The intake form is one of the most consequential pieces of paperwork in a personal training business. It shapes the program you write, the questions you ask in early sessions, and the way you understand a client’s preferences. A good intake form collects what you need and nothing more.
This article gives you a complete, copyable template with notes on what each section is for and how to use it.
Before You Design Your Form
Collect only what you will actually use. Every extra field is either a privacy risk or noise you never read. A client form is not a medical history — you are a personal trainer, not a clinician.
Keep health screening separate. Pre-exercise health screening (such as the PAR-Q+) has its own validated process and its own instructions for what to do with the answers. Do not fold health-screening questions into your intake form or invent your own screening questions. Use an accepted tool, follow its instructions, and refer when indicated. Find a PAR-Q+ and other forms in NASM’s assessment resources.
Store it securely. Client information is sensitive personal data. Use encrypted storage, password-protected files, or a reputable practice management platform. Check the privacy and record-keeping requirements that apply where you work.
Copyable Intake Form Template
PERSONAL TRAINING CLIENT INTAKE FORM Completed forms are stored confidentially and used only to plan and deliver your training. Please contact your trainer if you would like to access or update your information.
Date: ______ **Trainer:** ______
Section 1 — Contact & Basics
- Full name: ___________________
- Preferred name / pronouns (optional): ________
- Email: __________________
- Phone: __________________
- Emergency contact name and number: ___________
Section 2 — Goals
- What is the main outcome you are hoping to achieve from personal training?
- Is there a specific date or event you are working towards? If so, when?
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On a scale of 1–10, how important is this goal to you right now? __
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What has stopped you from reaching this goal in the past, if anything?
Section 3 — Training Background
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How long have you been exercising regularly (if at all)?
☐ Never ☐ Less than 6 months ☐ 6 months–2 years ☐ More than 2 years
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What types of exercise have you done before? (tick all that apply)
☐ Gym weights ☐ Group fitness classes ☐ Running / cycling / swimming ☐ Team sports ☐ Yoga / Pilates ☐ Other: _________
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Do you have any current injuries, persistent pain, or physical restrictions I should know about before we train?
(Use the pre-exercise screening process required by your facility and professional guidance for every new client, regardless of the answer here.)
- Have you worked with a personal trainer before? If so, what worked well and what didn’t?
Section 4 — Schedule & Availability
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How many sessions per week are you aiming for? __
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Which days and times generally work best for you?
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Do you have any upcoming periods of unavailability (holidays, work travel, etc.)?
Section 5 — Preferences & Accessibility
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Are there any types of exercise you strongly dislike or wish to avoid?
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Do you prefer working out with music? ☐ Yes ☐ No ☐ No preference
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How do you prefer to receive feedback during a session?
☐ Direct and concise ☐ Detailed explanation ☐ Ask me, don’t just tell me ☐ No preference
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Are there any accessibility or communication adjustments that would make sessions more comfortable for you?
(Optional and confidential — share only what you are comfortable sharing.)
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Do you have access to equipment outside of our sessions? If so, what?
Section 6 — Communication
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How do you prefer to be contacted between sessions?
☐ Email ☐ SMS / WhatsApp ☐ App: _____ ☐ Phone call
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How quickly do you typically respond to messages?
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Are you comfortable with me sending a brief weekly check-in message? ☐ Yes ☐ No
Declaration
I confirm that the information above is accurate to the best of my knowledge. I understand that personal training does not replace medical advice and that I will inform my trainer of any changes to my health or physical condition.
Signature: ____________ Date: ____
How to Use This Form
Send it before the first session, not on arrival. A client who has already reflected on their goals comes to the first session ready to have a productive conversation rather than filling in paperwork on a clipboard.
Read it before every early session. Trainers who don’t refer back to the intake form often re-ask questions the client already answered — a credibility loss from day one.
Question 7 (injuries/restrictions) is a gateway, not a diagnosis. If a client discloses something significant, use it to decide whether additional clearance or a specialist referral is needed before training begins. Do not attempt to assess or manage medical conditions.
Question 15 (comfort and accessibility) is intentionally open. Clients can name an adjustment without explaining a diagnosis or disclosing personal history.
Worked Example
Client: Marcus wants to build strength, has exercised occasionally, and prefers direct feedback and morning sessions. The trainer uses those answers to propose two manageable morning appointments and asks which kind of feedback he finds helpful. The trainer separately follows the applicable pre-exercise screening process before exercise.
Common Pitfalls
Collecting nutrition details you will not use. Your qualifications, certifying body and local rules determine your scope. Refer clients seeking individualized nutrition advice to an appropriately qualified professional.
Storing forms in an unencrypted email thread. Use a proper system. Limit who can access completed forms and follow your applicable response procedures if information is exposed.
Never updating the form. Circumstances change. Review key fields (injuries, availability, goals) every three to four months.