Table of Contents
Why Fitness Assessment Forms Matter
A well-designed fitness assessment form does more than collect information - it sets the foundation for everything that follows. Before you program a single workout, you need to understand who you're working with.
Safety First
Identify contraindications, injuries, and health conditions before programming exercises that could cause harm.
Better Programming
Understand fitness history, preferences, and goals to create programs clients actually enjoy and stick with.
Professional Image
A thorough intake process shows clients you're serious about their results and justifies your rates.
Legal Protection
Document health disclosures and informed consent to protect yourself from liability issues.
Think of your fitness consultation form as your roadmap. Without it, you're guessing. With it, you can deliver personalized training from day one.
What to Include in Your Personal Trainer Assessment Form
A complete client intake form for personal trainers should cover six key areas. Here's what to include in each section:
1Personal Information
- Full name and contact details
- Emergency contact information
- Date of birth and age
- Occupation (affects posture and activity level)
2Health History
- Current medications
- Past injuries or surgeries
- Chronic conditions (diabetes, heart disease, etc.)
- Family health history
- Doctor clearance status (PAR-Q)
3Physical Restrictions
- Joint pain or limitations
- Movement restrictions
- Exercises to avoid
- Pain scale for affected areas
4Fitness Background
- Current exercise routine
- Training experience level
- Preferred activities/exercises
- Activities they dislike
5Goals & Motivation
- Primary fitness goals
- Target timeline
- Why now? (motivation trigger)
- Past attempts and obstacles
6Lifestyle Factors
- Sleep quality and duration
- Stress levels
- Nutrition habits
- Alcohol/caffeine consumption
- Work schedule and availability
Pro Tip: PAR-Q Form
Always include or reference the Physical Activity Readiness Questionnaire (PAR-Q) as part of your health history section. This standardized screening tool helps identify clients who need medical clearance before starting an exercise program.
Free Fitness Assessment Form Template
Below is a complete new client fitness assessment template you can customize for your training business. Copy this template or use it as a starting point for your own form.
New Client Fitness Assessment Form
Complete all sections before your first training session
1Personal Information
2Health History
Physical Restrictions (Critical)
4Fitness Background
Goals & Motivation
6Lifestyle Factors
By signing, I confirm that the information provided is accurate and complete to the best of my knowledge. I understand that withholding health information may put me at risk during exercise.
Download this template as a printable PDF
Get a clean, print-ready version of this fitness assessment form. Perfect for in-person consultations or sending to new clients before their first session.
Best Practices for Client Fitness Assessments
Having a great form is only half the battle. Here's how to conduct effective fitness consultations that build trust and gather useful information:
1. Send the form before the consultation
Have clients complete the written portions before meeting. This gives you time to review their information and come prepared with follow-up questions. It also makes the in-person consultation more conversational.
2. Dig deeper on restrictions
When someone mentions an injury, don't just write it down. Ask: "What movements make it worse?" "What has your doctor/PT said?" "How does it feel day-to-day?" The details matter for safe programming.
3. Understand their "why"
"Lose weight" is a surface goal. The real motivation might be fitting into clothes for an upcoming event, keeping up with grandkids, or feeling confident at the beach. Understanding the emotional driver helps with motivation later.
4. Include movement screening
Beyond the written form, conduct basic movement assessments: overhead squat, single-leg balance, shoulder mobility, hip hinge pattern. This reveals limitations the client may not be aware of.
5. Take baseline measurements
Depending on goals, record starting metrics: weight, body measurements, progress photos, strength benchmarks, or cardiovascular baselines. These are essential for tracking progress over time.
Digital vs Paper Fitness Assessment Forms
Both approaches have their place. Here's when to use each:
Paper Forms
+No tech barriers for older clients
+Works without internet
+Physical signature for records
-Hard to search or reference later
-Easy to lose or damage
-Manual data entry if digitizing
Digital Forms
+Instant access on any device
+Searchable and organized
+Clients can complete at home
+Easy to update and maintain
-Requires setup time
-Some clients prefer paper
For most trainers, the move to digital forms is worth the initial setup. The ability to quickly pull up a client's restrictions and goals during a session saves time and prevents mistakes.
Organizing and Storing Assessment Data
Collecting assessment data is useless if you can't access it when you need it. Here are your options:
Spreadsheets (Google Sheets, Excel)
Free and flexible, but becomes unwieldy with more than 10-15 clients. Hard to quickly reference during sessions.
Best for: New trainers with few clients
Notes Apps (Notion, Evernote)
Better organization with folders and tags. Still requires manual setup and doesn't have fitness-specific features.
Best for: Tech-savvy trainers who like customization
Generic CRM (HubSpot, Airtable)
Powerful but designed for sales, not fitness. Requires significant customization to work for personal training workflows.
Best for: Trainers with business/tech background
Personal Training Software
Purpose-built tools designed for fitness professionals. Client cards, restriction tracking, and session logging built-in. The fastest option for accessing information during sessions.
Best for: In-person trainers who value speed and simplicity
See client restrictions in 2 seconds
ClientSnap is built specifically for in-person trainers. Client restrictions, goals, and assessment data are always one tap away - so you can stop scrolling through notes while your client waits.
- Restrictions highlighted prominently
- Goals and notes always visible
- Works offline in gym basements
No credit card required
Conclusion
A well-designed fitness assessment form is the foundation of effective personal training. It keeps your clients safe, helps you program better workouts, and shows professionalism from day one.
Use the template above as your starting point, then customize it to fit your training style and clientele. The key sections to always include are:
- Health history and medical clearance status
- Physical restrictions and injuries
- Goals with specific timelines
- Exercise preferences and experience
- Lifestyle factors that affect training
However you collect this information, make sure you can access it quickly during sessions. There's nothing worse than fumbling through papers or scrolling through apps while your client stands there waiting.