Personal Trainer Client Intake & PAR-Q Form Template 2026

Starting a new client without a signed PAR-Q and intake form puts both your certification and your liability coverage at risk — NASM, ACE, and ISSA all require documented pre-participation health screening before a client's first session. A proper intake form does three things at once: it surfaces medical red flags that change your program design, records the client's goals in their own words, and creates a legal record if a dispute ever arises. This template covers every required section — personal information, medical history, the 7 standard PAR-Q questions, fitness goals, injury documentation, and a liability acknowledgment — ready to copy and use today.

The Complete Client Intake & PAR-Q Form Template

Your intake package needs six sections. Miss any one and you either create a legal gap or miss health information that directly affects how you should program for that client.

Section 1: Personal Information & Emergency Contact

Collect identifying information and an emergency contact before anything else. Note whether the client is under 18 — if so, a parent or guardian must co-sign the liability section.

• Full legal name: ___________________________
• Date of birth: _______________    Age: _______
• Phone number: ___________________________
• Email address: ___________________________
• Emergency contact name: ___________________________
• Emergency contact phone: ___________________________
• Relationship to client: ___________________________

Section 2: Medical History & Current Health Status

Ask about diagnoses and medications before the PAR-Q. Clients sometimes answer all 7 PAR-Q questions "No" while listing a heart condition in this section — catching that inconsistency is exactly what this step is for.

• Do you have any current or past medical conditions? If yes, describe: ___________________________
• Are you currently taking any prescription medications? If yes, list them: ___________________________
• Have you had surgery in the past 12 months? If yes, describe: ___________________________
• Has a physician ever restricted your physical activity? ☐ Yes   ☐ No — If yes, explain: ___________________________
• Are you currently under a doctor's care for any condition? ☐ Yes   ☐ No

Section 3: PAR-Q — Physical Activity Readiness Questionnaire

The PAR-Q is the standardized 7-question health screen developed by the Canadian Society for Exercise Physiology (CSEP). A Yes answer to any question means the client must obtain physician clearance before starting an exercise program. Have the client answer each question independently — do not read them the options aloud in a way that steers their answer.

1. Has your doctor ever said that you have a heart condition and that you should only do physical activity recommended by a doctor? ☐ Yes   ☐ No
2. Do you feel pain in your chest when you do physical activity? ☐ Yes   ☐ No
3. In the past month, have you had chest pain when you were not doing physical activity? ☐ Yes   ☐ No
4. Do you lose your balance because of dizziness or do you ever lose consciousness? ☐ Yes   ☐ No
5. Do you have a bone or joint problem (for example, back, knee, or hip) that could be made worse by a change in your physical activity? ☐ Yes   ☐ No
6. Is your doctor currently prescribing drugs (for example, water pills) for your blood pressure or heart condition? ☐ Yes   ☐ No
7. Do you know of any other reason why you should not do physical activity? ☐ Yes   ☐ No

Section 4: Fitness Goals & Current Activity Level

Recording goals in the client's own words protects you from "this isn't what I signed up for" disputes later. It also gives you the programming direction you need from session one — a client training for a powerlifting meet needs a different plan than someone recovering from a hip replacement.

• What are your primary fitness goals? (e.g., weight loss, strength, athletic performance, mobility): ___________________________
• How many days per week are you currently exercising? ☐ 0   ☐ 1–2   ☐ 3–4   ☐ 5+
• What types of exercise do you currently do? ___________________________
• How many sessions per week can you commit to training? ___________________________
• Do you have a specific target date or event? (e.g., wedding, race, competition): ___________________________
• What has stopped you from reaching your goals in the past? ___________________________

Section 5: Injury History & Physical Limitations

Do not rely on clients volunteering this information unprompted. A torn ACL from 2019 or a herniated disc that "doesn't bother me anymore" directly affects your exercise selection and your liability exposure if something goes wrong during a session.

• Do you have any current injuries or areas of pain? If yes, describe (location, severity, how long): ___________________________
• List any past injuries, surgeries, or physical therapy you have received: ___________________________
• Are there any movements or exercises you have been told to avoid? ___________________________
• Do you experience joint pain, lower back pain, or chronic discomfort during or after exercise? ☐ Yes   ☐ No — If yes, describe: ___________________________

Section 6: Liability Acknowledgment & Signature

Have this section reviewed by a legal professional familiar with personal training liability laws in your state or country. The language below is a standard starting point — it is not legal advice and should not be used without independent review.

I, the undersigned, acknowledge that physical exercise involves inherent risks including muscle strains, cardiovascular events, and physical injury. I confirm that all health information provided above is accurate and complete to the best of my knowledge. I voluntarily choose to participate in personal training with [Trainer Name / Business Name] and release [Trainer Name / Business Name] from liability arising from my participation, provided that reasonable professional standards of care are applied. I have had the opportunity to ask questions before signing.

Client Signature: ___________________________    Date: ___________

Print Name: ___________________________

If the client is under 18, a parent or guardian must also sign below.

Guardian Signature: ___________________________    Date: ___________

The right tool makes this easier

Printing intake forms, chasing clients for signatures before their first session, and filing paper in a binder is a system that breaks down fast — especially once you're training 10 or more clients a week. ROXO Hub's Forms & Waivers feature lets you build your PAR-Q and client intake form directly into your booking flow. Every new client completes and signs digitally before their first appointment, and the completed form is stored in their client profile alongside session notes, goals, and payment history — no paper, no lost files.

With Auto Reminders, ROXO Hub sends clients a link to complete their intake paperwork automatically after they book. Your calendar shows a clear indicator for any outstanding forms, so you're never walking into a first session without the documentation you need. All of this is included at $39.99/month flat — no add-on purchase required to unlock digital forms.

Frequently Asked Questions

What is a PAR-Q form for personal trainers?

The PAR-Q (Physical Activity Readiness Questionnaire) is a standardized 7-question health screening tool developed by the Canadian Society for Exercise Physiology (CSEP). Personal trainers use it to identify clients who may need physician clearance before beginning an exercise program. It is a foundational pre-participation document required by most major certifying bodies including NASM, ACE, and ISSA.

Is the PAR-Q legally required for personal trainers?

The PAR-Q is a professional standard required by most personal training certifying bodies, but specific legal mandates vary by state and country. Even where it is not required by law, a signed PAR-Q is critical documentation that demonstrates professional due diligence — particularly if a client is injured and a liability claim is filed. Consult a legal professional familiar with fitness industry liability in your jurisdiction.

How long should a personal trainer client intake form take to complete?

A complete intake form covering all six sections in this template typically takes a client 5 to 10 minutes. Sending it digitally in advance of the first appointment — rather than handing them a clipboard when they arrive — means your session starts on time and you've already reviewed their health information before they walk in.

Can I use a digital intake form instead of paper for personal training clients?

Yes — electronic signatures on digital intake forms are legally valid in virtually all jurisdictions, provided the client clearly consents to signing electronically. Digital forms are also harder to lose, automatically timestamped, and can be stored directly in the client's record for easy retrieval. Tools like ROXO Hub let you send the form link as part of the booking confirmation so paperwork is complete before the first session.

What should I do if a client answers yes to a PAR-Q question?

A Yes answer to any PAR-Q question means the client should consult a physician before beginning an exercise program. Do not proceed with training until you have written medical clearance from their doctor. Keep a copy of the physician's release in the client's file alongside the original PAR-Q — this documentation protects both you and your client if a health incident occurs.

How often should personal training clients re-complete their intake form?

Most certifying bodies recommend re-screening clients annually or whenever they disclose a significant change in health status — such as a new diagnosis, surgery, or change in medication. A practical approach is to ask clients to confirm their intake information is still current at the start of each new training block or every 12 months, whichever comes first. Digital intake forms make this easy: resending a form link takes seconds rather than tracking down paper files.