Wellness & Beauty

Personal Training Intake Form Template

A personal training intake form is a form that collects a new client's fitness goals, training background, health screening answers, injuries and weekly availability so a trainer can write a safe first program before the first session. This template builds the PAR-Q readiness questions into the flow and asks how the client likes to be coached, so the first hour is spent training rather than filling in paperwork.

Use this template — freeTry it first
21 questions
3 pages
~5 min
To fill in
Hero layout
Mobile-ready
Free
No credit card
Personal Training Intake form beside a photo of a personal trainer coaching a woman lifting a dumbbell

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Photo by Julia Larson on Pexels

Who it's for

Independent personal trainers, online coaches, PT studios and gym-based trainers taking on new one-to-one or small-group clients.

  • Sending a link after a free consultation so the client arrives ready to train
  • Onboarding online coaching clients who will train on their own
  • Re-assessing existing clients every 12 weeks to update goals
  • Gym floor trainers sharing a QR code with members who book a taster session

What this template asks

Every question can be changed, removed or reordered once it's yours.

You and your goals

  1. Full name*

    Short text

  2. Date of birth*

    Date

  3. Email*

    Email

  4. Mobile number*

    Phone number

  5. What is your main goal?*

    Multiple choice

    • Lose body fat
    • Build muscle
    • Get stronger
    • Improve fitness or endurance
    • Train for an event
    • Move without pain

  6. What would success look like in 12 weeks?*

    Long text

    For example: run 5 km without stopping, deadlift my bodyweight

  7. How much strength training have you done?*

    Multiple choice

    • None
    • Less than 6 months
    • 6 months to 2 years
    • More than 2 years

  8. How many days a week are you active now?*

    Number

Health screen (PAR-Q)

  1. Has a doctor ever said you have a heart condition and should only do activity they recommend?*

    Multiple choice

    • Yes
    • No

  2. Do you feel chest pain at rest or during physical activity?*

    Multiple choice

    • Yes
    • No

  3. Do you lose balance because of dizziness, or have you lost consciousness in the past year?*

    Multiple choice

    • Yes
    • No

  4. Do you have a bone, joint or soft tissue problem that could get worse with exercise?*

    Multiple choice

    • Yes
    • No

  5. Are you pregnant or have you given birth in the last 12 months?*

    Multiple choice

    • Yes
    • No
    • Not applicable

  6. Injuries, surgeries, conditions or medications I should know about

    Long text

    Optional

Schedule and coaching

  1. When can you train?*

    Checkboxes

    • Early morning (before 8am)
    • Late morning
    • Lunchtime
    • Afternoon
    • Evening (after 5pm)
    • Weekends

  2. Where would you like to train?*

    Multiple choice

    • At the gym or studio
    • At home
    • Outdoors
    • Online or remote
    • Mix

  3. How do you like to be coached?*

    Multiple choice

    • Push me hard
    • Steady encouragement
    • Explain the why behind everything
    • Keep it fun and varied

  4. Starting photo or previous program

    File upload

    Optional

  5. Emergency contact name*

    Short text

  6. Emergency contact phone*

    Phone number

  7. Agreement*

    Checkboxes

    • My answers are true, I will tell my trainer about any change in my health, and I take part at my own risk

Tips for more responses

  1. 1

    Use conditional logic to show the injury detail box only when a client answers Yes to any PAR-Q question.

  2. 2

    Let clients upload a progress photo or a past program so you can see where they are starting from.

  3. 3

    Send each intake to Google Sheets to keep a client roster with goals and available days side by side.

Questions

What should a personal training intake form include?

Contact and emergency details, the client's main goal and a measurable target, current activity level and training experience, the PAR-Q health questions, injuries or conditions, medications that affect exercise, weekly availability, preferred training location and coaching style, and agreement to your terms and assumption of risk.

What is a PAR-Q and do I need one?

The PAR-Q (Physical Activity Readiness Questionnaire) is a short set of yes/no questions that flags people who should get medical clearance before starting exercise. Many insurers and certifying bodies expect trainers to use one; check with yours.

What should I do if a client answers Yes to a health question?

Ask them to speak to a doctor and get clearance before starting a new program, and keep a note of it with their intake. Trainers should not diagnose or give medical advice.

Can online coaching clients use this form?

Yes. It works on any phone, and clients can upload photos or files and save their progress if they need to check details.

Is this personal training intake template free?

Yes. Copy it into a free Dculus Forms account, change anything you like and start collecting responses. No credit card is needed.

Can I change the questions?

Yes. Your copy opens in the form builder, where you can add, remove and reorder questions, change the layout and add your own branding.

Where do the responses go?

Responses arrive in your Dculus Forms workspace. You can export them to Excel or CSV, send them to Google Sheets or a webhook, and get email notifications.

Can I host it myself?

Yes. Dculus Forms is open source (GPLv3), so you can run it on your own servers and keep every response in your own database.

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