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Personal Training Client Intake Form Template

Effortlessly Collect Essential Information From Your Clients

Managing your clients' health and fitness goals can be challenging without the right information. This personal training client intake form template is designed for personal trainers and fitness instructors to streamline the process of gathering essential information about their clients, ensuring tailored workout plans. With this template, you can efficiently collect health history, fitness goals, dietary preferences, and lifestyle habits, all while ensuring compliance with data protection standards. Take advantage of this form to enhance your client experience and drive better results in their fitness journeys.

Use this Template (FREE) Live Preview
Full name
Email address
Mobile phone
Date of birth
Gender identity
Woman
Man
Non-binary
Prefer to self-describe
Prefer not to say
Preferred contact method
Email
Phone call
Text message
Any
Emergency contact full name
Relationship to you
Emergency contact phone
Primary fitness goal
Weight loss
Build muscle/strength
Improve endurance/cardio
Increase flexibility/mobility
General health and wellbeing
Sport-specific training
Rehabilitation/return to activity
Other
Please Specify:
Areas of focus or interest
Please Specify:
Preferred training location
Gym
Home
Outdoor
Studio
No preference
Preferred training times
Early morning (5-8am)
Mid-morning (8-11am)
Midday (11am-2pm)
Afternoon (2-5pm)
Evening (5-9pm)
Weekends
No preference
Desired sessions per week
1
2
3
4+
Not sure
Has a doctor ever said you have a heart condition and should only do physical activity recommended by a doctor?
Yes
No
Do you feel chest pain when performing physical activity?
Yes
No
In the past month, have you had chest pain when not performing physical activity?
Yes
No
Do you lose your balance because of dizziness or do you ever lose consciousness?
Yes
No
Do you have a bone or joint problem that could be made worse by a change in your physical activity?
Yes
No
Is your doctor currently prescribing drugs for blood pressure or a heart condition?
Yes
No
Do you know of any other reason why you should not do physical activity?
Yes
No
Medical conditions diagnosed (select all that apply)
Please Specify:
Are you currently taking any medications or supplements?
Yes
No
If yes, please list medications or supplements (name and purpose)
Allergies (select all that apply)
No known allergies
Medications
Foods
Latex
Environmental
Other
Please Specify:
Please provide details about any injuries or pain (diagnoses, dates, limitations)
Current or recent injuries or pain areas (select all that apply)
Please Specify:
Current activity level
Sedentary
Lightly active
Moderately active
Very active
Athlete
Typical sleep per night
Less than 5 hours
5-6 hours
6-7 hours
7-8 hours
8-9 hours
9+ hours
Not sure
Nutrition preferences or patterns (select all that apply)
Experience with personal training
Never
Tried once or twice
Trained for several months
Trained for 1+ years
How did you hear about us?
Referral
Social media
Search engine
Website
Walk-in
Event
Other
Please Specify:
I understand that physical activity can involve inherent risks and I agree to participate at my own discretion.
True
False
I confirm the information provided is accurate to the best of my knowledge.
True
False
Type your full name to sign
Date
I consent to be contacted for scheduling and program updates via my preferred contact method.
Yes
No
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Paper art illustration depicting a personal training client intake form with various fields and icons for information gathering

When to use this form

This template is ideal when you start with a new 1:1 client, reactivate someone after a long break, or transition a member to personalized coaching. Use it before the first session to gather goals, health history, injuries, medications, schedule, equipment access, and preferences. The responses help you screen risks, set expectations, and design a plan your client can actually follow. For ongoing accountability, pair it with the Weekly check-in form to track habits, energy, and progress between sessions. If you need deeper exercise specifics (sets, lifts, split), add the Workout routine details form to capture programming inputs. It also works for remote clients so you can tailor video sessions and home workouts from day one.

Must Ask Personal Training Client Intake Questions

  1. What is your primary goal and target timeline?

    This tells you how the client defines success and when they expect results, so you can set realistic milestones. If fat loss is the focus, pair this with the Weight loss questionnaire form to capture nutrition and habit details.

  2. Do you have any medical conditions, injuries, or exercise restrictions?

    Safety comes first and this surfaces red flags like heart issues, surgeries, pain, or medications that affect training. You can plan modifications or request medical clearance before high-intensity work.

  3. What is your current activity level and training experience?

    Knowing baseline activity and exercise history helps you pick the right starting intensity and volume. It also prevents overprescription that leads to burnout or underprescription that stalls progress.

  4. What days and times can you train, and how many sessions per week can you commit to?

    Clear availability and a weekly session target make adherence measurable and guide your periodization. It also reduces no-shows by setting a routine that fits their calendar.

  5. What equipment and training environment do you have access to (home, gym, travel)?

    Equipment and environment determine what is practical, so you can choose movements they can perform safely at home, gym, or on the road. This keeps the program consistent when they travel or train between sessions.

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