Starting with a new client is always exciting. You want to get straight into writing their programme and planning their sessions on the gym floor.
Before anyone touches a dumbbell or starts an online block, you need a signed personal training contract. This document protects your time and income while showing clients exactly how your business operates. A clear agreement stops awkward arguments about money and missed sessions before they happen.
Outline the exact service details
Your contract must state exactly what the client is buying. Vague promises lead to mismatched expectations and unhappy customers.
If you sell in-person training, state the exact number of sessions per week and the length of each session. Specify where the training takes place. If you run sessions at a commercial gym like PureGym, clarify who pays the entry fee.
For online coaching, list exactly what the package includes. State how many programmes they receive, how often you review their check-ins and your working hours for WhatsApp support.
Define the total duration of the agreement. If they sign up for a 12 week block, put those start and end dates clearly in writing.
Set clear payment terms
Money causes the most friction in any coaching relationship. Your contract must explain exactly how and when you get paid.
State the total price of the package and the payment schedule. If they pay £150 a month, specify the exact date that money must clear in your bank account. State whether you accept bank transfers, direct debits or cash.
Include a section on late payments. Explain what happens if a direct debit bounces or they fail to pay their invoice on time. You might state that all coaching stops immediately until the balance is cleared. Clear financial boundaries ensure you actually get paid for your hard work.
Define your cancellation rules
Clients will inevitably need to cancel sessions. Without a written policy, you will lose money when they drop out at the last minute.
State your notice period clearly. Most trainers require 24 hours of notice for a cancelled session. Explain the penalty for missing this window. Usually, the client loses that session from their paid package.
Detail what happens if you need to cancel on them. Professionalism works both ways. If you fall ill, promise to reschedule their session within 14 days or offer a refund for that specific hour.
Include health and safety waivers
Personal training carries physical risks. You need to protect yourself legally if a client gets injured while following your advice.
Include a physical activity readiness questionnaire with your contract. This forces the client to declare any existing injuries, heart conditions or medications. If they flag a medical issue, require them to get written clearance from their doctor before training begins.
Add a liability waiver. This section states that the client accepts the inherent risks of lifting weights and exercising. It protects your business if they trip over a kettlebell or strain a muscle during a session.
Detail the termination process
Sometimes a coaching relationship simply does not work out. You need a clear process for ending the agreement early.
State how much notice a client must give to cancel a rolling monthly contract. A notice period of 30 days is standard in the UK fitness industry. This gives you enough time to find a new client to fill their spot.
Explain your refund policy for upfront payments. If a client pays for 6 months in advance and quits after 4 weeks, outline exactly how much money they get back. Setting these terms early stops messy disputes down the line.
Make it easy to sign
A contract only protects you if the client actually signs it. Printing paper copies and asking clients to bring them to the gym creates unnecessary friction.
Use digital forms to collect signatures. Clients can read the terms on their phone and sign with their finger in seconds.
Store these signed agreements safely. Fettle handles client tracking, check-ins and programmes, making it easy to keep all client administrative documents neatly organised in one place. When you have quick access to their contract, you can easily refer back to it if a dispute arises.
Frequently asked questions
Do I need a solicitor to write my contract?
You do not strictly need a solicitor for a basic agreement. Many professional insurance providers give their trainers standard contract templates. However, paying a legal professional to review your document ensures it complies fully with UK consumer law.
Can a client refuse to sign the agreement?
A client can refuse to sign, but you should refuse to train them. Training someone without a signed contract and liability waiver invalidates your professional insurance. Never compromise on this rule.
How often should I update the agreement?
Review your contract once a year. Update the document whenever you increase your prices, change your cancellation rules or add new services. Always ask existing clients to sign the new version.
