First Client Onboarding Packet
A 6-page onboarding packet every new client should complete before session one: Par-Q, informed consent, SMART goals, 4-week program, and progress tracker.
Print pages 1 to 5 for the client to complete at home before session one. Bring page 6 to the first session.
What this packet does
This is a 6-page onboarding packet you send to every new client before session one. It contains the Par-Q+ health history form, an informed consent template, a SMART goal-setting worksheet, a 4-week starter program template, and a weekly progress tracker. The packet exists because the first session is not the time to learn your client has a heart condition or a torn meniscus. It is the time to train. Get the paperwork done 48 hours before.
I am opinionated about onboarding. The trainers I have coached who use a structured packet retain clients 18 months on average. The trainers who wing it ("just show up and we will figure it out") retain clients 6 months on average. The packet is not bureaucracy. It is the highest-impact retention tool you have, and it costs you nothing. Read our guide on how to get personal training clients for the full onboarding-to-retention funnel.
Who should use it
Independent trainers taking on new clients. Online coaches who onboard remote clients. Gym-employed trainers who are allowed to use their own intake paperwork (ask your manager first). Trainers in their first 3 years who have never built a structured intake process.
Do not use this if your gym has its own intake packet. Use theirs. Mixing creates gaps. Do not use this for group fitness classes; the Par-Q+ is sufficient and the rest is overkill for a drop-in group format.
How to use the packet
- 1.Email the packet as a fillable PDF the same day the client books their first session.
- 2.Set a deadline of 48 hours before session one. No completed packet, no session. This is non-negotiable.
- 3.Review the Par-Q+ specifically. If the client answers yes to any of the 7 questions, require a physician clearance letter before training. Do not train first and ask later.
- 4.Read the SMART goals worksheet. If the goal is "lose 30 pounds in 6 weeks," push back during session one. Unrealistic goals guarantee a churned client in week 4.
- 5.Pre-write the 4-week starter program before session one based on the goals and any contraindications.
- 6.Bring the progress tracker to session one. Show the client where you will record their week 1 numbers.
Page 1: the Par-Q+ (7-question health history form)
The Par-Q+ is the standard health history form used by ACE, ACSM, and Exercise is Medicine. It asks 7 yes-or-no questions. If the client answers yes to any one, they must get physician clearance before training. The 7 questions cover heart disease, chest pain, dizziness, bone or joint problems, prescription medications for blood pressure or heart, recent illness, and any other reason they should not exercise. There is no negotiation here. Yes on any question means a doctor signs off first.
| Par-Q+ question | Yes | No |
|---|---|---|
| 1. Has your doctor ever said you have a heart condition and should only do physical activity recommended by a doctor? | ||
| 2. Do you feel pain in your chest when you do physical activity? | ||
| 3. In the past month, have you had chest pain when you were not doing physical activity? | ||
| 4. Do you lose your balance because of dizziness or do you ever lose consciousness? | ||
| 5. Do you have a bone or joint problem that could be made worse by a change in physical activity? | ||
| 6. Is your doctor currently prescribing drugs for your blood pressure or heart condition? | ||
| 7. Do you know of any other reason why you should not do physical activity? |
If the client answers yes to any one of the 7 questions, do not train them until you have a physician clearance letter on file. This protects you legally and protects the client medically. There is no exception.
Page 2: informed consent (sample)
The informed consent is a short paragraph the client signs acknowledging they understand training carries risk. This is different from the liability waiver in the client agreement. The waiver says "I will not sue." The consent says "I understand what I am getting into." Both matter. The consent is short and should be in plain English.
I understand that participation in a personal training program carries inherent risks including but not limited to muscle strain, joint injury, cardiovascular event, and in rare cases death. I have completed the Par-Q+ health history form honestly. I will inform my trainer of any changes to my health, medications, or injury status. I agree to follow my trainer instructions and to stop exercising immediately if I feel pain, dizziness, or shortness of breath beyond what is normal for the activity.
Page 3: SMART goal-setting worksheet
SMART goals are Specific, Measurable, Achievable, Relevant, and Time-bound. Most new clients write vague goals ("get in shape," "lose weight," "be healthier"). The worksheet forces them to convert vagueness into a number with a deadline. The trainer job in session one is to push back on goals that are not achievable. A 45-year-old sedentary client who wants to lose 30 pounds in 6 weeks is setting up both of you to fail. The same client losing 12 pounds in 12 weeks is achievable and sellable as a 12-week program.
| SMART element | Client example: Maria, age 42 |
|---|---|
| Specific | Lose body fat around my midsection and complete a 5K without walking |
| Measurable | Drop 2 inches off waist, run 5K in under 35 minutes |
| Achievable | Yes, with 3 sessions per week plus 2 solo runs |
| Relevant | Tied to family history of type 2 diabetes |
| Time-bound | 12 weeks from June 14 to September 6, 2026 |
| Trainer note | Realistic. Program to a 500-calorie daily deficit and a couch-to-5K progression. |
Page 4: the 4-week starter program template
The first 4 weeks set the tone. Do not try to do everything. The goal is to teach form, build consistency, and get the client to week 5. Most clients who quit do it between weeks 3 and 4. The 4-week starter here is for a general adult client with a fat loss and strength goal. Adjust for niche, age, and contraindications.
| Week | Focus | Sessions | Key milestone |
|---|---|---|---|
| 1 | Assessment and movement screen | 2 sessions | Baseline lifts, 1RM estimates, mobility screen |
| 2 | Foundation (goblet squat, hinge, push, pull) | 3 sessions | Add 5 pounds to each lift |
| 3 | Progressive overload | 3 sessions | Add a 4th set to compound lifts |
| 4 | Volume + conditioning | 3 sessions + 1 solo | 30-minute steady-state cardio |
Page 5: weekly progress tracker
| Week | Weight | Waist (in) | Squat (lbs) | Hinge (lbs) | Push (lbs) | Pull (lbs) | Adherence |
|---|---|---|---|---|---|---|---|
| 1 | |||||||
| 2 | |||||||
| 3 | |||||||
| 4 |
Common onboarding mistakes
- Letting the client complete the packet at session one. They will rush. Send it 48 hours ahead.
- Skipping the Par-Q+ review. Yes on question 4 (dizziness) is a cardiology referral, not a "let us see how it goes."
- Accepting vague goals. "Get stronger" is not a goal. "Add 25 pounds to my deadlift in 12 weeks" is a goal.
- Writing the 4-week program after session one. Have it ready before. The client should see their plan on day one.
- Not tracking week 1 numbers. If you do not baseline, you cannot show progress in week 4. No visible progress means churn.
How this fits your FITT Finder profile
The onboarding packet is yours. FITT Finder does not host it. But the packet should match the expectations your profile sets. If your profile says "12-week transformation program," your SMART worksheet should reference 12 weeks, not 4. If your profile says "specializing in clients over 50," your Par-Q+ review should include a physician clearance protocol for any yes answer, not a "let us see how it goes." Read our personal trainer marketing playbook for how to align your profile with your onboarding.
Frequently asked questions
Do I have to use the Par-Q+ specifically?+
No, but it is the industry standard used by ACE, ACSM, and Exercise is Medicine. Any 7-question health history form that covers the same territory is acceptable. The Par-Q+ is free to download.
What if the client answers yes to a Par-Q+ question?+
Stop. Require a physician clearance letter before the first session. No exceptions, no "light" sessions, no "let us just stretch." A yes means the client sees a doctor first.
Can I email the packet or does it need a wet signature?+
Email is fine. Use DocuSign or PandaDoc for a legally valid e-signature. A wet signature is not required in any state for these documents.
How long should the SMART goal worksheet take the client?+
15 to 30 minutes. If they finish in 3 minutes they did not take it seriously. Send it back and ask them to add numbers and a deadline.
Should I write the 4-week program before or after session one?+
Before. Use the goals and the Par-Q+ answers to pre-write it. Adjust after session one based on what you see in the movement screen, but show up with a plan.
Do online coaching clients need the same packet?+
Yes, with one addition. Add a clause requiring the client to train in a space you can see on video and to confirm they have no equipment failures before each session.
