Personal Trainer Consultation Form Template
The free consultation is where personal training businesses are won — and most trainers walk into it with a notepad and hope. Thirty minutes later they know the client wants to “get fitter,” nothing about the schedule that will make or break adherence, and the client leaves with “let me put together a plan” hanging in the air like a maybe.
This form is the consult’s agenda. It goes out when the session is booked, the client answers before you meet, and the conversation starts with every fact already on the table — which is how consults end with a program proposal instead of a “think about it.”
The Consult, Question by Question
- The goal, with a date on it — not “get in shape” but the wedding in June, the backpacking trip, the reunion; a long text answer that tells you what the program is actually for
- Training history — what they’ve done, what stuck, what they quit, and what, if anything, injured them
- A self-reported movement check — stairs, flexibility, anything that hurts; the honest baseline before your in-person assessment adds to it
- Schedule reality — a dropdown of your actual available training windows, so the program is built around slots they can genuinely keep
- Training style — gym floor or outdoors, barbells or machines, the exercises they loathe; preferences are adherence data
- Investment comfort — a bracketed range, so the proposal you make is one they can say yes to
- Contact and preferred channel — where the booking confirmation and the program proposal should land
From Answers to Proposal
The consult conversation then runs on their words: their June deadline shapes the timeline you present, their schedule shapes the session count, their history shapes the movements, and their investment bracket shapes the package. You propose on the spot — because you can. And when the yes arrives, the first session goes straight into the calendar before motivation has a chance to cool.
Paperwork Lives Elsewhere
This form is deliberately not a medical questionnaire. Consent, emergency contacts, injury disclosure, and physician clearance belong to the personal training intake form, which runs before session one — keep the consult light and conversational, and the intake formal and complete. Two documents, two moments, nothing duplicated.
After the Consult
The answers you collect today are the program’s first draft and the client’s first record. Submissions stay organized in one place, and when a consult no-shows or abandons the form mid-way, partial submissions preserve what they entered — including the goal and the phone number, which is precisely what your follow-up message needs. This template rounds out our training and onboarding collection.
Frequently Asked Questions
How long should a consultation take?
Thirty minutes, with the form doing the first fifteen. A consult that runs an hour usually means questions were asked live that the form could have asked in advance.
Should consultations be free?
Usually, yes — it’s the close, not the product. The form makes it efficient enough that free consults stay profitable: clients arrive pre-qualified, and your proposal happens inside the meeting instead of three days after it.
What about clients who book a consult and disappear?
Check the partial submissions first. A form abandoned after the goal and the phone number is a warm follow-up, not a loss — “saw your consult got interrupted, shall we finish it?” converts remarkably often.
Does this work for online coaching?
Yes — the form carries the same weight on a video call, and the schedule and style questions become even more important when the gym floor can’t do the talking. Collect equipment access as part of the style answers and the program writes itself either way.