Personal training proposal and package template

Start with the service the client is buying: one-to-one sessions, small-group training, online coaching or a monthly membership. State who may attend, where sessions take place and whether the service is live, remote or a mix. For one-to-one training, identify session length and the number of sessions in the package. For a small group, state group size and how a place is reserved. Online coaching can include video sessions, written check-ins or a training plan; list each item instead of calling it simply “support.”

Describe what is outside the package, such as facility admission, equipment, travel, nutrition services or additional check-ins. Do not promise a fitness result. Use the proposal templates as a starting structure.

Record sessions per week or month, the expected booking cadence and how appointments are arranged. A package should state when its first session can be booked, the date it expires or the period in which sessions must be used, and what happens to unused sessions. For a monthly membership, define the billing period, included sessions or check-ins, renewal method and how a client can end or pause membership.

Explain how far ahead clients may book, whether the same recurring time is reserved, and how availability is confirmed. Put missing dates and limits in [brackets] so they are completed before approval.

Choose a pricing method that matches the offer: per session, a fixed package total, a monthly membership or a separately priced online-coaching period. Show the amount, currency, payment due date and any deposit or installment schedule as [agreed terms]. If a package contains multiple session types, itemize them or identify the included count for each. State whether facility fees, travel or equipment charges are included, billed separately or paid directly by the client.

Identify invoice timing and how additional sessions are priced. Get written approval for added work before providing it. BidLogik pricing covers the platform, not your training fee.

Choose a cancellation notice window and explain how the client sends notice. State whether a timely cancellation can be rescheduled, how many reschedules are allowed, and what happens to a late cancellation or no-show. Address the trainer’s cancellation too: give the client a replacement booking or explain the agreed credit or refund process. For groups, clarify whether an individual absence changes the group booking or package. For online sessions, say how technical interruptions are handled and who contacts whom to arrange a replacement.

Use terms clients can apply without guessing. Name the booking channel, when a cancellation is considered received and whether the package expiry date changes after a reschedule. Do not leave these rules to a generic “standard cancellation policy”; write the actual window and consequence in the proposal.

Use the proposal to document commercial terms, not sensitive health disclosures. Keep a PAR-Q or other health-screening form, any required health clearance and a liability waiver as separate documents, with their own completion and recordkeeping process. Do not treat a proposal signature as a substitute for those documents. State which separate forms are required before training begins, and how the client should return them securely.

Describe the training service accurately and avoid claims about guaranteed weight loss, strength, rehabilitation or other health outcomes. Confirm who supplies equipment, the session location and any client responsibilities relevant to the agreed format. For a wider wellness engagement, see the coaching services agreement and consulting proposal. The industry guides offer other service-specific structures. Not legal advice.

Check that the format, sessions per week, duration, package expiry, price and cancellation window are filled in. Confirm that membership renewal language matches the actual billing arrangement and that no included service is hidden behind a broad phrase such as “ongoing coaching.” Identify the client and trainer, start date, contact method and the person authorized to approve changes.

End with a clear next step: accept the package, complete the separate screening and waiver documents, then arrange the first booking. Keep a copy of the approved version and any later written changes.