Personal Trainer Intake Form Questions (Free Template)

A good intake form does two things: it gives you the information you need to coach someone safely and effectively, and it shows the client you take them seriously. A bad one is either so short it's useless, or so long nobody finishes it.

Below are the questions worth asking, why each matters, and a copyable template you can adapt.

What an intake form is (and isn't)

An intake form is a starting point for a conversation, not a replacement for one. Use it to gather facts and flag anything that needs follow-up in person.

It is not a medical assessment. If a client reports a condition, symptoms, or recent surgery, follow your certification's guidance and your local rules — that may mean asking for clearance from a healthcare professional before training. A dedicated health screening questionnaire, as recommended by your certifying body, can sit alongside your intake form.

The essential questions

Goals

• What are your main goals? Open-ended. Let them use their own words.
• Why are these goals important to you right now? The "why" is what keeps people going when motivation dips.
• What would success look like in three months? Helps turn vague goals into something you can measure.

Health and injuries

• Do you have any injuries, pain or medical conditions I should know about?
• Are you taking any medication that affects exercise? (Optional, and only if you need it.)
• Has a doctor ever advised you to limit physical activity? A yes here is a clear signal to follow up before training.

Training experience

• How would you describe your training experience? (New to it / some experience / experienced)
• What kinds of exercise have you done before? What did you enjoy or dislike?
• Is there anything you've tried that didn't work for you?

Schedule and lifestyle

• How many days a week can you realistically train, including on your own?
• Which days and times usually work best for sessions?
• What's your job and daily activity like? (Desk job, on your feet, shift work.)
• How's your sleep and stress, generally? Optional, but useful context for recovery.

Preferences and logistics

• Where will you train on your own — gym, home, outdoors? This shapes what you can program.
• What equipment do you have access to?
• Is there anything else you'd like me to know? Always end with an open question. Some of the most important information turns up here.

Keep it short

Every extra question lowers the chance someone finishes the form. A good rule: if you won't use the answer to change how you coach this person, don't ask it yet. You can always learn more in the first few sessions.

Five to ten questions is plenty for most trainers. Make the most important one or two required and leave the rest optional.

Copyable intake form template

Use this as a starting point:

1. What are your main goals? (paragraph, required)
2. Why are these goals important to you right now? (paragraph)
3. Any injuries, pain or medical conditions I should know about? (paragraph)
4. Has a doctor ever advised you to limit physical activity? (yes / no)
5. How would you describe your training experience? (New to it / Some experience / Experienced)
6. How many days a week can you train, including on your own? (1–2 / 3 / 4 / 5+)
7. Which days and times usually work best for sessions? (short answer)
8. Where will you train on your own, and what equipment do you have? (short answer)
9. Anything else you'd like me to know? (paragraph)

What to do with the answers

• Read every form before the first session. Note anything to ask about in person.
• Follow up on health flags first. If they answered yes to the doctor question or listed a condition, address it before training.
• Copy their goal into your notes in their words. You'll use it in progress reviews ("Remember in September you wanted to hike without knee pain?").
• Use the schedule answers to book standing sessions and to decide how many solo workouts to program.
• Revisit the form after a few months. Goals change; update them.

Frequently asked questions

Is an intake form the same as a health screening questionnaire?

Not quite. An intake form covers goals, experience, schedule and preferences, and flags health issues. A health screening questionnaire is a more formal tool, often recommended by certifying bodies, to identify people who should get medical clearance before exercising. Many trainers use both: a short screening questionnaire plus an intake form.

When should clients fill in the intake form?

Before the first session — ideally right when they sign up. That way you can read it in advance, prepare relevant questions, and spend the first session coaching rather than doing paperwork.

Should I ask about weight and body measurements?

Only if it's directly relevant to the client's stated goal, and make it optional. Many people find these questions uncomfortable on a first form. You can always discuss them in person later if they matter for the plan.

How do I store intake information safely?

Treat it as sensitive: keep it somewhere secure that only you (and anyone you explicitly trust) can access, don't share it without permission, and follow the privacy rules that apply where you work. Avoid scattering it across text messages, notes apps and paper.

Should I update intake information over time?

Yes. Goals, schedules and health change. A quick review every few months — or whenever something changes — keeps your coaching relevant and shows clients you're paying attention.

Key takeaways

• Ask about goals (and why), health and injuries, experience, schedule and equipment.
• Keep it to five to ten questions, with the essentials required.
• Treat the form as the start of a conversation, not a medical assessment.
• Read and follow up on every form before the first session.