A Personal Trainer usually reaches for a Retainer Agreement when for continuing work billed on a repeating monthly cycle. This free template does one job well: it sets recurring fees, an agreed scope and notice terms for ongoing monthly work. It is written for how personal trainers actually work — around a package of one-to-one sessions or an online coaching block, the familiar headache of clients missing sessions and expecting free make-up sessions or refunds, and getting paid on session packages paid up front, with sessions expiring after a set window. Use a Retainer Agreement rather than something looser, because for a single fixed-scope project — use a service agreement instead. Edit any line to fit your rates and terms, then send it for e-signature in a couple of minutes — no account for your client, and it is legally binding under the ESIGN Act and eIDAS.
RETAINER AGREEMENT — PERSONAL TRAINER
1. PARTIES
This Retainer Agreement ("Agreement") is made on ____________ between ____________ ("Client") and ____________ (the "Provider"), a Personal Trainer. Together they are the "Parties".
2. MONTHLY SCOPE
Each month the Provider will deliver the following for the Personal Trainer engagement: ____________. Work beyond this monthly scope is agreed in writing and billed separately.
3. FEES & BILLING CYCLE
The monthly fee is $____________, billed on the ____________ of each month. Standard terms for a Personal Trainer are session packages paid up front, with sessions expiring after a set window.
4. HOURS / DELIVERABLES
The retainer covers ____________ hours or the deliverables listed above each month. Typical support for a Personal Trainer includes coached training sessions and a personalised programme.
5. ROLLOVER & OVERAGE
Unused hours do not roll over unless agreed in writing. Work beyond the monthly block — for example extra check-ins, nutrition plans or messaging support outside the package — is billed at $____________ per hour with prior approval.
6. TERM & NOTICE
This retainer runs month to month and renews automatically. Either Party may cancel with ____________ days' notice; sessions are non-refundable but may be rescheduled with 24 hours' notice.
7. IP & CONFIDENTIALITY
The Client owns the deliverables produced under this retainer once paid. Both Parties keep each other's information confidential, which for a Personal Trainer especially covers health-liability waivers and a par-q health screening rather than IP.
8. GOVERNING LAW
This Agreement is governed by the laws of ____________, and any dispute will be handled in the courts of ____________.
9. HEALTH & LIABILITY WAIVER
The Client confirms they are fit to train and take part at their own risk. The Provider is not liable for injury except where caused by its negligence.
10. HEALTH SCREENING
The Client completes a health questionnaire (PAR-Q) before starting and updates the Provider of any relevant change in health.
11. CANCELLATION & NO-SHOW
Sessions cancelled with less than ____________ hours' notice, or no-shows, are counted as used. This addresses clients missing sessions and expecting free make-up sessions or refunds.
12. PACKAGE EXPIRY
Session packages must be used within ____________ weeks of purchase, after which unused sessions expire.
SIGNATURES
Signed by the Parties on the date first written above. Both Parties keep a copy. An electronic signature is legally binding under the ESIGN Act and eIDAS.
Client: ______________________ Date: __________
Provider: ____________________ Date: __________This Retainer Agreement ("Agreement") is made on ____________ between ____________ ("Client") and ____________ (the "Provider"), a Personal Trainer. Together they are the "Parties".
Each month the Provider will deliver the following for the Personal Trainer engagement: ____________. Work beyond this monthly scope is agreed in writing and billed separately.
The monthly fee is $____________, billed on the ____________ of each month. Standard terms for a Personal Trainer are session packages paid up front, with sessions expiring after a set window.
The retainer covers ____________ hours or the deliverables listed above each month. Typical support for a Personal Trainer includes coached training sessions and a personalised programme.
Unused hours do not roll over unless agreed in writing. Work beyond the monthly block — for example extra check-ins, nutrition plans or messaging support outside the package — is billed at $____________ per hour with prior approval.
This retainer runs month to month and renews automatically. Either Party may cancel with ____________ days' notice; sessions are non-refundable but may be rescheduled with 24 hours' notice.
The Client owns the deliverables produced under this retainer once paid. Both Parties keep each other's information confidential, which for a Personal Trainer especially covers health-liability waivers and a par-q health screening rather than IP.
This Agreement is governed by the laws of ____________, and any dispute will be handled in the courts of ____________.
The Client confirms they are fit to train and take part at their own risk. The Provider is not liable for injury except where caused by its negligence.
The Client completes a health questionnaire (PAR-Q) before starting and updates the Provider of any relevant change in health.
Sessions cancelled with less than ____________ hours' notice, or no-shows, are counted as used. This addresses clients missing sessions and expecting free make-up sessions or refunds.
Session packages must be used within ____________ weeks of purchase, after which unused sessions expire.
Signed by the Parties on the date first written above. Both Parties keep a copy. An electronic signature is legally binding under the ESIGN Act and eIDAS.
Without one, extra check-ins, nutrition plans or messaging support outside the package eats the month for free. Price any work beyond the agreed block.
Decide up front whether unused hours carry over — silence is where arguments start for personal trainers.
Set the notice to cancel so a client cannot drop a Personal Trainer mid-month, and confirm sessions are non-refundable but may be rescheduled with 24 hours' notice.
When the work repeats every month rather than being a package of one-to-one sessions or an online coaching block with a clear finish line.
On a monthly cycle, commonly session packages paid up front, with sessions expiring after a set window. The template bills in advance so you are never working unpaid.
Yes. Once you and your client sign it — including with an electronic signature — this Retainer Agreement is a binding contract under the ESIGN Act, eIDAS and similar laws in most countries.
Point them back to the scope. Extra work such as extra check-ins, nutrition plans or messaging support outside the package is quoted separately — that is exactly what the written terms are for.
Yes. Paste it into Signr, drop the signature fields on, and send a link. Your client signs from any device with no account, and you both get a sealed, court-ready copy.
Paste the template into Signr, drop signature fields on, and send. Your client signs from any device, no account needed, and you both get a sealed, court-ready copy.
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