Personal Trainer Consultation Form Template

About this personal trainer consultation form template

Use this personal trainer consultation form template before a discovery call, first meeting, trial session, or online coaching consultation.

It gives you useful context about a prospective client’s goals, current activity, training experience, preferences, schedule, and anything that may affect how they train. You can review their answers beforehand and spend less of the consultation covering basic background information.

The template works for independent personal trainers, online coaches, gyms, fitness studios, and other coaching businesses. Every question can be changed or removed to fit the way you work.

Personal trainer consultation questions

A good consultation form should tell you enough to prepare without turning the first step into a lengthy intake questionnaire.

Questions you may want to ask include:

What would you most like to achieve through personal training?
Why is this goal important to you right now?
How would you describe your current activity level?
What exercise or training do you currently do?
Have you worked with a personal trainer before?
What have you tried in the past?
What types of exercise do you enjoy?
Is there anything you would prefer to avoid?
Are there any injuries, pain, or physical limitations you would like your trainer to know about?
How often would you ideally like to train?
Which days and times usually work best for you?
Where would you prefer to train?
Is there anything that has made it difficult to stay consistent with exercise in the past?
What would you most like help with from a personal trainer?
Is there anything else you would like to discuss during the consultation?

You do not need to use every question. For someone who is only enquiring about personal training, choose the ones that will genuinely help you prepare for the first conversation.

What to collect before the consultation

The first form does not need to collect everything you may eventually need from a client.

For an initial consultation, focus on:

Fitness goals
Current activity level
Previous training experience
Exercise preferences
Availability and preferred training frequency
Training location or format
Injuries or limitations the client wants to mention
Questions or concerns they want to discuss

Detailed health screening, emergency contacts, waivers, agreements, billing information, and longer lifestyle questionnaires can usually wait until the client decides to move forward.

Keeping those steps separate makes the consultation form quicker to complete and avoids asking a new lead for information you do not need yet.

Customize the form for your training setup

The questions can change depending on how you work with clients.

For in-person training: add your gym or location options, available session times, preferred training frequency, and any questions about previous gym experience.
For online coaching: ask about time zone, available equipment, where the client plans to train, and the type of support they are looking for.

If you offer several services, use conditional logic to show relevant follow-up questions based on the client’s choice. For example, online clients can see questions about equipment and time zone, while local clients can choose a training location.

You can also change the layout, wording, colors, fonts, images, button styles, and confirmation message to match your coaching business.

Set up the next step

Once someone submits the form, make it clear what they should expect next. You can:

Send them to a consultation booking page
Tell them when you will contact them
Confirm an appointment they have already booked
Share the gym address or video call link
Explain anything they should prepare before the consultation

Add a send email block if you want to send those details automatically after submission.

Responses appear in your response table, where you can review each client’s answers before the consultation. You can also export responses when you need a separate client list or spreadsheet.

Client consultation form template: A general consultation form for learning about a client’s goals, needs, and expectations before meeting.
Client intake form template: Collect more detailed information once a new client is ready to start working with you.
Gym membership form template: Collect member details and signup information for gyms, fitness studios, and training facilities.
How to create a consultation form: Learn how to choose your questions, structure the form, and decide what information to collect before a consultation.

Personal trainer consultation form template FAQs

What is a personal trainer consultation form?

A personal trainer consultation form is completed before an initial conversation with a prospective client. It helps the trainer understand the client’s fitness goals, current activity, previous training experience, preferences, availability, and anything important to discuss during the consultation.

What questions should a personal trainer ask a new client?

Ask about the client’s goals, current activity level, training experience, exercise preferences, availability, previous challenges, and anything that may affect their training. The form can cover the basics so you can explore the answers in more detail during the consultation.

How long should a personal trainer consultation form be?

Keep it short enough that a prospective client can complete it without much effort. Five to ten questions may be enough for a simple consultation, while trainers who need more context can add relevant follow-up questions.

Can I use this template for online personal training?

Yes. Add questions about the client’s time zone, available equipment, training environment, schedule, and preferred coaching format.

Can I embed the personal trainer consultation form on my website?

Yes. Publish the form, then add it to your personal training website with an embed code, or share the form link directly.

How much can I customize this personal trainer consultation form?

As much as you need. You can change the questions, answer options, wording, layout, design, logic, confirmation message, and automatic emails.

Is this personal trainer consultation form template free?

Yes. The template is free to use, and you can collect unlimited consultation responses on the free plan.