Personal training agreement, Ironbark PT 20 session pack

Personal training agreement with session packs and a health screen

Personal training is sold in packs and argued about in cancellations, and the screening step that should come first is usually a form nobody kept. This agreement prices three pack sizes with expiry dates, requires the pre exercise screening before the first session, and says exactly when unused sessions are refunded.

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Ironbark PT
Dee Vasquez · ABN 21 660 448 173 · Cert IV Fitness, first aid and CPR current · 0433 719 204
Personal training agreement · Ironbark PT · version 4Page 1 of 3
Personal training agreement · Ironbark PT · version 4Page 2 of 3
Personal training agreement · Ironbark PT · version 4Page 3 of 3
Personal training agreement

This agreement is made on 18 January 2027 between Dee Vasquez, trading as Ironbark PT, ABN 21 660 448 173, called the Trainer, and Samuel Achterberg of 5 Kellett Place, called the Client. Sessions are held at Ironbark Studio, 60 Denison Street, or at Marrickville Park.

$75
Per session
20 sessions
Pack bought
24 hours
Cancellation
9 months
Pack expires
1. The sessions
1.1
What a session is
A one on one session of 55 minutes, led by the Trainer, covering a warm up, the programmed work for that day and a cool down. Sessions run twice a week, on Tuesday at 6.30 am and Saturday at 8 am, booked as a standing time and confirmed each Sunday for the week ahead.
1.2
The programme
The first session is an assessment: movement screen, baseline strength and conditioning measures, and goals written down. The programme is reviewed at sessions 8 and 16 against those measures, and the Client is given the written programme so it can be followed between sessions.
1.3
What is not included
Meal plans and dietary advice, which the Trainer is not qualified to give and will refer to an accredited practising dietitian; rehabilitation of an injury under treatment, which needs the treating practitioner's direction; supplements; and gym membership, which the Client holds separately if training at the studio outside sessions.
2. Health screening and safety
2.1
Pre exercise screening
Before the first session the Client completes the adult pre exercise screening tool. Where it flags a risk, the Client obtains written clearance from a medical practitioner before starting, and the Trainer holds a copy. The Client tells the Trainer about any medication, injury, surgery or condition that affects exercise.
2.2
Telling the Trainer when something changes
The Client tells the Trainer before a session about any new pain, illness, injury, pregnancy or change in medication. During a session the Client stops and says so if anything hurts. The Trainer stops or changes an exercise rather than working through pain.
What the Trainer is not
The Trainer is a fitness professional, not a doctor, physiotherapist or dietitian. Nothing said in a session is medical advice, and a diagnosis, a rehabilitation plan and a meal plan each come from the right practitioner. The Trainer will work alongside them when the Client asks.
2.3
Qualifications and insurance
The Trainer holds a Certificate IV in Fitness, current first aid and CPR certificates, professional registration, and professional indemnity and public liability insurance of $20 million. Certificates are shown on request.
3. Fees, packs and cancellations
3.1
Session packs
Sessions are bought in packs, paid before the first session of the pack. The rate falls with pack size, as below. A pack expires nine months from the date it is bought, and the expiry is extended by the length of any medical break under clause 3.4.
Pack
Per session
Pack price
Expires in
Single session
$85.00
$85.00
1 month
10 sessions
$80.00
$800.00
5 months
20 sessions
$75.00
$1,500.00
9 months
Pack bought on 18 January 2027
$1,500.00
3.2
GST and receipts
The Trainer is registered for GST and the pack prices above include it. A tax invoice with the Trainer's ABN is issued for every pack. Packs are not transferable to another person and are not exchangeable for cash.
3.3
The 24 hour rule
A session cancelled or moved with more than 24 hours notice is rebooked at no cost. Inside 24 hours, or a no show, the session is deducted from the pack. The Trainer gives the same notice: a session the Trainer cancels inside 24 hours is replaced and one session is credited back.
3.4
Illness, injury and refunds
Where a medical practitioner certifies that the Client should not train for four weeks or more, the pack is paused and its expiry extended by that period. Where the certificate says the Client should not train at all for the foreseeable future, unused sessions are refunded in full within 14 days. Change of mind does not attract a refund, but unused sessions may be transferred once to a later pack.
4. General
4.1
Consumer guarantees, privacy and ending
The services carry the guarantees under the Australian Consumer Law, including due care and skill, and nothing here limits them. Health information given by the Client is kept confidential, stored securely and used only to programme and run sessions. Either party may end this agreement in writing, and unused sessions are refunded at the rate of the pack actually used. This agreement replaces anything discussed at the introductory session.
Dee Vasquez, Ironbark PT
Name
:
Date
:
The Client, Samuel Achterberg
Name
:
Date
:

Section by section

What each section is for, so you can keep the ones you need and drop the rest.

Parties and key terms
Trainer and client with the studio location, then the rate, the pack bought and the expiry.
1. The sessions
What a 55 minute session covers, the standing times, the programme reviews and exclusions.
2. Health screening and safety
The screening tool, medical clearance, ongoing disclosure, and the callout on scope of practice.
3. Fees, packs and cancellations
The three pack table, GST and receipts, the 24 hour rule, and the medical pause and refund.
4. General
Consumer guarantees, privacy over health information, and ending the agreement.
Signatures
A block for the trainer and one for the client.

How to adapt this agreement

For small group training, change the session definition to a maximum group size, drop the per session rate to reflect it, and add a clause on what happens when only one person turns up. For online coaching, delete the studio location and the cancellation rule and replace them with a programme delivery schedule, a check in cadence and a response time, because there is no session to miss. For a gym employing trainers rather than a sole trader, move the insurance and qualification clauses to the gym, add a clause on what happens to a pack if the trainer leaves, and keep the medical refund clause exactly as written.

Which law the terms follow

Consumer guarantees under the Australian Consumer Law apply to the services and cannot be excluded, including that they are supplied with due care and skill, which is why clause 4.1 states them instead of trying to limit liability. Expiry dates and non refundable terms have to be read against those guarantees, so the medical pause and refund in clause 3.4 is there to keep the pack fair rather than as a concession. Health information collected in the screening is sensitive information, so it is kept confidential, stored securely and used only to programme and run sessions. Pack prices include GST at 10 percent and a tax invoice carrying the trainer's ABN is issued for every pack.

What makes this document work

The pack table shows what volume actually buys

A single session is $85, ten are $80 each and twenty are $75, with expiry stretching from one month to nine. The client bought the 20 pack at $1,500, and the row is highlighted so the document records which deal was taken.

The 24 hour rule binds the trainer too

Clause 3.3 deducts a session cancelled inside 24 hours, and then applies the same standard the other way: a session the trainer cancels late is replaced and one session is credited back. That symmetry is what makes the rule enforceable.

Screening comes before the first session, not after

Clause 2.1 requires the adult pre exercise screening tool to be completed first, with written medical clearance where it flags a risk, and a callout states plainly that the trainer is not a doctor, physiotherapist or dietitian.

Questions people ask

What should a personal training agreement include?

What a session is and how often they run, the programme and its review points, health screening and ongoing disclosure, the trainer's qualifications and insurance, the pack prices and their expiry, the cancellation rule, and when unused sessions are refunded or transferred.

What is pre exercise screening?

A standard questionnaire completed before training starts that flags conditions needing medical clearance. Clause 2.1 requires it before the first session, requires written clearance where it flags a risk, and requires the client to disclose medication, injury, surgery or pregnancy.

Do personal training sessions expire?

In this agreement they do, and the expiry is stated per pack: one month for a single session, five months for ten and nine months for twenty. The expiry is extended by the length of any medical pause under clause 3.4, which is the fair exception.

Can I get a refund on unused PT sessions?

On medical grounds, yes. Where a practitioner certifies the client should not train at all for the foreseeable future, unused sessions are refunded in full within 14 days. Change of mind does not attract a refund, but sessions can be transferred once to a later pack.

What is the standard cancellation notice for a PT session?

Twenty four hours is the common standard and it is what clause 3.3 uses. Cancel or move a session with more than a day's notice and it is rebooked at no cost. Inside that, or a no show, and the session comes off the pack.

Can a personal trainer give meal plans?

Not unless they hold the qualification for it. Clause 1.3 excludes meal plans and dietary advice and commits the trainer to refer the client to an accredited practising dietitian, and the callout in clause 2 repeats the boundary in plain words.

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Sources

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