A personal training booking template you can copy today

Copy the sections below and replace everything in [square brackets]. Keep each section short, since most clients will book from a mobile, often straight after reading your social profile.

1. Headline

'[Your name], personal trainer in [area]. [One-line promise, e.g. strength training for busy parents]. Sessions at [gym, studio, park or online].'

2. Session types

'[Free consultation], [duration] minutes, free. We talk about your goals, experience and routine, and I show you how I work.' '[1-to-1 session], [duration] minutes, [price]. [What happens].' '[Small group session], [duration] minutes, [price], up to [number] people.' '[Online session], [duration] minutes, [price], by video.'

3. Packages

'[Number] sessions for [price], to be used within [number] weeks. Pay by [payment method]. Book each session from this page using your package.'

4. Pre-exercise health screen

'Before your first session, please answer these questions. Answering yes does not mean you cannot train; it means I may ask you to check with your GP or health professional before we start.'

• 'Has a doctor ever told you that you have a heart condition or high blood pressure?' [Yes / No]
• 'Do you feel pain in your chest during physical activity or at rest?' [Yes / No]
• 'Do you ever lose balance because of dizziness, or have you lost consciousness recently?' [Yes / No]
• 'Do you have a bone, joint or muscle problem that could be made worse by exercise?' [Yes / No]
• 'Are you currently taking medication for a heart condition or blood pressure?' [Yes / No]
• 'Are you pregnant or have you given birth in the last [number] months?' [Yes / No]
• 'Is there any other reason you should not do physical activity?' [Yes / No, with a short text box]

5. Cancellation policy

'You can move or cancel a session free of charge up to [notice period] before it starts, using the link in your confirmation email. Sessions cancelled later, or missed, [are charged in full / count as used from your package].'

6. Confirmation message

'Hi [first name], you are booked for [session type] on [date] at [time] at [location]. Please bring [water, towel, trainers]. Arrive [number] minutes early for your first session. Need to change it? Use the link in this email at least [notice period] before.'

If you also run group sessions, our class booking guide for small businesses explains how to set capacity and take payment for each class.

Personal training is a trust purchase. A new client is about to spend money and exercise in front of someone they have never met. A page that explains what happens, what it costs and where to go makes that first step easier than a bare grid of times.

The health screen matters for a different reason. A short, general pre-exercise questionnaire, modelled on the widely used PAR-Q approach, helps you spot when a client should check with their GP before starting. It is not a diagnosis and it does not replace professional medical advice, but asking it every time protects clients and shows you take their wellbeing seriously. Health information is special category data under UK GDPR and sensitive information under the Australian Privacy Act 1988, so collect only what you need, keep it secure and explain why you ask. Follow any requirements set by your insurer or professional body.

Cancellations are the other big issue. Trainers usually sell a limited number of peak-time slots, such as early mornings and evenings. A late cancellation at 6am is lost income you cannot resell. A clear policy stated at booking, repeated in the confirmation and backed by an easy reschedule link, cuts down on arguments later. Our guide to reducing appointment no-shows explains how reminders and deposits help.

Finally, a proper booking page gives you somewhere to send people from Instagram, a flyer or a QR code on your digital business card.

Run a creative business as well? Our free photography session booking template applies the same approach to deposits, locations and shot lists.

Take a fictional personal trainer in Melbourne who trains clients at a Richmond gym, runs small outdoor sessions in a nearby park and coaches a few clients online. Here is her template, filled in.

• Headline: 'Strength training for busy parents in Richmond and online. Sessions at the gym, in the park or by video.'
• Session types: 'Free consultation, 30 minutes. 1-to-1 session, 60 minutes, A$95. Park group session, 45 minutes, A$35 per person, up to six people. Online session, 45 minutes, A$75.'
• Packages: '10 sessions for A$850, used within 12 weeks. Pay by bank transfer, then book each session from this page.'
• Health screen: the seven questions from the template, attached to the free consultation.
• Cancellation policy: 'Move or cancel free up to 12 hours before. Later cancellations count as a used session.'
• Confirmation: 'Hi [first name], you are booked for [session] on [date] at [time] Melbourne time (AEST or AEDT). Bring water, a towel and trainers. For park sessions, meet at the rotunda.'

She runs this on Calenix. The Free plan covers one booking type, which was fine while she only offered consultations. On Individual she added all four session types, took payment for single sessions at booking through Stripe, and used group meetings for the park sessions. Her booking link sits in her Instagram bio and on her digital card.

The illustrative maths: if the policy and reminders save two late-cancelled A$95 sessions a week, that is A$190 a week she is no longer losing. If you coach clients over longer programmes, see appointment scheduling for coaches, and for your website, how to add a booking button to your website.