Did you just set up your personal training business? Coaching people is a fulfilling career where you get a rare opportunity to help your clients improve their lifestyles. You will likely make lifelong friends and a community around your brand.
But if there's something you should remember, it is to treat your business as a business.
Every client you deal with is a transaction that you should guard legally. As such, you must prepare a personal training contract for clients.
A personal training contract is not just a legal formality; it's the cornerstone of your professional relationship with clients.
It outlines service terms, establishes clear expectations, and provides a sense of security and control, protecting both parties legally.
Just think of this: 9.2% of annual revenue is lost by businesses that don't manage their contracts properly. Massive, right?
Implementing a solid contract is best to protect your earnings, minimize misunderstandings, reduce the risk of disputes, and project a more professional image for your fitness business.
A contract also demonstrates that you take your business and your clients' well-being seriously, which builds trust.
Here are the essential elements that will make your personal training contract for clients legally binding:
The contract should clearly define what you offer as a personal trainer.
To start, specify the frequency and duration of training sessions, the types of training you'll provide (whether personal, group, or virtual, strength, cardio, flexibility, or a combination), and any additional services like nutrition coaching or progress and goal tracking.
It would help if you were explicit about what's included and what's not to manage client expectations effectively and avoid potential conflicts.
If you offer multiple service packages, either set up a contract version for each or have a contract that outlines the general scope of the services and then links to specific package details depending on what service a particular client buys into.
It's also essential to address how you'll handle any additional services or changes to the agreement after the contract is signed.
Consider whether you'll allow for add-ons like extra training sessions, new nutrition plans, or modifications to the training structure mid-contract.
If so, define how such updates will be documented as an amended agreement or through a new contract for clarity.
Address financial matters upfront to avoid awkward situations later. For instance, outline your pricing structure, including rates for individual sessions or packages, accepted payment methods, and due dates.
In addition, detail any fees for late payments or additional services like diet plans or special consultations.
If you offer services with automatic recurring payments, detail how that is set up and what their options are for canceling (more in the next section on this) and if there are any technical requirements, e.g., direct debit set-up, PayPal recurring payment features, and more.
A personal training contract for clients needs to be explicit about financial terms to minimize the risk of payment disputes and ensure financial transparency.
Life can be unpredictable sometimes, so include a fair cancellation policy that respects your time and your clients' circumstances.
Your contract should specify the required notice for cancellations, any fees for late cancellations or no-shows, and your policy for rescheduling sessions.
If you offer refunds under certain conditions, clearly outline those terms to maintain a smooth schedule and show that you value everyone's time.
Also, include any technical steps clients must take should they decide to cancel. It can be as simple as sending you an email or logging into their PayPal (or other) account and initiating the cancellation from there.
As a new trainer building your client base, offering some flexibility in rescheduling or canceling sessions can be a great way to foster strong client relationships.
However, it's crucial to set clear boundaries to protect your schedule and ensure that clients understand there are limits to this flexibility.
The contract should legally protect your business by including a liability waiver stating that clients understand the risks associated with physical exercise.
Make it clear that clients are responsible for disclosing any health issues that might affect their ability to train safely.
This section should release you from liability for injuries that may occur during training (unless it's a case of probable PT negligence). That's an essential layer of protection for your business.
Ensure you include any forms or questionnaires your clients need to fill and sign so you have proof that they understand and agree to these terms.
Your personal training contract for clients should also guarantee confidentiality and commit to protecting personal information according to privacy laws.
If you have clients in the European Union, you will need to adhere to GDPR guidelines and practices.
Ensure you check the regulations of your country, and if you're in the US, check your state laws on data protection and include them in your contract.
Detail how you will use their personal data, such as health metrics or contact information, and under what circumstances, if any, you might share this information.
When you assure clients of their privacy, you build trust and comply with legal standards.
As a result, clients will feel confident when sharing sensitive information, which is necessary for personalizing their training programs.
While long-lasting client relationships are ideal, you must also plan for endings.
A thorough termination clause specifying the conditions under which either party can end the contract provides reassurance about the end of the contract.
It includes notice periods, any fees associated with early termination, and circumstances that would lead to immediate termination, ensuring a professional parting of ways if needed.
Now that you know what to include, here are some tips to make your contract effective and user-friendly:
By avoiding legal jargon and complex terms, you can ensure your clients fully understand the contract.
This clear and simple language reduces the risk of misinterpretation and shows respect for your clients, making them feel more comfortable and informed.
Remember, you're a personal trainer, not a lawyer - your clients will appreciate straightforward communication.
The more specific you are, the less room there is for misunderstanding. Detailed descriptions of services, payments, and policies reduce the risk of disputes and ensure both parties are on the same page.
So, instead of saying "regular sessions," specify "two 60-minute sessions per week".
The specificity should include exact figures, dates, and definitions of key terms used in the contract.
A detailed contract provides a comprehensive guide for your interactions with clients, giving a clear reference point for any questions or disputes that might arise.
While personal trainer contract templates can be helpful starting points, ensure your contract reflects your specific business practices and values.
Customize it to reflect the unique aspects of your services and business model.
This will allow you to address the exact needs and expectations of your clientele and the particularities of your training approach.
Add a section at the end of the contract where clients must acknowledge that they have read, understood, and agreed to the terms.
This is legally important as it demonstrates that the client was aware of and consented to the terms before commencing training.
It also reinforces the contractual obligations and provides a solid basis for legal recourse if any disputes arise regarding the agreed terms.
While it's possible to create a contract on your own, having a legal professional review it can provide peace of mind and guarantee you haven't overlooked any important details.
A lawyer can ensure that your contract complies with local laws and regulations and covers all necessary legal bases.
While hiring a legal professional can give you peace of mind, the cost might range from $300 to $500 or more for a small business contract in the US.
If this is beyond your current budget, consider using affordable contract services like SignWell or other platforms offering contract templates at a lower price that you can also have clients sign online (see tip #6).
These provide a practical middle ground, allowing you to customize a professional contract without the higher cost of legal fees.
If you're an online personal trainer or sign up clients remotely, adapt your contract for digital use.
Ensure your online contract meets the requirements for acceptance of online terms.
For example, consider implementing a double opt-in process, where clients check a box saying "I Agree" and then click an "I Agree" button.
You want to place these elements near the terms of service to clearly show what the user agrees to.
A well-structured personal training contract establishes transparent, enforceable terms between you and your clients and includes the following key elements:
With these elements clearly defined, you'll be better prepared to avoid misunderstandings and build a solid foundation for your business relationships.
A personal training contract protects your business and builds trust by ensuring all parties understand their rights and obligations.
With clear terms laid out, you can focus more on delivering quality service rather than resolving misunderstandings or disputes.
While creating contracts is crucial, you also need personal training software like PT Distinction to securely store client information, track progress, manage schedules, and provide online training resources.
Get your 1-Month free trial now and experience the difference efficient client, program, and business management can make.
We'll get you up and running in no time. Start with our zero-risk free trial and build your personal training empire today.
