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Free Personal Trainer Quote Template

Short answer

A personal trainer quote sets out the package, the length of each session, programme extras, the price, when sessions expire and the cancellation policy.

A personal training quote, or proposal, is a promise of time and attention over weeks or months, and most disagreements come from the small print that was never written down: how late a client can cancel, what happens to unused sessions when they go on holiday, whether the price holds if they renew. Putting the package, the schedule and the policies on one page before the first session lets the client commit with confidence, and gives you something fair to point to when a session is missed.

Sample personal trainer quote

Copy the text, print it, or fill it in online with your own business details, prices and logo. The business and client below are made up.

Kinetic Path Coaching

[Street address, city]
[Phone] · [Email]

Quote

Number
Q-1042
Date
Oct 24, 2026
Valid until
Nov 23, 2026

Prepared for

Daniel Achterberg

[Client address]

Job

12-week strength programme, two sessions a week

Example prices: replace with your own

DescriptionQtyAmount
Initial consultation and movement assessment1 session× $60.00$60.00
Personal training, 60 minutes (package of 24)24 session× $62.00$1,488.00
Written training programme, updated every 4 weeks3 block× $45.00$135.00
Nutrition habits check-in (general guidance)3 session× $30.00$90.00
Progress review with measurements and goals3 review× $25.00$75.00
Messaging support between sessions3 month× $20.00$60.00
Travel to client's home gym24 visit× $8.00$192.00
Subtotal
$2,100.00
Total
$2,100.00
  • Sessions must be used within 16 weeks of the start date.
  • Please give 24 hours' notice to move a session; late cancellations count as a used session.
  • Guidance is general fitness advice, not medical advice; complete the health questionnaire before the first session.
  • This quote is valid until Nov 23, 2026.

Accepted by: Date:

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What to include in a personal trainer quote

  • The package and session length

    Number of sessions, how long each one is, and how often they happen. "24 sessions of 60 minutes, twice a week" is clearer than "a 12-week programme".

  • Price per session and in total

    Show the per-session price and the package total, and any saving compared with paying session by session, so the client sees what the package is worth.

  • What else is included

    Assessments, written programmes, check-ins, messaging support or progress reviews. Clients value these, and listing them separates you from a gym's hourly rate.

  • Location and travel

    Your studio, a gym, the client's home or a park. If you travel, say whether travel is included or charged per visit, and how far you go.

  • Cancellation and late policy

    How much notice the client gives to move a session, what happens with late cancellations and no-shows, and what happens if you cancel.

  • Expiry and pausing

    When unused sessions expire, and whether a package can be paused for illness, injury or travel, and for how long.

How to write a personal trainer quote, step by step

  1. Start with a consultation

    Learn the client's goals, schedule, training history and any health considerations, and ask them to complete a health questionnaire before training starts.

  2. Choose the package

    Match sessions per week and programme length to the goal. Offer one main option and perhaps a lighter or more intensive alternative.

  3. Price sessions and extras

    Set a per-session price for the package, then add programme writing, check-ins, travel or messaging support as their own lines.

  4. Write your policies

    Cancellation notice, no-show charges, expiry of unused sessions and how pausing works, in a few short sentences.

  5. Set the payment plan

    Paid in full up front, split into instalments or billed monthly. Say when each payment is due and what happens if one is missed.

  6. Send it soon after the consultation

    Send the quote while the client is motivated, with a clear start date and an expiry date for the offer.

Deposits and payment terms

Packages are commonly paid before the first session, or in instalments at the start of each block, so you are never training on credit. Monthly memberships suit ongoing clients: a fixed amount billed on the same date each month for an agreed number of sessions.

Spell out refunds: whether unused sessions can be refunded, transferred or extended. Consumer rules on refunds, cooling-off periods and long-term contracts vary by place, so check what applies where you work before you set your policy.

Frequently asked questions

Should personal trainers sell packages or single sessions?
Packages give the client a clear commitment and you a predictable schedule, and you can price them slightly below the single-session rate. Keep single sessions available for trial or occasional clients.
How long should a training package last before sessions expire?
Allow enough time to use the sessions at the planned frequency plus a margin for holidays and illness. State the expiry on the quote so it is agreed from the start.
What should a personal training cancellation policy say?
How much notice is needed to move a session, whether a late cancellation or no-show is charged or counted as used, and what you offer if you have to cancel. Keep it short and apply it consistently.

More templates and guides

Job done? Bill it with the matching invoiceFree Personal Trainer Invoice Template

Templates for related trades

Further reading

Send it as a branded quote your client accepts online

i-quote puts your logo on the quote, takes an optional deposit, and lets the client accept or decline online. One click turns the accepted quote into an invoice. The Free plan includes 3 quotes and 3 invoices a month.

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