Templates
PT client contracts — free templates
The essentials
6 things every PT contract must cover
Skip any of these and your insurer or HMRC will eventually flag it.
1. Parties & service
Your trading name + the client’s legal name. One sentence on what you’re providing (1:1 sessions / online programme / hybrid).
2. Rate & payment terms
Rate per session or block, when payment is due (upfront / weekly / monthly), and accepted payment methods. Write the actual numbers — not 'as agreed'.
3. Cancellation & late fees
Your 24/48-hour rules in plain English. State the exact charge for each window. Include a clause for repeated no-shows.
4. Par-Q & medical disclosure
Client confirms they’ve disclosed all relevant medical conditions and have GP clearance where required. Limits your liability if they conceal something.
5. Photo & data consent (GDPR)
Whether you can use their photos for marketing (yes/no), how you store their data, and how to request deletion. Required by UK GDPR.
6. Termination & refunds
How either party ends the contract, notice period (usually 2 weeks), and what happens to unused pre-paid sessions.
Skip these
Clauses that look professional but cause problems
More words ≠ more protection. These three usually do more harm than good.
❌ Aggressive non-compete
'Client cannot train with another PT for 12 months after leaving' is unenforceable in the UK and makes you look insecure. Skip.
❌ Auto-renewing forever
Annual auto-renew with 90-day cancellation windows triggers consumer-rights complaints. Use rolling monthly with 2 weeks’ notice instead.
❌ All-caps legal jargon
If a 19-year-old client can’t understand it, they can dispute they understood it. Plain English protects you better than scary legalese.
✅ Add: dispute resolution
One sentence: 'We agree to discuss any dispute directly before involving any third party.' Resolves 80% of issues before they escalate.
FAQ
Quick answers
Do I legally need a written contract for PT clients?
Verbal contracts are technically valid in the UK, but in practice you need a written one. Insurers expect it, late-fee disputes need it, and GDPR rules require written client consent for storing health information.
What's a fair cancellation policy?
Industry standard: full charge inside 24 hours, half charge inside 48 hours, free reschedule beyond that. Be consistent — if you waive the fee for one client every time, you can’t enforce it for the next.
Do I need a separate par-Q form?
Some PTs build par-Q clauses into the main contract, others use a separate health questionnaire. Either is fine — what matters is that you have written confirmation of medical history and any GP clearances before session 1.
How long should the contract be?
Two pages maximum. Long contracts don’t protect you better — they just don’t get read. Cover the 6 essentials, sign at the bottom, done.
Can I just use a template I find online?
Yes, as long as you read it and update the rate, cancellation policy, your business name and your insurance details. Templates from CIMSPA, REPS or PT-specific lawyers are safest. Avoid generic 'service contract' templates that aren’t built for personal training.