that align with their goals.
  • Explain Training Methods: Briefly describe the types of exercises, training methodologies, and equipment that will be used.

Step 6: Policy and Procedure Explanation

  • Discuss Policies: Explain your cancellation policy, payment terms, and other administrative details.
  • Consent and Agreements: Ensure they read and sign any necessary consent forms or agreements.

Step 7: Facility Tour

  • Show the Facilities: Give them a tour of the training facilities, highlighting areas where their sessions will take place.
  • Introduce Equipment: Introduce them to the equipment they will be using.

Step 8: Scheduling and Next Steps

  • Plan the First Session: Discuss availability and schedule their first training session.
  • Answer Questions: Allow time for any questions they might have about the training or the facility.

Step 9: Follow-Up

  • Provide Contact Information: Give them your contact details for any further questions.
  • Follow-Up Communication: Send a follow-up email thanking them for the consultation and summarizing the key points discussed.

Remember, the key to a successful personal training consultation is to build trust and understanding with the client. It sets the foundation for a productive trainer-client relationship. While this process can be managed effectively through personal interaction, integrating a platform like Exercise.com can further streamline scheduling, client management, and follow-up processes, enhancing overall efficiency and client satisfaction.

How long should a personal training consultation take?

A thorough consultation typically takes about 45-60 minutes. This allows enough time to cover all necessary areas without overwhelming the client.

Is it important to discuss nutrition during the consultation?

Yes, understanding a client’s nutritional habits is crucial as it complements their fitness regime and affects overall results.

Should I offer a free trial workout session during the consultation?

Offering a free trial session can be a great way to demonstrate your training style and the benefits of personal training, but it’s not a necessity. If you choose to offer this, it should be brief and basic.

What should be included in a personal training consultation?

A personal training consultation should include a discussion of the client’s fitness goals, health and exercise history, lifestyle factors, nutritional habits, and any specific needs or concerns. It’s also an opportunity to assess the client’s current fitness level and to explain your training approach.

How much should I charge for a personal trainer consultation?

Charging for a personal trainer consultation varies. Some trainers offer a free initial consultation to attract clients, while others charge a fee comparable to their standard session rates. The charge can depend on the consultation’s depth and duration.

How do you assess clients for personal training?

Assess clients for personal training by conducting fitness assessments, which can include cardiovascular, strength, flexibility, and body composition tests. Discuss their health history, current activity levels, and fitness goals to tailor a program suited to their needs.

What questions should personal trainers ask their clients?

Personal trainers should ask clients about their fitness goals, previous exercise experience, any health concerns or injuries, lifestyle factors (such as diet and sleep habits), and what motivates them. Understanding their expectations and limitations is crucial for effective training.

How do you conduct a consultation session for personal training?

Conduct a consultation session by first creating a welcoming and professional environment. Start with a conversation about the client’s goals, health history, and lifestyle. Perform initial fitness assessments if appropriate and discuss your training philosophy and plan.

How much should I charge clients for personal training?

Charging clients for personal training typically depends on your location, experience, and the type of training offered. Rates can range from $30 to $100 per hour. Consider offering package deals or different pricing tiers based on session length and frequency.

Read More: How much should I charge clients for personal training?

What are three fitness tests?

Three common fitness tests include:

  1. The treadmill test or Cooper run for cardiovascular endurance.
  2. Push-ups or sit-ups for muscular strength and endurance.
  3. Sit-and-reach test for flexibility.

What are the five fitness assessment exercises?

Five fitness assessment exercises might include:

  1. A cardiovascular endurance test like a 12-minute run.
  2. Push-ups to assess upper body strength.
  3. Squats for lower body strength.
  4. Sit-and-reach test for flexibility.
  5. Body composition analysis, such as BMI or skinfold measurements.

What are some common fitness tests used to measure fitness level?

Common fitness tests to measure fitness level include the Cooper 12-minute run test for cardiovascular fitness, push-up tests for muscular strength and endurance, sit-and-reach tests for flexibility, and body composition tests like BMI or skinfold measurements.

How many clients should a beginner personal trainer have?

A beginner personal trainer should start with a manageable number of clients, possibly between 5-10 clients per week, allowing them to provide personalized attention while honing their skills and building experience.

How many clients is good for a personal trainer?

The ideal number of clients for a personal trainer varies based on the trainer’s capacity and the type of training sessions. Generally, managing 15-25 sessions per week is considered a full and effective schedule.

Read More: How many clients is good for a personal trainer?

What is included in a personal training client consultation?

A personal training client consultation typically includes a discussion of fitness goals, health and medical history, lifestyle assessment, a basic fitness assessment, and an overview of the training approach and potential training plan.

How can Exercise.com help me run my personal training client consultation and other sessions?

Exercise.com can help run your personal training client consultations and other sessions by providing a comprehensive platform for client management, scheduling, fitness assessments, and program development. Its software streamlines the process of organizing and tracking consultations, making it easier to manage client information, plan sessions, and monitor progress.

Lani Hudgins
Excellent choice for my business! I tried nearly all the “major” platforms and found Exercise.com to be the most intuitive.
Lani Hudgins
Certified Personal Trainer & Nutrition Coach

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Tyler Spraul is the director of UX and the head trainer for Exercise.com. He has his Bachelor of Science degree in pre-medicine and is an NSCA-Certified Strength and Conditioning Specialist® (CSCS®). He is a former All-American soccer player and still coaches soccer today. In his free time, he enjoys reading, learning, and living the dad life.
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