No email gate, no PDF to unlock, no sign-up. Every question is printed on this page — copy a template straight into your own documents, or put it live as a working online form on a free TrainerBio page in one click.
These are the three documents that carry a new client from first message to first session: a health screen, a consultation questionnaire and a plain-English policy.
A paper form only works when you and the client are in the same room — which is exactly when you least want to spend twenty minutes on admin. The enquiries you lose are the quiet ones: someone messages at 9pm, you promise to “send some forms over”, and by the time a scanned PDF has bounced back and forth the moment has cooled. Every extra step between “I’m interested” and “I’m booked in” gives a would-be client a chance to drift.
A live online form removes those steps. The same questions sit behind a link you can drop into any DM; answers arrive legible and timestamped before the first session, and nothing gets left in a gym bag or lost in a folder. That is why each template below has two buttons — copy the text if you just want the words, or put it live as a working form on a free page that collects the answers for you.
The Physical Activity Readiness Questionnaire is a short screen with one job: to flag the small number of people who should speak to a doctor before you load them up. Seven yes/no questions cover heart conditions, chest pain, dizziness, joint problems and blood-pressure medication. A sheet of “No” answers lets you train the client with confidence; a single “Yes” tells you to slow down, ask more questions and, where needed, get medical clearance first.
Just as importantly, a completed PAR-Q is your record that you asked. Insurers and awarding bodies expect pre-exercise screening as basic duty of care, and if anything ever goes wrong, the difference between “I screened this client and here is the form” and “I asked verbally, I think” is enormous. Do it for every client, before the first session, every time.
Copy the plain-text version into your own documents, or press the primary button to open a free TrainerBio page with the form already built and ready to take answers.
Every new client, before their first session — your duty-of-care screen.
Prospects and sign-ups — goals, availability and history in one enquiry.
Send with every booking confirmation — fill in the [bracketed] terms first.
[Your business name] — Client Policy Cancellations Sessions cancelled with more than 24 hours' notice can be rescheduled free of charge. Sessions cancelled with less than 24 hours' notice are charged at [50% / 100%] of the session fee. Late arrival Sessions start and finish at the booked time. If you arrive late, we will use the time remaining; the full session fee still applies. If I am late, the time is added back or the session is discounted — your choice. No-shows A missed session with no notice is charged in full. After [2] no-shows, future sessions must be paid in advance before booking. Payment Sessions are payable [in advance / within 7 days of invoice] by [bank transfer / card / payment link]. Block bookings of [10] sessions are valid for [12] weeks from purchase and are non-refundable once started, except where required by law. Questions? Contact me at [your email] or [your phone number].
These templates are starting points, not legal or medical advice. Adapt them to your services, check them against your insurer’s requirements, and refer clients to a medical professional whenever screening raises a flag.
Three cover almost everything: a PAR-Q (or equivalent health screen) completed before the first session, a consultation form that captures goals, availability and training history, and a written policy covering cancellations, late arrivals, no-shows and payment. Insurers commonly expect evidence of health screening, and a signed-for policy is what turns an awkward cancellation conversation into a simple reminder of terms both of you agreed to.
No — there is no UK law that says a personal trainer must use a PAR-Q. It is, however, the industry-standard way of showing you took reasonable care before putting a client under physical stress: most insurers, awarding bodies and gyms expect pre-exercise screening as part of your duty of care, and a completed PAR-Q is your record that you asked the right questions. Skipping it does not break the law, but it leaves you with nothing to point to if a client is injured and asks what screening you did.
Digital, for almost every trainer. A paper form depends on you being in the room with a clipboard, then storing and retrieving it safely; a digital form is filled in before the first session from a link, is legible, timestamped and searchable, and the answers land in your inbox rather than a gym bag. Paper still works as a backup when someone turns up without having filled anything in — but if your forms only exist on paper, every new client starts with admin instead of training.