Personal Trainer Contract UK — What You Need and Why

Most PT insurance claims that fail have one thing in common: the trainer had no written agreement, no PAR-Q on file, or both. The documents you use before training starts are just as important as the training itself.

The three documents every UK personal trainer needs

You need at minimum: a client agreement (covering fees and session terms), a PAR-Q (health screening), and a liability waiver. Together, these protect you legally, satisfy your insurance provider, and set professional expectations with every client.

1. Client Training Agreement

Your client agreement is the legal foundation of every PT–client relationship. It should cover:

• Fees and payment — hourly or per-session rate, when payment is due, late payment terms
• Session frequency and location — gym, outdoor, online, home visits
• Cancellation policy — notice period, what happens to the fee if a client cancels late
• Notice period — how much notice to end the arrangement
• What you provide — programme design, nutritional guidance (if qualified), progress reviews
• Client responsibilities — disclosing health changes, arriving on time, following the programme safely

2. PAR-Q — Physical Activity Readiness Questionnaire

The PAR-Q is the industry-standard pre-exercise health screening form. It identifies clients who should get GP clearance before training begins — people with heart conditions, high blood pressure, dizziness, joint problems, or who are pregnant.

A PAR-Q should be completed before the first session — not at the first session. If any answers are "yes," you should refer the client to their GP before training begins. Keep signed copies on file.

3. Liability Waiver

A liability waiver acknowledges that exercise carries inherent risks and that the client has disclosed all relevant health information. It does not — and legally cannot — waive your liability for injuries caused by your own negligence. What it does do:

• Confirms the client understood the risks before agreeing to train
• Documents that they disclosed their health status (or chose not to)
• Strengthens your insurance position if a claim is made
• Demonstrates professional conduct and duty of care

4. Cancellation policy — the one that saves you money

Last-minute cancellations are the most common source of lost income for self-employed PTs. A clear written cancellation policy — set before the first session — removes the awkward conversation every time it happens.

Standard terms: 24–48 hours notice required; full session fee charged for late cancellations; prepaid sessions forfeited if cancelled within notice period. As long as this is in writing and agreed before training begins, it is legally enforceable.

Do you need to be REPs or CIMSPA registered?

No. Registration with REPs or CIMSPA is voluntary — it is not a legal requirement to trade as a personal trainer in the UK. These documents are appropriate for any self-employed PT, regardless of registration status.

GP Referral — when to use it

When a client's PAR-Q flags a concern (chest pain, known heart condition, high blood pressure), you should pause training until they get GP clearance. A professional referral letter formalises this — it is not about avoiding the client, it is about demonstrating duty of care. Keep a copy on file alongside the PAR-Q.