Best examples of service agreement examples for personal trainers in 2025

Real‑world examples of service agreement examples for personal trainers

Instead of starting with theory, let’s go straight into real examples of how trainers actually structure their service agreements in 2024–2025. These are not one‑size‑fits‑all templates; they’re patterns you can customize.

Example of a one‑on‑one in‑person training agreement

A classic one‑on‑one service agreement for personal trainers usually focuses on:

• Session length and location
• Payment schedule
• Cancellation and rescheduling rules
• Health disclosures and liability

Here’s how that might read in practice:

Services: Trainer will provide individualized personal training sessions of 60 minutes at [Gym Name] located at [Address]. Services include exercise instruction, form correction, and basic nutrition education within Trainer’s scope of practice.

Fees and Payment: Client agrees to purchase a package of 12 sessions at $85 per session, payable in full before the first session. Unused sessions expire 90 days from the purchase date.

Cancellations: Client must cancel or reschedule at least 24 hours before the scheduled session time. Sessions canceled with less than 24 hours’ notice will be charged in full.

This is one of the best examples of service agreement examples for personal trainers who primarily work in a commercial gym or studio. The language is plain English, the money rules are obvious, and the expiration window is clear.

Example of a small‑group training or bootcamp agreement

Group training introduces more moving parts: more people, fixed start dates, and stricter refund policies. Here’s a real‑world style example of service agreement language:

Program Description: Client is enrolling in a 6‑week small‑group training program meeting Mondays, Wednesdays, and Fridays at 6:00 a.m. Sessions are 45 minutes.

Attendance and Make‑ups: This is a group program with a fixed schedule. Missed sessions are not refundable and cannot be transferred to future programs.

Refunds: Fees are non‑refundable after the program start date, except where prohibited by state law.

For trainers running bootcamps, examples include strict language around missed sessions and refunds. Without it, you end up debating every absence and “I’ll just come next month instead.”

Online coaching: examples of service agreement examples for personal trainers

Online and hybrid coaching exploded during the pandemic and never went away. The legal risk profile is different: you’re not physically present, and clients may be in another state or country. That’s why examples of service agreement examples for personal trainers who coach online look a bit different.

Typical clauses in a modern online coaching agreement include:

• Scope of services (program design, check‑ins, video reviews)
• Communication channels and response times
• Auto‑renewal and billing cycles
• Clear disclaimers about remote supervision

Example language:

Scope of Online Services: Trainer will provide customized workout programming delivered through [App Name], weekly check‑ins via email, and one 20‑minute video call per month. Trainer will not be physically present during Client’s workouts and cannot monitor Client’s environment or equipment.

Billing and Auto‑Renewal: Online coaching is billed monthly at $225 via credit card on the first of each month. This agreement auto‑renews month‑to‑month until canceled by either party with at least 7 days’ written notice before the next billing date.

Remote Training Disclaimer: Client understands that exercising without in‑person supervision carries increased risk of injury. Client agrees to follow all safety guidelines provided by Trainer and to stop exercise immediately if they experience pain, dizziness, or shortness of breath.

For online trainers, these examples of service agreement examples for personal trainers show how to manage expectations around messaging, response times, and remote risk.

Hybrid model: in‑person plus app‑based coaching

Many trainers in 2024–2025 blend in‑person sessions with app‑based programming. That hybrid model needs a contract that separates what’s included in each part.

An example of a hybrid service agreement might say:

Hybrid Package: Client will receive four (4) in‑person 60‑minute sessions per month at [Location] plus ongoing training programs delivered through [App Name]. App access includes updated workouts every 4 weeks and in‑app messaging.

In‑Person vs. App Services: Form checks and exercise technique coaching are provided during in‑person sessions. App‑based workouts are self‑directed. Trainer may provide brief video feedback through the app at Trainer’s discretion.

Pricing: Hybrid package is $360 per month, billed on the 1st of each month. Unused in‑person sessions do not roll over to the next month.

These hybrid examples of service agreement examples for personal trainers are especially helpful if you’re transitioning existing clients from pure in‑person to a mix of formats.

Corporate wellness: example of a B2B service agreement

When you move from B2C (individual clients) to B2B (companies), the tone of the agreement shifts. You’re now dealing with HR, procurement, and sometimes legal departments.

A corporate wellness service agreement example might include:

Parties: This Agreement is between [Trainer or LLC] ("Contractor") and [Company Name] ("Client").

Services: Contractor will provide on‑site group fitness classes for employees at Client’s premises twice per week for 60 minutes per class.

Indemnification and Insurance: Contractor will maintain general liability insurance with coverage of at least $1,000,000 per occurrence and will provide proof of insurance upon request. Client agrees to indemnify and hold Contractor harmless from claims arising out of Client’s failure to maintain a safe facility.

Payment Terms: Client will pay Contractor $1,500 per month within 30 days of receiving an invoice.

In this context, the best examples of service agreement examples for personal trainers look closer to standard service contracts used by other vendors: clear parties, insurance requirements, and net‑30 or net‑45 payment terms.

High‑risk clients: medical and informed consent language

If you work with higher‑risk populations—older adults, post‑rehab clients, or people with chronic conditions—you need more detailed health and consent language. You’re not trying to scare clients; you’re making sure everyone understands the risks.

A realistic example of service agreement language for higher‑risk clients:

Medical Clearance: Client affirms that they have consulted with a physician and have been cleared to participate in an exercise program. Trainer may request written medical clearance before beginning or continuing services.

Health Disclosure: Client agrees to disclose any changes in health status, medications, or symptoms that may affect exercise participation.

Assumption of Risk: Client understands that physical exercise carries inherent risks, including but not limited to muscle strains, sprains, abnormal blood pressure, and in rare cases, heart attack or death. Client voluntarily assumes all such risks.

For accurate risk language and current physical activity guidance, many trainers review resources from the U.S. Department of Health and Human Services and the Physical Activity Guidelines for Americans (see: https://health.gov/our-work/nutrition-physical-activity/physical-activity-guidelines).

Key clauses that show up across the best examples

When you compare many examples of service agreement examples for personal trainers, certain clauses appear again and again, regardless of business model:

Payment and refunds
Clear language about prepaid packages, recurring billing, late fees, and refunds. For instance: “All packages are prepaid and non‑refundable, except as required by state law or if Trainer cancels services.”

Cancellations and no‑shows
The most disputed topic in personal training is missed sessions. The strongest examples include specific time windows (24 or 48 hours), what counts as a late cancel, and whether emergencies are treated differently.

Scope of practice
To avoid drifting into medical or nutrition therapy territory, many trainers include language clarifying they are not a doctor, physical therapist, or registered dietitian. Public resources from organizations like the National Institutes of Health (https://www.nih.gov/) can help you stay current on the difference between general wellness advice and medical treatment.

Liability waiver and informed consent
Almost every example of a modern training agreement has a waiver section. It doesn’t magically make you lawsuit‑proof, but it shows that clients were informed about risks. For general health and safety information to inform this section, some trainers refer clients to reputable sources like Mayo Clinic (https://www.mayoclinic.org/) or WebMD (https://www.webmd.com/) for background on exercise‑related conditions.

Emergency procedures
Since 2023–2025 has seen more attention on cardiac events in sports and fitness, agreements increasingly include:

Client agrees to provide accurate emergency contact information. Trainer will call emergency medical services (911 in the United States) in the event of a medical emergency.

2024–2025 trends shaping service agreement language

Several industry shifts are changing how the best examples of service agreement examples for personal trainers are written:

More hybrid and remote coaching
With clients traveling more and working from home, contracts now often cover training across multiple locations—gym, home, hotel, and outdoors. Agreements spell out what’s covered (for example, travel radius for in‑home sessions) and what’s not (for example, outdoor training in extreme weather).

Subscription and membership models
Instead of selling only 10‑ or 20‑session packs, many trainers now use a membership model: a monthly fee for a certain level of access. That requires more detailed auto‑renewal and cancellation language, especially to comply with consumer protection rules in some states.

Clearer digital communication boundaries
Clients expect near‑instant access through text, DMs, and in‑app chat. Modern examples of service agreement examples for personal trainers often include:

Trainer will respond to messages within 24 business hours, Monday–Friday. Messages sent on weekends or holidays will be answered the next business day.

Data and privacy awareness
With more apps and wearables, trainers are handling more health‑adjacent data. While you’re usually not a HIPAA‑covered entity, some agreements now mention how client data from apps, photos, and progress reports will be stored and used.

How to adapt these examples without copying blindly

It’s tempting to copy‑paste an example of a service agreement and call it a day. That’s risky. Laws differ by state and country, gyms may have their own requirements, and your business model is specific.

Use these examples of service agreement examples for personal trainers as:

• A checklist of topics you need to cover: money, cancellations, scope, risk, communication.
• A language style guide: plain English, short paragraphs, and headings your clients can actually read.
• A starting draft to review with a local attorney who understands fitness businesses.

A practical workflow many trainers follow:

• Draft your agreement using several of the best examples above as reference.
• Run it past your insurance provider; they often have opinions on waiver language.
• Ask a local business or contract attorney to review and customize for your jurisdiction.
• Revisit it annually to reflect new services, pricing, and trends.

The goal is not to become a lawyer. The goal is to have a clear, readable agreement that reflects how you really run your training business in 2025.

FAQ: examples of service agreement examples for personal trainers

What are some basic examples of clauses every personal training agreement should have?
Most trainers include clauses for services provided, payment terms, cancellation and no‑show policy, expiration of sessions, liability waiver, informed consent, and health disclosures. The examples of service agreement examples for personal trainers in this guide show how those clauses look in real language.

Can I use an online example of a service agreement without a lawyer?
You can absolutely start with an online example of a service agreement as a draft. But before you rely on it, have a licensed attorney in your state review it, especially the waiver and refund sections. Consumer laws and liability rules vary a lot from place to place.

Do I really need a separate agreement for online coaching?
You don’t need a completely different contract, but you do need language that fits online coaching. Good examples include clear explanations of remote supervision limits, communication expectations, and auto‑renewal terms for monthly coaching.

Are digital signatures valid for personal training service agreements?
In the United States, e‑signatures are generally recognized as legally valid under federal law (the ESIGN Act) and most state laws, as long as certain conditions are met. Many trainers use e‑signature platforms so clients can sign agreements on their phones before the first session.

Where can I see more real examples of service agreement language?
Look at documents from professional training organizations, insurance providers, and small‑business legal resources. Then compare those with the examples of service agreement examples for personal trainers in this article to build something that fits your services, your clients, and your risk tolerance.