Personal Trainer Terms and Conditions Template (UK)
Use this terms and conditions template as a starting point to set out your business rules around bookings, payments, cancellations, client responsibilities, and participation in training.
What these terms cover
Terms and conditions help personal trainers explain the general business rules that apply when working with clients. They often cover bookings, payments, lateness, cancellations, conduct, and general participation terms.
Common purpose
To give clients a clearer view of how your services operate and what rules apply before training begins.
What they usually include
Services, bookings, payment terms, cancellations, lateness, client responsibilities, and general business conditions.
Important
Terms and conditions are usually used alongside a contract, PAR-Q, liability waiver, and cancellation policy.
Free template
Copy and adapt this structure for your coaching business.
PERSONAL TRAINER TERMS AND CONDITIONS (UK) Trainer / Business: [Trainer name / Business name] Effective date: [Date] 1. Services Personal training services are provided by the Trainer to the Client as agreed during booking. Services may be delivered in person, online, or in another agreed format. 2. Booking Sessions must be booked in advance and are subject to trainer availability. Bookings are confirmed once agreed by both the Trainer and the Client. 3. Payment Payment must be made in accordance with the Trainer's pricing structure, whether per session, monthly, or in blocks. Sessions or services may be withheld if payment is overdue. 4. Cancellations and Rescheduling The Client must provide the required notice period to cancel or reschedule a session. Where insufficient notice is given, the Trainer may charge the full session fee. 5. Late Arrival If the Client arrives late, the session may still finish at the scheduled time. The full fee may still apply. 6. Health and Medical Responsibility The Client is responsible for disclosing any injury, medical condition, medication, or other issue that may affect participation in exercise. 7. Participation in Exercise The Client understands that participation in physical exercise is voluntary and involves inherent risks. 8. Trainer Conduct The Trainer agrees to provide services with reasonable care and skill and to act within the normal scope of a fitness professional. 9. Client Conduct The Client agrees to behave respectfully, follow reasonable instructions during sessions, and stop exercise if pain, dizziness, or unusual symptoms occur. 10. Liability Nothing in these terms excludes liability where it cannot lawfully be excluded. Any additional limitation of liability should be stated clearly in the Trainer's full onboarding documents. 11. Changes to Services The Trainer may make reasonable changes to session times, delivery arrangements, or business policies where necessary. 12. General These terms should be read alongside any related client contract, PAR-Q form, liability waiver, and cancellation policy used by the Trainer.
Where these terms fit in a trainer’s onboarding process
Terms and conditions can be used on their own, but many trainers include them within a broader training agreement so the service rules, payment expectations, and cancellation policies are clearly documented in one place.
This agreement is usually supported by health screening before training begins and liability wording confirming that the client understands the risks associated with exercise.
Often used alongside
- • Personal Training Agreement
- • PAR-Q Health Questionnaire
- • Liability Waiver
Why some trainers start with the full pack
Many trainers prefer starting with a structured onboarding pack so service terms, health screening, and liability wording all work together from the beginning.
Related personal trainer templates
Explore other documents commonly used during personal trainer onboarding.
Not legal advice. This template is provided for general information and drafting support. For unusual or high-risk situations, consult a solicitor.